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How to Create Quotes at Deal Milestones in HubSpot

A Step-by-Step Guide to Automate Quote Generation Based on Significant Deal Events

HubSpot offers a flexible system for generating quotes based on significant deal milestones, such as sending renewal quotes 90 days before a subscription expires. This guide will walk you through the steps to manually set up workflows that automate this essential process.

Steps to Generate Quotes

1. Access Workflows

To get started, navigate to your HubSpot dashboard and follow these steps:

  • Click on "Automate" in the main navigation bar.
  • Select "Workflows" from the dropdown menu.

2. Create a New Workflow

Once you’re in the Workflows section:

  • Click the "Create workflow" button.
  • Choose the “Start from scratch” option for maximum customization.

3. Set Enrollment Triggers

Next, you’ll want to define the triggers that will activate your workflow. For example, you can set triggers based on deal stage changes or specific timelines:

  • Select the "Deal stage is" trigger.
  • Specify the relevant deal stage, such as when a subscription is nearing expiration (e.g., 90 days prior).

4. Add Quote Generation Action

After setting the triggers, you can add the action to create a quote:

  • Choose the "Create quote" action within your workflow.
  • Customize the quote details, including products/services, pricing, and any personalization tokens relevant to the customer.

5. Add Notification Action

To keep your team in the loop, consider adding a notification action:

  • Set up an action to notify relevant team members or automate an email containing the newly created quote.

6. Activate Workflow

With your workflow configured, it’s time to activate it:

  • Review your workflow for accuracy to ensure everything is set up correctly.
  • Activate the workflow to start automatically generating quotes at your specified deal milestones.

Additional Tips

  • Email Automation: Enhance your customer communications by setting up automated emails that send out marketing messages or links to the generated quotes, utilizing personalization tokens for a tailored approach.

  • Testing: Before fully implementing your workflow, it's advisable to test it with a small sample of deals. This will help you ensure that everything operates as expected and make any necessary adjustments.

By following these steps, you can effectively automate the quote generation process in HubSpot, ensuring timely and relevant communications with your customers at critical points in their journey.