When sending a published quote through HubSpot’s built-in Send quote email flow, there is already an Include PDF attachment checkbox visible in the email window. However, the checkbox is locked/greyed out and cannot be unchecked.
It would be extremely helpful if HubSpot simply allowed users to toggle this option off.
Specific Context
We recently started using HubSpot Quotes and have already had multiple customers see the attached PDF, print it, sign it manually, scan it, and email it back to us instead of using the online quote experience and e-signature functionality.
Removing the PDF attachment would encourage customers to click the quote link and complete the intended digital workflow.
Workaround Issues
At first glance, the workaround seems simple: copy the quote link and send it through a normal CRM email instead, or use the option to send a custom CRM email after the quote is published. However, this creates another problem.
When the quote is sent through HubSpot’s built-in quote email functionality, HubSpot can recognize that the quote was sent and we can use quote-related activity in our automation and follow-up processes.
If we instead send a normal email containing the quote URL, HubSpot only sees a regular email. It does not know that the email represented the delivery of that quote.
For example, we want to be able to:
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Send a quote through HubSpot.
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Know when that quote was actually sent to the customer.
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Wait seven days.
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Automatically send a follow-up if the quote has not been accepted.
Using the quote’s Last published date as a substitute is not reliable because a quote is not necessarily sent to the customer immediately after it is published.
Confirmed by HubSpot Support
I contacted HubSpot Support to make sure I was not overlooking a setting. Both the support assistant and a human support representative confirmed that the PDF attachment is currently mandatory in the native quote email flow, even though the Include PDF attachment checkbox is visibly present but disabled.
Support also acknowledged that the suggested workaround of sending the quote link through a normal email does not preserve the same quote-specific tracking needed for workflows, and that using the quote’s publish date is not an ideal substitute. The representative agreed to pass the issue and our use case along to the product team.
Requested change
Please make the existing Include PDF attachment checkbox functional so users can choose between:
Quote link + PDF attachment
or
Quote link only
The checkbox is already present in the interface, so allowing users to uncheck it would seemingly provide a very straightforward solution while preserving all of the tracking and automation benefits of HubSpot’s native quote email workflow.
For teams trying to move customers toward digital acceptance and e-signatures, this would be a significant improvement.