Hi There,
We’ve been working with Hubspot Professional for almost a year now, and most of the things we would like to accomplish are working. There is one thing with quotes that is still bothering me. Maybe some of you have ran into this issue and might know a solution or workaround.
- We use a custom built layout for our quotes. And one of the things it does is get the selected terms from the deal (dropdown) and puts the specific pre-built text (per term a different text applies) in the quote . As text ofcourse.
During the sales-cycle sometimes the “terms” may change.
The option to recall and edit an outstanding quote does not pick up the new text field (although it does appear in the deal property). The only way around this is to completely remove te quote and build make a new one.
- The same sort of issue applies to the Line items
I’ve instructed all our sales to first make the line items on the deal, and afterwards create the quote.
Perfect you’d think. But also during the sales cycle, sometimes a customer would like to add a specific line item, or adjust the quantity. When you change the line items on the deal it also does not update, when you use the recall and edit.
Is there an option to create a workflow of some sort to create this functionallity? I have already tried to make a workflow with the trigger: “If status of quote changes to draft, then”. But after the option I can’t figure out what to do next, changing a record does not give me the appropriate options.
Any thoughts?
Thanks in advance, Dennis
Hey @Dvangijn,
Welcome to the Community! 
These existing threads touch on similar behavior and may be worth a look in the meantime. The first one is a feature request, while the second is on one of our discussion boards!
Hey @CarolinaDeMares, @SteveHTM, @MichaelMa – have you ever dealt with this behavior before?
Thanks!!
Sam, Community Manager
Hi Sam,
Thanks for the reply. And I have already searched the community for similar cases. But most of them are about updating prices. Not about the functionality behind the recall and edit option. So I am anxious to see if someone else has found a solution.
Hey @Dvangijn, Yes, i have also checked! Most threads are about prices, but what you’re seeing is how recall and edit works. When a quote is created, it saves a copy of the deal’s line items and properties at that moment. Recall and edit just reopens that saved copy and never checks the deal again, so changes made on the deal won’t come through.
For line items, the easiest fix is to flip the process. Make the changes inside the quote while it’s in edit mode instead of on the deal. When you republish, those changes sync back to the deal.
The terms are harder because your template reads them from the deal. A normal workflow can’t update quote content, which is why “edit record” didn’t give you the options you needed. If you have Ops Hub Pro, a quote workflow with a custom code action can fetch the current terms from the deal and write them to the quote when it goes back to draft. Without Ops Hub, I’d move the terms dropdown onto the quote itself so reps can change it during the edit.
Hope it helps!
Hi Alex,
Thanks for your response. At least I am satisfied with the fact that I haven’t overlook anything. I’ll check the OPS Hub tomorrow morning and let you know what I find out.
Kind regards, Dennis
Hey @Dvangijn, our app DocuGen builds your quote from the deal each time you click, so it always reflects the terms and line items on the deal at that moment. @Alex Boissonneault nailed why the recalled version stays the same. With DocuGen, your custom layout lives in a Word template, with the deal’s terms property and line items placed where they belong. When a customer adds a product or changes a quantity, generate again from the deal, and the updated PDF saves to the deal’s attachments. Your whole sales team uses it with their HubSpot login.
Have a look at our marketplace listing.
P.S. The free plan covers up to 400 documents a month with no watermark, and unlimited users, so every rep can use it at no cost.