Best practice for managing multiple quotation revisions in deals?

[ozgesilla]

Hi everyone,

First of all, I should mention that we don’t use HubSpot Payments — our customers pay externally via invoice.

When we reach the quotation stage in the deal pipeline, revisions are often required. For example, a customer might request an additional line item, or a quotation may expire and need to be recreated.

In these cases, I’m facing a few challenges:

• I can’t clearly track which quotation was finally approved by the customer.

• When a new quotation is created with additional line items, those amounts are added, but it becomes unclear which line items are actually valid (since only the approved quotation should count).

What’s the best practice for handling this in HubSpot? How do you usually manage multiple quotation revisions and keep track of which one is approved?

Thanks a lot!

[CarolinaDeMares · Accepted solution]

Hi @ozgesilla! 

Here's my suggestions: 

• Use “Quote Name” conventions like CustomerName_Rev1, CustomerName_Rev2, etc.

• Each time you create a new revision, you can expire the old quote so it’s no longer valid. HubSpot lets you set an expiration date, and you can also manually mark the old quote as “Rejected” in the deal notes or timeline.

• Add a custom property on the deal called something like “Approved Quote Link” or “Final Quote ID.”

• Once the customer approves, update that property with the URL of the accepted quote. That way everyone knows which version “won.”

• Alternatively, you could use a deal stage automation to capture the latest quote created when moving into an “Approved” or “Closed Won” stage.

Hope this helps! 

Carolina De Mares

ZUID.
Goirkekanaaldijk 12 
5046 AT Tilburg 
Nederland