Locking Deals & Line Items once a Quote is signed

[CVernon]

Hi All, 

Has anyone come across a way to lock the editing of line items (quantities, prices, discounts etc) or adding or removing of line items from a deal once the deal has a signed quote attached? 

I.e. Deal created > Line items added with pricing, discounting etc > quote created > quote signed > Line items get locked. 

We've had a few cases now where a customer signs a quote then someone (internally) goes into the deal and removes/changes lines items and creates a new, different quote against the same deal, but this then breaks our automations which rely on cross checking line items (amongst other things). We end up with 2 signed quotes against the same deal and broken automations. 

Many thanks in advance!

[karstenkoehler · Accepted solution]

@CVernon I'm not aware of any line item rules unfortunately, they would be very useful however and you could request them in the HubSpot Ideas section of the community: https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas

Quote approvals could solve the issue of additional quotes being created, but not the line item changes themselves.

[iamtomgray]

Hi @CVernon - nice to meet you!

We have an app for HubSpot called Portant that might be able to help you here. It will give you more control over the documents and signatures attached to your deals - including saving signed document details and statuses back to HubSpot so you can trigger automations to reduce (or detect) post-signature edits.

Quick question, if it were saved as a PDF, do you think that would solve post-signed edits?

Suggested approach that mirrors what others have done in the community is to use Portant to generate & eSign the quote and write the signed status into a Deal property (including saving it as a PDF).

We have docs to help you get started with the HubSpot integration: https://docs.portant.co/portant-docs/sources/hubspot

If you’d like a hand building the workflow or demoing how Portant can reduce those post-signature edits, please feel free to email tom@portant.co and I'd be more than happey to set up can set up a call.

Cheers,

Tom

Marketing @ Portant

Portant App for HubSpot:

https://ecosystem.hubspot.com/marketplace/apps/portant-hubspot-google-docs-integration 

[karstenkoehler]

HI @CVernon,

There exist some options in the form of pipeline rules but I don't think they meet your requirements exactly: https://knowledge.hubspot.com/object-settings/set-up-pipeline-rules

It doesn't sound like you want to restrict users from editing the deals at all after quote creation, simply not make changes to quotes?

In that case, have you considered using quote approvals? https://knowledge.hubspot.com/quotes/approve-quotes

Best regards

[CVernon]

Hi @karstenkoehler , 

We currently have deal approvals on, quote approval didn't feel as obvious or robust as deal approval. 

However the approval is not the issue, the deals get approved, quotes get sent, quotes get esigned, and the deal progresses to onboarding & closed won. However some team members are then changing the line items and using the same deal to do additional quotes, for example when the customer wants to add on another product. This SHOULD be getting created as a new deal, but I can't stop them from changing the line items and making a new/additional quote. Threats don't always work (some people are always going to look for the fastest/shortest path) so I was hoping for a more definitive solution (ie - lock the ability to change line items/add more quotes). 

[SeanB_407 · Accepted solution]

@CVernon - We have found a partial solution for this by hiding the line items from deal view using conditional logic. We have a workflow that syncs the quote status to a deal property and that is what we then use to trigger the logic. This has reduced the editing of line items on deals dramatically.

We also created a workflow that triggers a task to review deal line items and quote if # of line items has changed after status has = signed. Therefore triggering a review.

[karstenkoehler · Accepted solution]

@CVernon I'm not aware of any line item rules unfortunately, they would be very useful however and you could request them in the HubSpot Ideas section of the community: https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas

Quote approvals could solve the issue of additional quotes being created, but not the line item changes themselves.