What if your quotes were generated automatically—no more drag-and-drop?

[centralio]

Many of you have likely encountered the challenge of adjusting product options, pricing, and customizations for each quote, often involving multiple back-and-forths with colleagues. While this approach works, it can be slow and prone to errors.

From my experience, using a configurator to manage product details, pricing, and customizations can drastically reduce manual work and speed up the quoting process. This allows sales teams to focus on higher-value tasks and adjust quotes in real time without the risk of mistakes.

The result should go beyond the usual Word, Excel, or PDF formats. With interactive and personalized quotes, clients can engage more meaningfully, creating a better user experience. This approach also provides sales teams with real-time insights into client interactions, enabling more timely and relevant follow-ups.

How are you currently managing the complexity of configuring products or services while ensuring high-quality presentations within HubSpot?

[Adriane · Accepted solution]

Hi @centralio,

While HubSpot's integration with CPQ tools may be the ideal solution, I can suggest a customized workaround using custom properties and workflows (and optionally custom coding). Here's an approach to consider:

First, you create custom properties for "Client Category" (e.g. dropdown select with options like "Reseller", "Distributor", etc) and "Price List" (e.g. dropdown select or text field to store the name or ID of the applicable price list).

Second, you create a workflow to automatically assign the appropriate price list based on the client category. The workflow can look like this: 

1. Trigger: The workflow starts when a contact or company record is created or updated
2. Condition: Check the value of the "Client Category" property
3. Actions: Based on the category, set the "Price List" property to the corresponding value and create a task for contact or company owner to create a quote

For example:
- If Client Category = "Reseller", set Price List = "Reseller Pricing"

- If Client Category = "Distributor", set Price List = "Distributor Pricing"

Third, import your contact / company data and make sure to map the client categories to the custom "Client Category" property. Also make sure the property is an obligatory field in any relevant forms.

Once activated, this workflow will automatically assign the appropriate price list when adding new clients or updating existing categories.

While this solution still requires manual quote creation based on the assigned price list, using HubSpot quote templates can streamline the process. However, it may have limitations for complex pricing structures or frequent changes.

For more advanced needs, such as dynamic pricing models, exploring external tools or custom-coded solutions might be necessary. 

Best regards
Adriane

[PamCotton]

Hey @centralio, thank you for posting in our Community!

 HubSpot's Quotes tool can help simplify the process by automatically pulling in product details and pricing directly from the CRM, reducing manual work and errors. For more complex configurations, HubSpot integrates with CPQ tools to streamline quoting even further. Additionally, interactive and personalized quotes in HubSpot allow for real-time adjustments and insights into client interactions, improving follow-ups and the overall experience. 

I want to invite our top experts, @danmoyle, @Josh any recommendations for the @centralio matter?

Thank you,

Pam

[danmoyle]

Thanks for the tag @PamCotton - but I have nothing substantive to add. I'm not involved in quoting at our company, and most of my clients use basic functionality. Thanks! 

[centralio]

Hi Pam, thank you for the great insights!

HubSpot’s integration with CPQ tools and its seamless CRM connection for quotes is definitely a strong solution for reducing manual work and improving accuracy.

At Centralio, we’ve focused on taking client engagement further with interactive quotes delivered via microsites, allowing clients to explore options and make adjustments (upselling) in real-time.

I’d love to hear from @danmoyle and @Josh on how they’ve leveraged HubSpot’s CPQ integrations to drive better engagement and customization in the sales process.

Thanks again, and looking forward to more input from the community!