What is a Quote Tool for HubSpot?

A quote tool is a software application used to create, manage, and send price quotations to potential customers. It automates the sales process by generating quotes, ensuring accuracy, and enhancing efficiency.

Synonyms

HubSpot quotes
Quoting software for HubSpot
Quotation tool for HubSpot
Sales quote generator

Overview of HubSpot’s Native Quote Tool

HubSpot’s native quote tool is integrated with its CRM, offering a simple solution for sales teams to create and manage professional quotes. Designed for ease of use, it reduces manual entry, enhances accuracy, and speeds up the quoting process through automation and integration with other HubSpot features. Its key features include:

Integrated Functionality: The tool pulls customer data directly from HubSpot CRM, ensuring that all quotes are accurate and up-to-date with minimal manual entry required.
Customizable Templates: Users can create quotes using pre-designed templates that can be tailored to reflect the company’s branding and specific needs for different products or services.
E-Signatures: It includes a feature that allows clients to sign quotes electronically, which speeds up the approval process and reduces the need for physical paperwork.
Payment Processing: The tool integrates with various payment processors, enabling customers to make payments directly from the quotes.
Automated Workflows: Sales teams can also set up automated workflows to handle follow-ups and approvals, ensuring that no quote is left unattended and improving overall efficiency.

How to Use HubSpot’s Native Quote Tool

HubSpot’s native quote tool offers a straightforward process for creating, customizing, and managing quotes directly within the CRM.

Quotes can be created in either the Commerce/Quotes tab or from a Deal record.

To create a quote from the Commerce tab in HubSpot, follow these steps:

Navigate to the Commerce Tab: In your HubSpot account, go to the Commerce dropdown menu and select Quotes.
Click on Create Quote: In the Commerce dashboard, click the Create Quote button to start a new quote.
Associate a Deal or Contact: Choose an existing deal or contact to associate with the quote and click Next. Select the company or sales rep information. Click Next.

The rest of the steps are the same as when creating a quote from a Deal (see steps 3-7 below).

To create quotes from a Deal record, follow these steps:

Navigate to a Deal Record: Go to the Deals section in your HubSpot CRM and open the specific deal for which you want to create a quote.
Select the Quote Option: Scroll down to the Quotes option in the right-hand menu. Click Add+ then select the buyer information to include in the deal and click Next. Select the company or sales rep information.
Include Line Items: Add products or services by selecting line items from your product library or entering them manually. You can adjust quantities, prices, and discounts as needed, and break up payments.
Set Signature and Payment Options: Enable e-signature and payment options (if applicable) for an efficient approval and transaction process.
Choose a Template: Select a quote template from the available options, or use a custom template if your team has created one.
Add Quote Details: Fill in essential details, including the quote name, expiration date, terms, and notes.
Preview the Quote: Check the final preview to ensure all information is accurate and the design aligns with your expectations. Then click Create.

These steps ensure a streamlined, professional quoting process that aligns with your sales strategy.

Once a quote is created in HubSpot, you can share it in the following ways:

Send via Email: Share the quote directly with the prospect by emailing it from within HubSpot CRM, linking it to the associated contact or deal.
Generate a Shareable Link: Copy a unique URL for the quote and share it with the prospect through your preferred communication method, such as chat or messaging apps.
Download as a PDF: Download the quote as a PDF file and attach it to an email or print it for in-person presentations.

Present in a Meeting: Open the quote within HubSpot during a virtual or in-person meeting to walk the prospect through the details.

Quoting Tool Integrations with HubSpot

While HubSpot’s native quote tool is robust, there are various third-party integrations available that can extend its functionality and optimize your sales cycle. These integrations can be found on HubSpot’s App Marketplace and offer advanced features and customization options. It must be noted that using third-party integrations with HubSpot’s quote tool can significantly enhance your quoting capabilities, but it also comes with its own set of challenges. Here’s a look at the pros and cons:

Pros

Advanced Features

Third-party integrations often provide more advanced quoting features that are not available in HubSpot’s native tool. For instance, these integrations might offer detailed analytics, enabling you to track the performance of your quotes in real time, or interactive quotes that allow customers to select and customize options directly within the quote.

Enhanced Personalization

Integrations can offer greater flexibility in designing and personalizing quotes. This includes incorporating company logos, adding custom fields, and tailoring messages to meet specific customer needs. These tools allow you to create quotes that precisely match your brand identity and address individual client requirements.

Workflow Automation

Enhanced automation capabilities for quote approval and follow-up processes are another benefit. For example, third-party tools can allow you to set up complex workflows that automate the approval process, send automatic follow-up reminders, and trigger actions based on customer interactions. If a customer views a quote but doesn’t respond, an automated reminder can be sent to prompt action.

Cons

Cost

One of the main drawbacks of third-party integrations is the additional cost. These software subscriptions can add up, especially if multiple tools are integrated, potentially impacting your overall budget.

Integration Complexity

Integrating and maintaining multiple systems can be quite complex. Integrations with HubSpot may require technical expertise and ongoing maintenance to ensure everything functions smoothly. Compatibility issues can also arise, necessitating regular updates and troubleshooting.

Learning Curve

Finally, new tools often come with a learning curve, and implementing third-party integrations can require time for sales teams to learn and adapt, which might temporarily affect productivity. Comprehensive training sessions and ongoing support are typically needed to fully leverage the benefits of the new tools.

How to Choose the Right Quoting Tool Integration

Selecting the right quoting tool integration involves evaluating various factors to ensure it meets your business needs and implementing it effectively. Here’s a detailed guide of things to consider to help you make the best choice:

Feature Requirements

Identifying the features your team needs that are not available in HubSpot’s native tool is the crux of this step. Each business has unique requirements, and understanding these will guide your selection process.

Make a list of essential features that your current tool lacks, such as advanced analytics, interactive quoting, or specific automation capabilities. Consult with your sales team to gather input on what features would improve their workflow and efficiency.

Budget

Consider the long-term financial commitment required. While additional features can provide significant value, they also come with a financial burden. Create a budget plan that includes the subscription costs, potential setup fees, and ongoing maintenance. Compare the cost versus the potential return on investment (ROI) to determine if the features justify the expense.

Ease of Use

You need a HubSpot-friendly tool. A complex tool can hinder adoption and productivity, while a user-friendly one can enhance efficiency. Look for tools that offer intuitive interfaces and easy navigation to minimize the learning curve. Read user reviews and request demos to see how the tool works in practice.

Customer Support

Ensuring the vendor provides reliable customer support and resources is important for resolving any issues that arise during and after integration. Check the support options available, such as live chat, phone support, and knowledge bases. During the trial period, reach out with a few queries to evaluate the support team’s response time and helpfulness.

Scalability

Selecting a tool that can scale with your business growth ensures that the integration remains useful as your company expands. Choose a tool that offers scalable features and pricing plans that can grow with your business. Consider future needs and ensure the tool can accommodate increased usage and additional users.

Implementation Steps

After selecting the right tool, proper implementation is required to maximize its benefits. You should:

Use comparison charts and review sites to narrow down your options.
Schedule demos with shortlisted vendors to see the tools in action.
Utilize the trial period to explore all features and assess how well the tool integrates with HubSpot.
Involve key team members in the trial to gather diverse feedback.
Test the integration with HubSpot to ensure data flows smoothly and that there are no compatibility issues. We suggest performing a thorough test of the integration using real data and scenarios.

Organizing training sessions and providing resources such as manuals and video tutorials can help users too. Finally, designating a few team members as super-users who can assist others and act as liaisons with the vendor is also a game-changer.

Best Practices for Using Quote Tools

Adhering to best practices ensures that your quoting process is efficient, accurate, and professional. Here are some key areas to focus on:

Consistency

Ensure all quotes are consistent in format and branding to reinforce your company’s professional image. Using standardized templates and regularly reviewing them to align with branding guidelines helps reduce confusion and creates a cohesive brand experience.

Accuracy

Double-check pricing and product details to avoid errors that could affect customer satisfaction and trust. Implement a review process where multiple team members check quotes before being sent out. Utilize automated tools to cross-verify data pulled from the CRM with product and pricing databases to minimize the risk of errors.

Timely Follow-Up

Set up automated follow-ups to ensure that no quote is left unattended, improving customer engagement and conversion rates. Use your quoting tool’s automation features to schedule reminders and follow-ups, keeping the sales process moving forward and demonstrating proactive attention to customer needs.

Data Integration

Keep your CRM data updated to streamline the quoting process and ensure all information is accurate. Regularly sync your CRM with other business systems to maintain up-to-date information, and conduct periodic audits to ensure data integrity and address any discrepancies promptly.

Customer-Centric

Lastly, tailor quotes to meet each customer’s specific needs and preferences, enhancing their experience and increasing the likelihood of acceptance. Use dynamic data fields in your quotes to personalize content based on customer information stored in your CRM, including addressing the customer by name, referencing past interactions, and proposing solutions that align with their specific requirements.

Key Takeaways

HubSpot’s own quote tool offers robust features for creating and managing quotes within the CRM. However, third-party integrations can significantly enhance quoting capabilities but may come with additional costs and complexity.

Choosing the correct quoting tool requires assessing its features, cost, ease of use, and scalability. Finally, best practices include maintaining consistency, accuracy, and timely follow-up to optimize the quoting process.

Quote Tool for HubSpot