HubSpot Quotes: Setup, Limits and Approvals

Who gets HubSpot quotes and who gets legacy quotes?

When we checked HubSpot's documentation in October 2026, quotes needed Revenue Hub Professional or Enterprise, and a Revenue Hub seat to create or edit them. Legacy quotes closed to new users on Sept. 3, 2025. Sales Hub accounts that had them keep them, but accounts created, or that added Sales Hub, after that date can't turn them on.

• Assigning a Revenue Hub seat to someone with legacy quotes removes their legacy quotes and templates, according to HubSpot's knowledge base, unless an admin turns on the setting that lets users choose either type. HubSpot's developer docs say existing legacy quotes stay editable, so test with one user first.
• Legacy users can't edit Revenue Hub quotes, so don't mix the two types on one team without a plan.
• Only Revenue Hub quotes add price books, tiered pricing, attachments, quote activity tracking and quote rules. Payment schedules exist only in legacy quotes.
• Naming: two HubSpot pages, on approval reminders and quote enrollment triggers, still said Commerce Hub when we checked. We left those features out until the pages agree.

How do you set up quote templates and line items?

Build one template per offer or region. Lock the modules reps shouldn't change, preload standard line items and set the domain. HubSpot's templates page says creating templates needs a core seat and the Manage quote templates permission. Line items are copied from the deal into the quote, then frozen when it publishes, so fix products before you quote.

• Templates: show, hide or lock modules, and turn off visibility changes on quotes. Users can see the template's domain but can't change it. Unpublishing a template doesn't change quotes already made from it. The line item table shows up to seven columns.
• Branding lives in quote settings, and a template's own branding overrides it. Custom modules are built in React.
• No ongoing sync: when you finalize the quote, its line items sync back to the deal. After publishing they are frozen. For Revenue Hub quotes only the TCV amount is copied to the deal. A deal has one primary quote, and its amount and line items match that quote.
• Discounts go on individual line items, not the whole quote. One-time discounts, fees and taxes on the subtotal are legacy-only.
• Limits: the product library holds up to 15 million products for quotes and 1 million on paid legacy plans. Legacy quotes take up to 200 line items; HubSpot doesn't document a line item limit for Revenue Hub quotes.
• Legacy templates: three defaults. Free and Starter can edit theme settings such as logo, colors and fonts, but customized templates need Sales Hub Professional or Enterprise.

Moving from legacy quotes? HubSpot's comparison page says templates can't be transferred, while another article describes a Migrate template action. Plan to rebuild, and review anything migrated before reps use it.

What are the e-signature limits on HubSpot quotes?

E-signatures on quotes run on Dropbox Sign, with a pooled monthly limit per account that resets on the first of each month. When we checked in October 2026, each Revenue Hub Professional seat added 25 and each Enterprise seat 50 for quotes. For legacy quotes, Sales Hub Professional seats added 10 and Enterprise seats 30.

• What counts: a signature is used as soon as e-signature is on for a published quote. A quote with several signers counts once. Resending after expiry or recall counts again.
• When it runs out: HubSpot's developer docs say a quote with e-signature on can't be published once the monthly limit is exceeded. HubSpot says to contact your customer success manager for more.
• Who sets it up: a user with a Revenue Hub seat configures e-signature on quotes. A core seat user can't, but can be the sender or a countersigner.
• Buyer checks: email identity verification is off by default. Once buyers click Verify email they have one hour to sign. Keep the quote PDF at 40 MB or less.
• Sales Hub Starter: HubSpot's pages disagree on whether Starter can use e-signatures on legacy quotes, so confirm in your account settings.

If you send proposals from another tool, our HubSpot PandaDoc integration guide covers how that data reaches the deal.

How do HubSpot quote approvals work?

Standard approvals send quotes that match your filters to up to 10 approvers, either all of them or at least one. Advanced approvals, on Revenue Hub Enterprise, run as a workflow with up to five sequences and 10 approvers each. You can't run both at once, and when we checked in October 2026, approvers couldn't approve their own quotes.

• Approver access: HubSpot's approvals page says any seat that isn't view-only can approve, with Approve quotes and Edit deal permissions. If someone is missing from the approver list, check that permission first. HubSpot's flexible pricing pages list quote approvals under the Ops Seat, so check your seat model.
• Changes reset approval: if one of several approvers requests changes, every approver must approve again.
• Advanced approvals must use the workflow HubSpot creates; it can't be duplicated.
• Quote rules (Revenue Hub Enterprise) either show a warning or block publishing, which catches problems before approval is needed.
• Legacy approvals need Sales Hub Enterprise and allow one approver, and every legacy quote then needs approval. Turning them on adds three quote-based workflows.
• Sandbox testing needs a Revenue Hub seat in the sandbox account.

Approval steps are easier to enforce when the pipeline is clear about when a quote is sent. Our HubSpot deal stages guide covers stage design.

How do payments work on HubSpot quotes?

Turn on billing for the quote and connect HubSpot payments or Stripe. When we checked in October 2026, quotes couldn't take online payments without billing, or with Print and sign turned on. HubSpot payments needed a business and bank account in the United States, United Kingdom or Canada, plus a paid HubSpot subscription.

• What gets created: recurring line items create a subscription and one-time items an invoice, unless your account is in HubSpot's connected CPQ beta.
• Quantities must be whole numbers when online payments or billing are on. Card payments turn on Apple Pay and Google Pay automatically.
• Acceptance method: HubSpot's pages differ on whether Accept without signature works with HubSpot payments or only e-signature does, so test with a real quote before launch.
• HubSpot payments setup: one instance per account, application review in two to three business days, and no sandbox support.
• Stripe is an alternative where HubSpot payments isn't available, though Stripe isn't offered in every country. See our HubSpot Stripe integration guide.
• Currency comes from the associated deal. Payment schedules are a legacy-only feature.

What are the most common HubSpot quote errors?

The most common is a quote reverting to draft when you publish it. HubSpot says this protects you after a PDF generation error, and its troubleshooting page lists codes such as MISSING_DOMAIN and QUOTE_RENDER_FAILED. Other common causes are an exceeded e-signature limit, an oversized PDF, a missing approver permission and site code showing on quotes.

Recalling and editing a published quote needs a Revenue Hub seat, and works only before the quote is approved, accepted by all parties or paid.

HubSpot quotes checklist