Struggling to make your HubSpot quotes truly reflect your brand and connect with your prospects? The best way to customize your quote templates in HubSpot is by into its built-in editor, allowing you to personalize everything from your company logo and colors to product descriptions and legal terms. This isn’t just about pretty documents. it’s about creating professional, on-brand proposals that streamline your sales process, reduce errors, and ultimately help you close deals quicker. Think of it as giving your sales team a powerful toolkit to consistently present your offerings in the best light, all while keeping everything neatly organized within your CRM.

Customizing your HubSpot quote templates is an absolute game-changer. It means you’re not just sending out generic pricing sheets. you’re delivering a professional, branded experience that speaks directly to your prospects. When done right, your quotes become a natural extension of your brand, building trust and making it super easy for clients to say “yes.” Plus, with everything integrated into HubSpot, you’ll save tons of time on manual tasks, giving your sales team more freedom to focus on what they do best: building relationships and closing deals. Let’s get into how you can make your HubSpot quotes truly shine!

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Why Custom Quote Templates Are Your Secret Weapon

You know that feeling when you receive a proposal that’s just… blah? Generic, hard to read, and it doesn’t really inspire confidence. That’s exactly what we want to avoid for your prospects! Custom quote templates in HubSpot are more than just a fancy feature. they’re a strategic advantage that can significantly impact your sales cycle.

Here’s why they’re such a powerful tool:

Boost Your Brand’s Professionalism and Trust: Your quote is often one of the last touchpoints before a decision. A well-designed, branded quote with your logo, company colors, and professional layout tells your prospect you’re serious and detail-oriented. It screams credibility and reinforces your brand identity, making you look polished and trustworthy.
Supercharge Efficiency and Accuracy: Imagine cutting down the time your sales team spends fiddling with document formatting or double-checking numbers. With a custom template, most of the heavy lifting is automated. HubSpot pulls data directly from your CRM, like contact info, company details, and product pricing, reducing the chances of manual errors and freeing up your team to sell more. This is huge for productivity!
Ensure Consistency Across the Board: Ever worry that different sales reps are sending out quotes that look wildly different? Custom templates solve this. Everyone on your team uses the same on-brand, pre-approved structure and language, ensuring a consistent message and experience for every prospect, every time.
Personalize for Impact: People love feeling seen and understood. Custom templates allow you to embed personalization tokens and dynamically include information specific to the deal, contact, or company. This level of tailoring makes the quote feel bespoke, showing you truly understand their needs.
Accelerate Approvals and Payments: By including clear calls to action, e-signature options, and even direct payment links within the quote, you remove friction from the buying process. Prospects can review, sign, and pay all from one streamlined web page, making it incredibly convenient for them to move forward. This can significantly speed up your sales cycle.
Gain Valuable Insights: Because these quotes live within HubSpot, all interactions are tracked. You’ll know when a prospect opens the quote, how many times they view it, and when they sign it. This engagement data is gold for understanding buyer behavior and refining your follow-up strategy.

Understanding HubSpot’s Quote Tool

Before we jump into customizing, let’s get a quick lay of the land. HubSpot’s quote tool is essentially a dynamic web page that you can create and share with your prospects. It’s not just a static PDF. it’s an interactive document designed to present your offerings clearly and facilitate the closing process.

Here’s what typically goes into a HubSpot quote: HubSpot Quotes Pricing: Your Ultimate Guide to Closing Deals Faster (Without Breaking the Bank)

Pricing Information: This is where you list your products or services, their quantities, unit prices, and the total cost.
Line Items: You can add individual items from your HubSpot product library or create custom ones on the fly for specific deals.
Discounts, Taxes, and Fees: HubSpot automatically calculates these, making sure everything is transparent.
Company and Buyer Information: Details about your business and the prospect are automatically pulled from your CRM.
Terms and Conditions: Important legal and contractual language you need to include.
E-Signatures and Payment Options: Crucial for enabling quick acceptance and collection of funds.

A key thing to remember: Every quote you create in HubSpot needs to be associated with a deal. This link is super important because it connects your quote directly to your sales pipeline, allowing HubSpot to pull relevant deal data and track the quote’s impact on your revenue.

Standard vs. Custom Templates: When to Use Which

HubSpot gives you a few default quote templates right out of the box. These are great if you just need something functional quickly. They have a clean, basic layout and will get the job done for straightforward situations.

However, if you’re looking to truly stand out, align perfectly with your brand, or include specific information that the default templates don’t accommodate, then custom quote templates are what you need. They’re perfect for:

Complex Proposals: When you need to display specific data points, group line items, or include conditional terms based on the products being offered.
Strong Branding: If having your exact brand colors, fonts, and layout is non-negotiable.
Unique Business Needs: When you have specialized sections or workflows that a generic template just can’t handle.

Think of it this way: the default templates are like a plain white t-shirt—functional, but a custom template is like that perfectly tailored suit that makes you feel amazing and truly represents who you are.

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Getting Started: Prerequisites for Customization

Alright, before we get our hands dirty with customization, there’s an important detail you need to know: not all HubSpot plans offer the same level of customization for quotes.

To unlock the full power of custom quote templates—where you can genuinely modify the design and content of the template itself—you’ll need a HubSpot Sales Hub Professional or Enterprise subscription.

If you’re on a Free or Sales Hub Starter plan, you can still create quotes and even edit the theme settings like basic colors and fonts of the default templates, but you won’t be able to create entirely new customized templates or significantly alter their structure using the no-code editor.

Also, you’ll need the right permissions. Typically, users with Super Admin permissions or those specifically granted “Manage quote templates” permissions will be able to dive into these settings. So, if you’re hitting a wall, check with your HubSpot admin!

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Step-by-Step: Creating Your First Custom Quote Template

now for the fun part! Let’s walk through how you can create a custom quote template in HubSpot, making it uniquely yours.

Step 1: Navigate to Quote Template Settings

First things first, you need to get to the right place in HubSpot:

Log into your HubSpot account.
Click the settings icon it looks like a gear in the top navigation bar.
In the left sidebar menu, scroll down and navigate to Objects, then click on Quotes.
You’ll see a few tabs at the top. click on the Quote templates tab.

This is your command center for all things quote templates!

Step 2: Choose a Starting Point

HubSpot offers a few default templates to begin with. Think of it like choosing a base for your favorite dessert – you can pick one and then add all your special ingredients.

In the “Default quote templates” section, you’ll see a few options.
To create a new customized template, you’ll usually want to hover over one of the default templates like “Original” and click “Customize quote template.” This way, you’re not messing with the original default template.
If you’ve already created custom templates, they’ll appear under “Your customized quote templates.” You can hover over these and click “Edit” or “Clone” to start from there.

Step 3: Name Your Template

Once you’ve chosen your starting template, you’ll be taken into the quote builder. The very first thing you should do is give your new custom template a clear and descriptive name. Building Your Own Hubspot Plugin: A Friendly Guide

At the top of the template editor, you’ll see a small edit pencil icon.
Click on it and enter a name for your quote template that your team will easily recognize e.g., “Professional Services Quote,” “SMB Tier 1 Proposal”.

Step 4: Customize Content Modules No-Code Editor

Now, let’s get to the fun part: making it yours! The left panel in the template editor will show you a list of “modules” or sections you can edit. The preview on the right updates in real-time, which is super helpful.

Header and Footer: This is prime real estate for your branding.
- Logo: You can easily override the default logo or upload a fresh one directly in the editor. Just click on the “Logo” module on the left.
- Company Information: Ensure your company name, address, contact information, and any other crucial details are accurate and professionally displayed. These often pull from your HubSpot company settings.
Buyer Information: This module automatically pulls contact and company details from the deal your quote is associated with.
- Click into the “Buyer company” or “Buyer contact” modules.
- You can choose which specific properties to display e.g., company name, contact’s job title, company address by simply checking or unchecking boxes.
Quote Details: This section contains the basic info about the quote itself.
- Quote Name: This usually pulls from the deal name, but you can change it here if your internal deal name isn’t customer-facing.
- Expiration Date: Always a good idea to set one to create a sense of urgency and ensure timely responses.
- Comments to Buyer: This is a great spot for a personal message. If your sales reps often add specific notes, you can even use HubSpot’s snippets tool here to quickly insert pre-written text.
- Purchase Terms: For standard terms and conditions, you can add them directly into this module. We’ll talk more about snippets for this in a bit!
Line Items Table: This is the core of your quote, detailing what you’re selling.
- You can add products or services directly from your HubSpot product library. Just click “Select from product library.”
- Need something unique for this specific quote? You can also click “Create custom line item.”
- Pro Tip: While you can create custom line items within a quote, it’s generally better practice to pull from your product library and then edit the details like price or description within the quote itself. This keeps your product library clean and helps with reporting.
- You can also rearrange the order of line item properties like description, quantity, price by dragging and dropping them within the module settings.
- If you don’t want subtotals, fees, or the grand total to appear though it’s usually best practice to show them, you can clear the checkboxes next to those values.
Signatures and Payments: These are crucial for closing the deal efficiently.
- E-Signature: You can enable e-signatures and specify who on the client side needs to sign. You can also add counter-signers from your team if needed.
- Payments: If you’re using HubSpot Payments or have integrated with Stripe, you can set up the quote to accept payments directly, turning your quote into a one-stop shop for acceptance and transaction.
Hiding Modules: Sometimes, less is more. If there’s a module you don’t need for a particular template, you can often hide it. Hover over the module in the left panel, and you’ll usually see an “eye” icon. Click it to toggle visibility.

Step 5: Styling and Branding Theme Settings

This is where you make your template truly look like your brand.

In the template editor, you’ll find a Settings tab. Click on it.
Look for “Edit theme settings.” This is where you can adjust global colors, fonts, button styles, and banner styles for your quote template.
You can select your brand’s specific hex codes for colors and choose from available fonts to match your website and other marketing materials.

Important Note: If you’re using HubSpot’s default templates, changes made in “Edit theme settings” might apply to all default quote templates because they share the same theme. However, if you’ve created a genuinely new customized template, you’ll have more control over its specific theme settings.

Step 6: Personalization with Tokens

Personalization tokens are like little placeholders that HubSpot automatically fills with data from your CRM. They make your quotes dynamic and tailored.

Within text modules like the comments or terms section, you can insert personalization tokens.
Click on the “Personalize” dropdown, choose the object Contact, Company, Deal, Quote, and then select the property you want to pull in e.g., {{deal.dealname}}, {{contact.firstname}}, {{quote.expiration_date}}.
This is fantastic for adding specific details like a client’s VAT number, or making the expiration date visible directly in the terms.

A quick heads-up: HubSpot renders these tokens at the time you publish the quote. So, avoid using tokens for properties that might change after the quote is published, like payment status or e-signature dates, because they won’t update dynamically once the quote is live. Turbocharge Your Workflow: The Ultimate Guide to HubSpot Plugin Downloads

Step 7: Preview, Save, and Publish

You’re almost there!

As you make changes, keep an eye on the preview on the right to see how your template is shaping up.
Once you’re happy with everything, don’t forget to click Save!

Now, your custom quote template is ready for your team to use whenever they create a new quote!

Advanced Customization: When You Need a Developer CMS Templates

While HubSpot’s no-code editor is powerful, there are some things it just can’t do. If your vision for a custom quote template goes beyond what the standard modules and theme settings offer, you might need to bring in a HubSpot developer.

Here are some scenarios where a developer-built custom CMS template for quotes comes into play: Understanding HubSpot Partner Seats

Creating a Template From Scratch: The no-code editor helps you customize existing layouts, but if you want to build a completely unique structure from the ground up, you’ll need a developer.
Adding or Removing Modules Not Already Present: The default editor lets you hide existing modules, but if you need to add a brand-new type of content section or module that isn’t part of the standard set, a developer can build it.
Adding Columns for Custom Product Properties: The line item table is customizable, but if you need to display a custom property specific to your products e.g., a “Product ID” or a “Warranty Period” that isn’t a default field as its own column, this often requires developer intervention.
Conditional Logic Based on Products Added: Imagine a scenario where specific legal terms automatically appear if certain products or services are included in the quote. This kind of dynamic content, driven by complex logic, usually needs custom coding.
Automatically Adding Line Items, Taxes, Fees, or Discounts: While you can manually add these, if you need them to auto-populate based on intricate rules or integrations, a developer can set this up.
Multiple Line Item Tables: If your business model requires displaying products and services in entirely separate tables within one quote e.g., “Hardware” and “Software” with their own subtotals, that’s a developer task.
Deep Integrations: Connecting your quotes to external systems in highly specific ways might also require custom development using HubSpot’s API.

Developers can work in HubSpot’s Design Manager to create and edit these more complex quote templates using HubL HubSpot Markup Language and other coding languages. It opens up a world of possibilities for truly bespoke quote experiences!

HubSpot’s AI-Powered Quote Creation The Future is Now!

HubSpot is always innovating, and they’ve been rolling out some exciting AI features that are making quote creation even smarter, especially for those on Sales Hub and Commerce Hub plans. During their Fall Spotlight and INBOUND 2025 events, they unveiled some cool new tools:

AI-Powered Quote Creation: Imagine your sales reps spending less time drafting and more time selling. HubSpot’s new AI can automatically draft professional, branded quotes using context from your conversations and deal data. This means a significant cut in manual effort and a boost in speed, letting your team focus on the strategic parts of the sale.
Closing Agent: This is a neat one! HubSpot is introducing a “Closing Agent” that can actually answer buyer questions about quotes, products, pricing, and discounts. Think of it as an intelligent assistant that helps prospects get the information they need quickly, reducing back-and-forth for your sales team.
Product Builder & Flexible Approvals: These features aim to handle complex pricing structures and ensure quotes go through the right internal channels for approval. You can tailor the CPQ Configure, Price, Quote to your business, including marking fixed-price items, creating tiered product structures, and developing custom approval workflows.

It’s important to remember that many of these advanced AI features are often in beta, meaning they’re still being refined. But they definitely point to a future where creating and managing quotes in HubSpot will be even more intuitive and automated!

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Best Practices for High-Converting HubSpot Quotes

Creating a custom quote template is a fantastic start, but to make sure those quotes actually convert prospects into customers, here are some best practices to keep in mind:

Clarity is King and Queen!: This is non-negotiable. Ensure that all products, services, descriptions, and pricing are crystal clear and easy to understand. Avoid jargon or overly technical language where possible. If a prospect has to squint or guess what something means, you’ve already lost a bit of trust.
Brand Consistency is Crucial: We touched on this, but it’s worth repeating. Your logo, brand colors, and fonts should be consistent with your other marketing materials. A professional, unified look reinforces your brand identity and makes you look more reliable.
Double-Check Pricing Always!: A pricing error, even a small one, can undermine the entire proposal. Always verify that all prices, discounts, taxes, and totals are calculated correctly before sending. HubSpot automates much of this, but a quick human review never hurts.
Make Your Call to Action Unmissable: What do you want the prospect to do next? Sign? Pay? Both? Make it incredibly obvious with clear buttons or instructions. The easier it is for them to act, the more likely they will.
Utilize Expiration Dates Wisely: Adding an expiration date creates a gentle sense of urgency. It also protects you from having to honor old pricing. Just make sure the date is reasonable and allows the prospect enough time to review.
Leverage Snippets for Standard Text: Don’t type out your terms and conditions or common introductory remarks every single time. Use HubSpot’s snippets tool to save pre-written text blocks and insert them with a quick shortcut. This saves a ton of time and ensures consistency.
Optimize for Mobile Viewing: Remember, your HubSpot quotes are essentially web pages. Many prospects will view them on their phones or tablets. Ensure your template is responsive and looks good on any device.
Track Engagement and Follow Up Smartly: HubSpot automatically tracks when your quote is opened. Use this information to inform your follow-up strategy. A well-timed call or email after they’ve viewed the quote can make all the difference.
Personalize Where it Counts: Beyond just the name, consider adding a personalized comment or even dynamic terms that adjust based on the specific products or services the client is purchasing. This shows you’ve truly considered their unique needs.

By following these best practices, your custom HubSpot quotes won’t just look great. they’ll become powerful sales tools that genuinely help you close more deals.

Frequently Asked Questions

What HubSpot subscription do I need for custom quote templates?

To get the full customization capabilities, where you can deeply edit the design and content of your quote templates, you’ll need a HubSpot Sales Hub Professional or Enterprise subscription. Users on the Free or Starter plans can edit some theme settings like global colors and fonts of default templates but cannot create entirely new custom templates with module-level control.

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Can I add images or videos to my custom quote templates?

Yes, you absolutely can! The no-code editor allows you to add images, such as your company logo, within the header or other image modules. While direct video embedding might require developer-level customization, you can usually include links to videos in text modules to provide additional context for your prospects.

How do I track if a client has viewed my HubSpot quote?

HubSpot’s powerful CRM automatically tracks engagement with your quotes. Once you send a quote which is a web page link, HubSpot logs when the prospect opens and views it. This activity is visible on the associated deal record within your CRM, allowing your sales team to know exactly when to follow up.

Can I use personalization tokens in my quote template?

Definitely! You can use personalization tokens to dynamically pull in data from associated contact, company, or deal records into your quote template. This is super useful for customizing details like the prospect’s name, company address, deal-specific comments, or even the quote expiration date. Remember that these tokens are rendered when the quote is published and won’t update dynamically if the underlying CRM property changes later.

What’s the difference between a quote template and a quote theme in HubSpot?

Think of it like this: a quote template is the overall structure and content layout of your quote e.g., where the logo goes, where the line items are, the order of sections. A quote theme dictates the visual styling, like the default fonts, colors, and button appearances. Default templates often share the same theme, but custom templates in Sales Hub Professional/Enterprise can have their own unique themes and content structures.

Can I accept payments directly through HubSpot quotes?

Yes, you can! If you have HubSpot Payments set up or have integrated your HubSpot account with Stripe, you can configure your custom quote templates to include direct payment options. This allows your clients to review, approve, and pay for the services or products directly from the quote’s web page, streamlining the entire sales process. HubSpot Playbooks Demo: Your Ultimate Guide to Supercharging Your Team

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How to Craft Standout Custom Quote Templates in HubSpot (And Close Deals Faster!)