Your step-by-step guide to starting your DoQuotes subscription and installing it into your HubSpot Portal
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Complete DoQuotes App Card Settings
Recall & Edit a Published Quote
Why use DoQuotes? Here are our Special Features
- Adds a simple Quote ref number to the start of each quote name.
- Only adds contacts associated with the buyer company to receive the quote, it is not sent to every contact associated with the deal.
- Creates the quote without launching the HubSpot Quotebuilder UI, giving Quote-based workflows a chance to operate on the quote before the user opens it. For example, a workflow that adds taxes.
- Adds more certainty over quote creation settings versus the freedom in the HubSpot Quote Builder
- Future ability to generate a quote for company(s) other than the primary company, e.g. a reseller
- Future ability to generate multiple quotes for different companies, when multiple resellers are competing/bidding on a single deal.
- Future compatible with DoPricer, so that Quote Line Items are processed anew, based on the DoPricer settings on the "buyer company" associated to the quote.
Create your subscription and connect DoQuotes to your HubSpot:
> Go to the HubDo Marketplace and choose the DoQuotes subscription.
> Complete the subscription purchase (remember to add the HubSpot Portal ID for the account association). Once processed you'll find the DoQuotes icon in your HubDo Marketplace account here HubDo Marketplace MyApps
> Click on the MyApps DoQuotes icon to commence the setup of the App
NOTE: The Setup requires *HubSpot Administrator Role*
As Admin role in your HubSpot portal, you have the control to enable access for your team members, as well as giving you full visibility of the Settings that general Users don't get to see.
To get started: In your HubSpot Settings
> Connected apps
> Click the DoQuotes Icon to view the DoQuotes Plugin in your HubSpot portal.
Click on the title or Actions > Go to settings, to commence customisation.
General Settings
On the very first screen you will see the Setting options to work through:
General Settings and App Cards settings.
1. Start with the General settings:
From the Global dropdown, choose yourself first - as the ADMINISTRATOR (Admin):
NOTE: **As the Admin, choose your own User role from the dropdown list to enable visibility of ALL settings.
These General settings can then be viewed from your DoQuotes Deal App Cards (more on this later)
ADMIN initial settings:
Choose yourself as ADMIN, this allows you to set ALL users with the same settings or individual team members with unique settings, e.g. setting the French Quote template for the French sales team members.
You can also allow individual team members to choose their own options, which includes setting their own Quote template and Expiration Days. Or you can set each team members access by choosing their email address and setting their unique options.
- *User Admin Switch: This ON/OFF switch enables access to DoQuotes settings cards. As ADMIN view and access - this should always be ON (set to ON by default)
In the below instance, the ADMIN is user: helen@hubdo.com
When ON, no other team members can view or change these Setting options. - *DoQuotes Master Switch ON/OFF: Turns DoQuotes App on or off (set to ON by default)
- Clone Comments & Terms: Comments or terms can be added to the latest published quote will be copied to all future quotes for all/each User.
- NOW Jump to SETUP APP CARDS
The other options you will see in this section can be setup later within the DoQuotes App Card:
- Template Selector: choose your preferred template for all/each User.
- Default Expiration Date: choose from a list of days to set the expiration date of the Quote per all/each User.
Setup App Cards
2. App Cards create an extended Menu on the Deal view.
At the General Settings stage, add the DoQuotes view App Card to your Deal views:
Right App Cards view & settings
Add App Cards to the Middle menu and the Right side menu's on all your Deals in HubSpot.
To Setup the Right Menu view
> Click Add to Deal
> On the next window
Click on the "Default view" to edit the standard Deal Cards
The Deal App Cards display on the right side menu on every Deal.
Add the DoQuotes option from the list and drag and drop the Card up to the optimal viewing position:
Our Recommended Card order for your Deal View :
- Contact
- Companies
- Line Items
- DoQuotes
Middle App Card View & Settings
Proceed to set up the Middle App cards view:
> Choose the Default view:
Our Recommended Card order: Jump to the right side menu instructions > move (drag and drop) the App Cards to the preferred view.
Complete DoQuotes App Card Settings
> Open a new or existing Deal to see the App Cards displayed in the middle view of the screen
> Scroll to view your DoQuotes Settings card
> Complete the following:
User Settings for [your name]: see my example below
- Template choices: Team members can select their preferred Quote Template.
- Expiration Date options: Team members can select their preferred Expiration Date.
![User Settings for [name] on Deal App Card](https://help.hubdo.com/hs-fs/hubfs/apps/DoQuotes/User%20Settings%20for%20%5Bname%5D%20on%20Deal%20App%20Card.png?width=500&height=297&name=User%20Settings%20for%20%5Bname%5D%20on%20Deal%20App%20Card.png)
The following one-time settings can only be viewed by, the
*HubSpot Admin User Role*
Account Settings
In this section you will create or edit your unique Quote Reference number & Company details to be listed on the Quote template.
> Quote Reference Number: Click on the link "Next quote number: Q00##" to open up the input screen where you can change or edit the next quote ref number that will appear on your next Quote to clients. (see image below)
> Setup Company Details: Click on the link "Setup Company Details" to open up the input screen to enter your company's own name, address details to be listed on the Quote template. (see image below)
QUOTE REFERENCE NUMBER Screen:
ADD COMPANY DETAILS Screen
- Add all relevant Company information for the Quote template.
- Add the link to your Company logo to auto-populate on all Quotes.
Once these settings are completed, please proceed to Create your first Quote below
Customise the Cards Layout
Arrange the App Cards to the preferred order via the 'Customise record' link at the centre top of the Deal view page. This link will take you back to the Manage Views page - Default view above:
Create Your First Quote
NOTE: Before creating a DoQuotes quote, ensure you have setup the above details on your Deal App Card, as above:
Must Haves on your App Cards Settings :
1. Quote Ref #
2. Your Company details
When completed, these details appear on every Quote sent to your Customers
Need more help? GO to "How to Setup DoQuotes Deal App Cards"
Go to any Deal
> Use the DoQuotes "Create Quote" button on your DoQuotes Card.
TIP: At least 1 x Buyer Company must be associated to the Deal, with at least 1 Contact.
That way, when you create the Quote, the associated buyer Company contact will receive the quote.
Company and Contact associated to the Deal:
Click > Create Quote
Wait for HubSpot to update the Quote/s.
Note in example image below, the unique Quote short reference number in Draft format.
TIP: The short reference number (Q0013) is set automatically within DoQuotes, however the ADMIN can change the format or number sequence see our: (opens in new tab)
Help Doc "How to setup unique Quote Reference numbers in DoQuotes"
NOTE: The short Quote number is now displayed in the Title of the Quote
The Quote view displays:
DRAFT/PUBLISHED
EXPIRING DATE
SEE MORE >
> Click on See More > For a quick view of the details of the amount, sender & created date (draft or published quote format)
> Click PUBLISH or Recall & Edit (as often as you wish) or Delete the Quote.
Publish & Send Your Quote to the Customer
From the Deal View you can see all Draft and Published Quotes.
Option A: The fastest way to finalise and send the Quote, click 'Publish' from the Deal View.
> Click the open in a new tab icon (circled) to Review the details.
If all looks good, close the tab > copy the link from the icon next to the Quote Title (also circled) to send the Quote via email to your customer.
These quick steps avoid having to work your way through the steps of the HubSpot quote builder.
The Buyer Contact and Company are automatically checked when the quote was initiated:
Option B: Work your way through all the steps of the HubSpot quote builder and complete the quote.
When all edits are completed >
> Click 'Create' to Publish the quote. HubSpot will create a unique quote page.
> Copy this link from the quote page (or copy icon - circled below) and send the quote via email to your customer.
Recall & Edit Published Quote
If edits are needed on a Published Quote, click the Recall & Edit button - bottom of page (circled in image below).
> Click the Quote Title to open the quote builder and go through it step by step.
> Once completed, Publish your final version of the quote again.
Copy the link to the quote page via the icon next to the Quote Title (top circled in Red)
You can Recall & Edit a published quote to edit it as many times as you need.
Additional Features and Tools
Workflow Actions
When installed, DoQuotes adds 4 unique Actions to your Workflows tool.
- Add Tax to Quote
- Create Quote number and prepend to title of Quote
- Add discount to Quote
- Add fee to Quote
You'll find these under:
Automations > Workflows
DoQuotes has created "Actions" to enable workflows for the above features
See our How to Help document on using DoQuotes Workflow Actions or request support via email: support@hubdo.com