Your step-by-step guide to starting your DoQuotes subscription and installing it into your HubSpot Portal
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.
Jump to:
Complete DoQuotes App Card Settings
Recall & Edit a Published 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.
Before you start:
DoQuotes requires that your own Company has a Company record in HubSpot.
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:
From the Global dropdown, choose yourself first - as the ADMINISTRATOR:
NOTE: **As the Administrator, 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)
If the GLOBAL settings option is selected by you as ADMIN, ALL users will have the same settings.
Individual Users options have access to set their own Quote template and Expiration Date settings.
- *User Admin Switch: This ON/OFF switch enables Administration access to DoQuotes settings cards. Ideally, only the ADMINISTRATOR should have this ON for their user name. In the above instance, that's helen@hubdo.com
- *DoQuotes Master Switch ON/OFF
- 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
App Cards create an extended Menu on the Deal view.
At the Global 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 move 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 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: Users are able to select their preferred Quote Template and Expiration Date IF these are not set by the Administrator Globally.
- Expiration Date options
![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 settings require, and can only be viewed by, the
*HubSpot Administrator User Role*
Portal Settings
- Portal Enabled ON/OFF
- Clone Comments and Terms from the last published Deal
- Quote Template
- Expiration Date options
- Quote Prefix Reference number settings
- Quote Sender Company ID# and general data:
#6 QUOTE SENDER COMPANY ID# (your Company)
**If you've not added your own Company details to the CRM Company record, do that now to continue the setup of DoQuotes.**
If your Company exists within your Company records, adding the ID# will auto-load all other details from your company record.
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:
Jump to App Cards Help Doc here
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 ID# and 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 the Quote to appear.
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 it you wish to 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