Sales · Billing
Working with Quotes
Everything you do with a quote happens in HubSpot — you set a few fields on the deal and the system builds, sends, and tracks it for you. This covers how to create, change, and cancel a quote, how the delivery date you choose shapes the order, and what the customer experiences from signing to paid.
Create, change, cancel
All three are done from the deal in HubSpot. Generating sends the customer a signing link; editing updates that same link; voiding kills it. You never open the billing site to do any of this.
Generate a quote
Turns a deal into a signable quote and emails the customer a link. The fields you set here — above all the delivery date — decide everything that follows.
- On the deal, make sure there's a Company and the signing Contact. Tag that contact with the Signer label so the quote goes to the right person. (No Signer label? It falls back to the Primary contact, then the first one associated.)
- On every hardware line item, set Requested delivery date — when the customer wants it delivered. Required — no date, no quote. Keep it within 12 months.
- Optional: to offer a deposit instead of paying in full, set Deposit percent on the deal (20–99%). Leave it blank for pay-in-full. (Only takes effect when delivery is 90+ days out — see below.)
- Optional: set Quote expiration for a custom expiry. Blank = 30 days.
- Check Generate quote on the deal. That's the trigger.
The delivery date sets the payment path
You set a requested delivery date on each hardware line. The latest one across the order becomes the anchor the entire payment schedule counts back from — and how far out it is decides which of two paths the customer gets.
Fast-turn orders are paid up front. There's no deposit option this close to delivery — leave Deposit percent blank.
Longer-lead orders can spread payment out. A deposit is offered but never required — your call.
Multiple delivery dates on one quote? That's tranches.
If the hardware lines carry more than one requested delivery date, the order splits into tranches: each delivery date becomes its own shipment, payment schedule, and invoice, all tied to the same signed quote. A tranche that ships later is billed about 45 days before its delivery rather than at signing. The takeaway: the delivery dates you put on the lines are what split the order, so set them deliberately.
Edit a quote
Change a quote you've already sent — price, dates, deposit, line items — without giving the customer a new link.
- Open the deal's Billing Quote record and set its Status to Edit.
- Make your changes on the deal and line items.
- Check Generate quote again.
Void a quote
Cancel a quote so the customer can no longer open or sign it.
- On the deal's Billing Quote record, set Status to Void.
What the customer sees
The link opens a single signing page on billing.keepitsimplestorage.com —
not HubSpot's quote tool. After they sign, that same page becomes their bill, and a
short run of emails carries them to paid.
Signing, in five steps
- Review hardware + premium features, with any discounts called out
- Details shipping address + billing contact
- Order pick a payment method (bank or card), see the totals
- Sign agree to terms + type-name e-signature
- Billing enter card/bank, or hand payment to a colleague
After they sign
The signed quote becomes a read-only bill: a Delivery & Payment Schedule with due dates, amounts, paid ✓ marks, and a downloadable PDF.
- Pay by bank or card right on the bill, per milestone
- Download the signed quote & invoice as PDF
- Routed payment? the billing contact gets their own pay link
The emails they get
From the moment they sign, a short sequence carries the customer to paid-in-full. The welcome comes from Marc (onboarding@); the payment emails come from KISS Accounting (accounting@) and BCC Michael. A pay-in-full order sees just the welcome, a receipt, and the paid-in-full note. A deposit order also gets a same-day reminder before each scheduled bank payment.
| # | When it sends | From | |
|---|---|---|---|
| 01 | Welcome to KISS | Instantly, on signing | Marc · onboarding@ |
| 02 | Payment request optional | Only if the signer hands payment to a colleague | KISS Accounting |
| 03 | Payment due today bank only | Morning an installment is due (deposit orders) | KISS Accounting |
| 04 | Payment received | Right when a payment is collected | KISS Accounting |
| 05 | Paid in full | When the final payment clears the balance | KISS Accounting |
Keep this playbook in sync with
- HubSpot properties — Billing Quote object (
status,deposit_percent,requested_ship_date) and deal fields (generate_quote,quote_expiration,deposit_percent) + the line-itemrequested_delivery_date(docs/hubspot.md). - Generate / Edit — workflow S1 (validation, signer resolution, deposit gate, the Edit branch).
- Void — workflow S4 (status → Void/Pending, link kill/restore).
- Customer signing + bill — the billing app (
apps/billing): the 5-step wizard and the signed-view-as-bill. - After signing — F21 (booking), the collection engine, and the customer emails F27 / F28 / F29.