What are Quote Rules?

Quote Rules in quote•hapily allow you to automate and enforce your business policies when creating quotes within HubSpot.

Quote Rules ensure that your quotes adhere to predefined business policies, such as pricing guidelines, discount limits, and customer-specific pricing strategies.

Quote Rules in quote•hapily allow your organization to enforce policies, standardize processes, and ensure compliance while creating quotes. By defining conditions and outcomes, you can set up rules that govern how quotes are generated based on data from Quotes, Deals, Companies, or other related objects.

Why Use Quote Rules?

Quote Rules can:

Help ensure compliance with organizational or legal policies.
Standardize pricing and discounting practices.
Notify or guide users when certain conditions arise.
Streamline the quoting process by automating adjustments to templates, pricing, and terms.

For example, you can set up a rule that applies a specific price book when a quote is created for a particular customer segment or automatically notifies approvers if a discount exceeds a set threshold.

How to Set Up a Quote Rule

Follow these steps to create a Quote Rule in quote•hapily:

Navigate to Quote Rules:
- In the left-hand menu, click Rules > Quote Rules.
Create a New Rule:
- Click the + New Rule button.
Define the Rule Name and Description:
- Enter a Rule Name (required).
- Optionally, provide a Rule Description to explain the purpose of the rule.
Set Conditions:
- Choose whether the rule applies to all conditions or any condition within a group.
- Click Add Condition Group to define multiple condition sets.
- For each condition:
  - Select a Variable (e.g., "Deal Stage," "Quote Amount").
  - Choose a Property and an Operator to define the logic (e.g., "is greater than 10,000").
Select an Outcome:
- Choose from a list of actions that will happen when the conditions are met. (Detailed descriptions below.)
Activate the Rule:
- Toggle the rule to ON and click Save.

Understanding Outcomes

When defining a Quote Rule, the Outcome specifies what happens when the conditions are met. Below are the available outcomes and how they work:

Block: Prevents the user from proceeding with the quote until the issue is resolved.

Use Case: Block quotes that violate compliance policies or exceed predefined limits.
Example: Block a quote if the discount exceeds 50%.

Notify: Sends a notification to a designated person or group.

Use Case: Keep stakeholders informed about key actions or approvals.
Example: Notify a manager when a discount above 30% is applied.

Require Approval: Stops the quoting process until an authorized person approves it.

Use Case: Add an extra layer of oversight for high-risk actions.
Example: Require approval for quotes over $50,000.

Set Countersigner: Automatically assigns a countersigner to the quote.

Use Case: Streamline workflows by ensuring all necessary signatures are applied.
Example: Assign the legal team as countersigners for quotes involving custom terms.

Set Price Book: Automatically applies a specific price book to the quote.

Use Case: Ensure correct pricing based on customer type or region.
Example: Apply the "Enterprise Pricing" price book for enterprise-level deals.

Set Quote Template: Sets a specific template for the quote document.

Use Case: Standardize quotes for different use cases or customer types.
Example: Use a specialized template for government contracts.

Set Quote Term: Adds a predefined term to the quote.

Use Case: Enforce consistent terms based on deal parameters.
Example: Automatically add a 30-day payment term for all new customers.

Add One-Time Discount(s)

Description: Applies a one-time discount to the quote.
Use Case: Incentivize customers or handle special cases.
Example: Apply a 10% discount for first-time buyers.

Add One-Time Fee(s): Adds a one-time fee to the quote.

Use Case: Cover additional costs like shipping or setup fees.
Example: Add a $50 setup fee for custom solutions.

Add One-Time Tax(es): Includes a specific tax to the quote.

Use Case: Ensure accurate tax calculations for unique situations.
Example: Add a 2% local tax for customers in a specific region.

Add Line Items to Quote: Automatically includes specific line items in the quote.

Use Case: Ensure required items are included based on conditions.
Example: Add mandatory warranty services for hardware products.

Add Collection: Adds a pre-defined collection of items to the quote.

Use Case: Group-related products or services for faster quoting.
Example: Add a "Starter Kit" collection for new customers.

Tips and Best Practices

Use Descriptive Names: Name your rules so users can easily understand their purpose.
Review Regularly: Keep your rules up to date with your organization’s changing needs.