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Notify rep when a sent quote is viewed by the buyer

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Quote4 stepsUpdated for HubSpot seat pricing
OutcomeThe rep finds out the same day a buyer opens the quote, so follow-up happens while the quote is top of mind instead of days later on a routine check-in.
Workflow mapsales-ops-004
Quote status changes to Viewed leads to Notify deal owner by internal email. Notify deal owner by internal email leads to Quote amount above threshold?. Quote amount above threshold? leads to Yes: Notify sales manager; No: Skip manager notification. Notify sales manager leads to Set Last quote viewed date on deal. Skip manager notification leads to Set Last quote viewed date on deal. Yes No Quote status changes to Viewed Notify deal owner by internal email Quote amount above threshold? Notify sales manager Skip manager notification Set Last quote viewed date on deal
Quote status changes to Viewed leads to Notify deal owner by internal email. Notify deal owner by internal email leads to Quote amount above threshold?. Quote amount above threshold? leads to Yes: Notify sales manager; No: Skip manager notification. Notify sales manager leads to Set Last quote viewed date on deal. Skip manager notification leads to Set Last quote viewed date on deal. Yes No Quote status changes to Viewed Notify deal owner by internal email Quote amount above threshold? Notify sales manager Skip manager notification Set Last quote viewed date on deal

When to use it, when not to

Use it

  • Use it whenever quotes are sent through HubSpot's native quote tool and reps want a consistent, workflow-driven notification rather than relying only on the quote's own creator-level view alert.
  • Use it to layer a manager or deal-team notification on top of the individual rep alert, for high-value or team-sold deals.
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Skip it

  • Do not build a whole workflow for this if you only need the individual sender notified. HubSpot's quote editor has a native "Notify me when this quote is viewed" toggle at send time. Check that first, it may be all a single rep needs, with zero workflow required.
  • Do not use it if quotes are generated and sent outside HubSpot (PDF attached to an external email). The view event only fires for quotes hosted and opened through HubSpot's quote page.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 4 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 2 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on the quote object, where the one-click installer does not create workflows. Build it from the spec; the one-click installer does not cover it.

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FreeCreate SDR-to-AE handoff task when a meeting is bookedContact6 steps Notify the sales manager when a quote above a dollar threshold is createdQuote2 steps Create follow-up task when a quote is sent but not viewed after 3 daysQuote6 steps Enroll contact in a short follow-up sequence when quote is viewed but not signed after 5 daysQuote5 steps

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