Skip to content
The Workflow Library
Get the full library

Notify rep and manager when a quote is e-signed

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.

Quote6 stepsUpdated for HubSpot seat pricing
OutcomeThe rep and their manager both hear about a signed deal within minutes, before it surfaces on a weekly pipeline report, so the handoff to whoever processes the paperwork or kicks off onboarding starts immediately.
Workflow mapsales-ops-005
Quote status changes to Signed leads to Notify deal owner. Notify deal owner leads to Notify sales manager. Notify sales manager leads to Deal stage already Closed Won?. Deal stage already Closed Won? leads to No: Set deal stage to Closed Won; Yes: Skip stage change. Set deal stage to Closed Won leads to Create onboarding kickoff task. Skip stage change leads to Create onboarding kickoff task. Create onboarding kickoff task leads to Set Contract signed date. No Yes Quote status changes to Signed Notify deal owner Notify sales manager Deal stage already Closed Won? Set deal stage to Closed Won Skip stage change Create onboarding kickoff task Set Contract signed date
Quote status changes to Signed leads to Notify deal owner. Notify deal owner leads to Notify sales manager. Notify sales manager leads to Deal stage already Closed Won?. Deal stage already Closed Won? leads to No: Set deal stage to Closed Won; Yes: Skip stage change. Set deal stage to Closed Won leads to Create onboarding kickoff task. Skip stage change leads to Create onboarding kickoff task. Create onboarding kickoff task leads to Set Contract signed date. No Yes Quote status changes to Signed Notify deal owner Notify sales manager Deal stage already Closed Won? Set deal stage to Closed Won Skip stage change Create onboarding kickoff task Set Contract signed date

When to use it, when not to

Use it

  • Use it whenever quotes go out with HubSpot's native e-signature enabled and the team wants signature completion to trigger internal visibility and downstream tasks (onboarding kickoff, contract filing) rather than being noticed only when someone opens the deal.
  • Use it as the trigger point for a clean SDR/AE-to-CS handoff, since a signed quote is a firmer signal than a deal stage change someone might forget to make manually.
Read more on when to use itShow less

Skip it

  • Do not use it as your only closed-won trigger if reps sometimes close deals without a HubSpot quote (verbal agreement, PO-based, external contract). Pair it with a deal-stage-based workflow for those cases; this fiche only covers the quote-signature path.
  • Do not rely on this alone for revenue reporting; use deal stage and amount fields as the source of truth for pipeline reporting, this workflow is for operational notification and handoff, not analytics.
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 · 6 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.

Unlock all 565 specs, 149 EUR

One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

Read the free Sales ops spec

Not the workflow you needed?

More in Sales ops

50 specs in this section

See all 50 This category, 39 EUR
FreeCreate SDR-to-AE handoff task when a meeting is bookedContact6 steps Notify rep when a sent quote is viewed by the buyerQuote4 steps Auto-enroll contact in sales sequence when lead status becomes Sales Qualified LeadContact5 steps Notify AE by internal email when a meeting is booked on their calendarContact5 steps

Read 12 complete specs before you pay.

One per category, same format as the paid ones. Email only, no card.

We email the link, then a short note when specs change. Nothing else.

149 EUR199

Full library, 565 specs
Get the full library