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Notify rep and manager when a quote e-signature is declined

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.

Quote3 stepsUpdated for HubSpot seat pricing
OutcomeThe rep and manager both find out the moment a buyer formally declines a quote's e-signature, instead of the rep discovering it days later when the deal has already gone cold.
Workflow mapsales-ops-027
Quote status changes to signature declined leads to Notify deal owner. Notify deal owner leads to Notify sales manager. Notify sales manager leads to Create same-day follow-up call task. Quote status changes to signature declined Notify deal owner Notify sales manager Create same-day follow-up call task
Quote status changes to signature declined leads to Notify deal owner. Notify deal owner leads to Notify sales manager. Notify sales manager leads to Create same-day follow-up call task. Quote status changes to signature declined Notify deal owner Notify sales manager Create same-day follow-up call task

When to use it, when not to

Use it

  • Use it whenever quotes are sent with HubSpot's native e-signature and a decline is a distinct, trackable event on your portal.
  • Use it to make sure a decline routes to more than just the rep, since a declined signature is often a signal worth a manager's attention (pricing objection, competitor, timing).
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Skip it

  • Do not use it if your e-signature provider is external to HubSpot (a PDF sent through a separate e-signature tool); the decline event only fires for signatures collected through HubSpot's native quote flow.
  • Do not assume a decline always means lost; some declines are simply "wrong document version, resend," so pair the notification with a manual follow-up step, not an automatic close-lost action.
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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 · 3 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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