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Block a quote from being marked ready to send until required deal properties are filled in

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
OutcomeA quote that gets marked ready for approval snaps back to draft with a clear note if the deal behind it is missing required fields, instead of going out incomplete.
Workflow mapsales-ops-034
Quote status changes to Pending approval leads to All required deal fields known?. All required deal fields known? leads to Yes: End, quote proceeds normally; No: Set quote status back to Draft. Set quote status back to Draft leads to Notify quote owner of missing fields. Yes No Quote status changes to Pending approval All required deal fields known? End, quote proceeds normally Set quote status back to Draft Notify quote owner of missing fields
Quote status changes to Pending approval leads to All required deal fields known?. All required deal fields known? leads to Yes: End, quote proceeds normally; No: Set quote status back to Draft. Set quote status back to Draft leads to Notify quote owner of missing fields. Yes No Quote status changes to Pending approval All required deal fields known? End, quote proceeds normally Set quote status back to Draft Notify quote owner of missing fields

When to use it, when not to

Use it

  • Use it when reps regularly send quotes before deal qualification fields are filled in, and finance or sales ops wants a consistent minimum bar before a quote leaves draft.
  • Use it as a soft gate. HubSpot workflows react to a status change after it happens; they do not prevent the click itself. This fiche catches the incomplete quote a moment later and reverts it, it does not stop the rep from clicking "Request approval" in the first place.
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Skip it

  • Do not use it expecting a hard, in-app block. If your team needs a true hard stop before a quote can be sent, look at HubSpot's native quote approval requirements first: (check in your portal: whether requiring approval before sending, configured natively in quote template or approval settings, can already enforce required fields without a workflow, and at what tier this is available).
  • Do not use it if the required fields genuinely vary quote to quote; this fiche checks a fixed list of deal properties. Highly variable requirements need a more flexible review process than a workflow can express.
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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 · 4 numbered actions

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

Known pitfalls · 5

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

Test plan and UAT script · 4 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, code

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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