How to Create a Report to Display Expiring Quotes in HubSpot

Why is this hack helpful?

Staying on top of expiring quotes is crucial for any sales team. If a quote is about to expire and no one follows up, you could miss out on valuable business. HubSpot’s quoting tool is powerful, but it doesn’t always make it obvious which quotes are nearing their expiry date.

This HubSpot hack will show you how to build a report that highlights expiring quotes, so your team can take timely action and close more deals.

Steps to Set It Up

1. Build a Custom Report with the Quotes Object

• Go to Reports > Reports and click “Create custom report.”
• Choose “Custom Report Builder”, "Choose my own data", and select “Quotes” as your object.

2. Customise and Save Your Report

• Add the fields you want to display, such as:
  • Quote owner
  • Quote amount
• Add a filter for the Expiration Date property based on how far ahead you want to be monitoring your quote expiration. For example:
  • Expiration Date is less than 30 days from now.
• Save the report and add it to your sales dashboard for easy visibility.

Pro Tip: You could add Deals as a data source by clicking the Edit Data Source button in the top left. From here, you can add Deal Name to the Break down by section for some extra reporting data.

3. Set Up Alerts or Workflows (Optional)

• If you want to take it a step further, set up a workflow to notify deal owners or sales reps when a quote is about to expire.
• Go to Automation > Workflows
• Create a new workflow based on quotes, and set the trigger for “Expiration date is less than 30 days.”
• Add an internal email Action or Create a task action to prompt follow-up.

Wrapping Up

With this hack, your team will never lose track of expiring quotes again. By surfacing quotes that are about to expire in a dedicated report, and optionally setting up alerts, you’ll empower your sales team to follow up at the right time and close more deals.

This simple setup can make a big difference to your bottom line and help you stay one step ahead in your sales process.

Happy HubSpotting!