Creating a contract change quote

Quote an expansion, downgrade, or other mid-term change from an existing HubSpot contract.

Contracts are enabled per account. Your HubSpot portal must have access to the Contracts API beta, and Quotivity must enable contracts for your account. Contact help@quotivity.com to get set up.

Use a change quote when a customer changes an active agreement—for example, by adding seats, upgrading a plan, reducing a quantity, or removing a product. Quotivity starts with the contract’s current products and applies the change only after the customer accepts.

Create a change quote

In HubSpot, open the contract record.
On the Quotivity Contract card, click Create change quote.
Under Associate with a deal, select an existing associated deal or Create a new deal.
Leave Prorate on to settle the part-period change now, then select the Change effective date.
- Turn Prorate off to apply the change at the contract’s next billing date. The effective date field is hidden because HubSpot determines that date.
Click Create quote. Quotivity creates the quote, pre-fills the current products, and opens it in Quote Builder. The quote uses the price book of the quote that created the contract unless a Set Price Book rule chooses another.
In Quote Builder, edit the agreement as it should look after the change. Add, remove, or update line items as needed.
Submit, approve, publish, and send the quote through your normal process.

The contract remains unchanged while the quote is a draft, pending approval, or awaiting the customer. Quotivity applies the update when the customer accepts.

Review the proposed change

The Changing this contract section in Quote Builder shows Prorate on the left. Effective appears to its right only while prorating is on. Turn Prorate off and the date hides — HubSpot uses the contract’s next billing date, the same as the create-change-quote modal.

The collapsed Line item changes table provides a read-only summary of products that are added, changed, or removed. Expand it to compare new values with the previous agreement.

Use the editable line items table to make changes. Quotivity marks affected rows and places unchanged products behind Show unchanged, keeping the table focused on the amendment.

The summary uses HubSpot’s preview to show the charge, credit, amount due on the effective date, and change in total contract value. While prorating is on, the payment timeline labels that first amount Due on the effective date (for example, Due 1/1/27) instead of Due now, and the amount is what is owed on that date: the prorated charge for each billing period the date falls in, minus the credit for the period already on the contract, plus any quote-level fees, discounts, and taxes. It is not a full period of each line item, and it still appears when the quote has no later payments. On a downgrade the amount is negative: a credit owed to the customer. The same figure appears on the customer’s quote document under Due on that date. Later payments show the amount and cadence only, for example $4,265.00 / quarter, without a start date, and the customer’s quote document does the same. A change that alters no line item shows $0 on the effective date rather than a placeholder. While HubSpot is still pricing an edit the amount shows a placeholder rather than the previous figure; if the contract has changed underneath the quote, or HubSpot cannot be reached, the amount shows a dash and the summary explains why. If HubSpot’s preview is temporarily unavailable, Quotivity labels its fallback calculation as an estimate. Final contract amounts come from HubSpot.

Change quotes always sync their line items to HubSpot in real time, even when your account otherwise uses deferred HubSpot sync. HubSpot needs the current line items to price and apply the contract change.

View or review a change quote

On View Quote and the approver Review Quote screen, a change quote shows:

Contract and Change Effective in the header (with “prorated” when prorating is on)
Struck-through previous values in Quote Details for amount and other numeric fields that differ from the contract
A Line Item Changes card listing what the quote changes (C / A / R badges, was → now values, and deltas)
Line Item Details as the contract after acceptance, with badges on touched rows and unchanged products behind Show all when the list is long. On a prorated change, its payment timeline says Due on the effective date, and later payments show the amount and cadence only
A Change quote created event in Quote Activity

If the contract can no longer be loaded, the screen falls back to the standard quote layout without a partial diff.

What the customer sees

The published quote shows the full agreement after the proposed change:

New identifies an added product.
Changed identifies an updated product, with a Previously line for the replaced values.
No longer included lists products being removed.

The totals show the contract adjustment calculated by HubSpot. To hide the before-and-after line item detail, turn off Show what changed on contract change quotes on the template’s Line Items module. The financial totals remain visible.

Recall or revise a change quote

Recalling a published change quote returns it to draft without disconnecting it from the contract. Its effective date, proration setting, and change-quote designation remain in place while you revise and republish it.

Troubleshooting

Create change quote is unavailable

Only Draft and Active contracts can be changed. Completed and terminated contracts are not eligible.

If the entire Quotivity Contract card is missing, ask a HubSpot admin to customize the contract record and add the card.

The contract changed after this quote was created

Another accepted change quote or a direct contract edit has changed the products that this quote was based on. Quotivity stops the update rather than applying an outdated change. Create a new change quote from the current contract and reapply your edits.

The change price is unavailable

Wait for the HubSpot preview to retry. Quotivity may show a clearly labeled estimate while the preview is unavailable, but HubSpot remains the source of the final amount.