Creating contracts from accepted quotes

Automatically create a HubSpot contract when a customer accepts a Quotivity quote.

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.

Before you begin

Make sure:

The contracts feature is enabled for your Quotivity account.
Your connected HubSpot app has contract access. If the Contracts settings are greyed out, follow Authorizing HubSpot contract access: opt in to the public beta, enable contract permissions on HubSpot’s Approved apps page, then click Reinstall.
Create a contract when a quote is accepted is turned on in Quotivity Studio → Settings → Quoting → Contracts. It is on by default.

What happens when a quote is accepted

Quotivity creates the contract after the quote reaches accepted status. It copies the committed products, prices, terms, currency, and billing schedule, then associates the contract with the source quote, deal, billing contact, and billing company.

The contract includes:

Required line items
Optional line items the customer selected
One-time charges, such as a setup fee
Recurring line items and their billing terms

Optional line items the customer did not select are not included.

The contract starts on the quote’s contract start date when one is set. Otherwise, it starts on the date the quote is accepted. A future-dated contract remains Draft until its start date, then HubSpot moves it to Active.

Turn automatic contract creation on or off

In Quotivity Studio, open Settings → Quoting → Contracts.
Turn Create a contract when a quote is accepted on or off. Changes save automatically.

Turning this setting off affects only ordinary new-business quotes. A change or renewal quote that was created from an existing contract still updates or renews that contract when accepted.

Confirm that a contract was created

Open the accepted quote or its associated deal in HubSpot and review its contract associations. On the contract record, the Quotivity Contract card lists the source quote with an Original tag.

If the contract could not be created, Quotivity leaves the quote accepted and creates a task on the associated deal so your team can follow up. Contract creation does not reverse the customer’s acceptance.

Troubleshooting

No contract was created

Check these items in order:

Confirm contracts are enabled for both the HubSpot portal and the Quotivity account.
Confirm Create a contract when a quote is accepted is turned on.
Open Settings → Quoting → Contracts. If the settings are greyed out, follow Authorizing HubSpot contract access.
Check the associated deal for a task describing a contract creation problem.

The contract is in Draft

The contract has a future start date. HubSpot changes it to Active when that date arrives.

An optional product is missing

Optional line items appear on the contract only when the customer selected them before accepting the quote.