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Marking a written-signature quote as accepted

Record a paper-signed quote as accepted from the Quotivity Quotes card when it's waiting in Pending Signature.

Overview

Section titled “Overview”

When a published quote is set up for a written signature, it stays in Pending Signature until someone records that the paper copy came back signed. Mark as Accepted on the Quotivity Quotes card is that step. It closes the quote, writes acceptance on the HubSpot quote, syncs the deal, and emits the Quote signed app event so downstream HubSpot workflows can run.

This used to be labeled Mark as Signed. Same action, new name. If you still see older notes that say Mark as Signed, use Mark as Accepted.

This lives on the HubSpot deal’s Quotivity Quotes card, not in Quotivity Studio, so there are no Studio screenshots in this article.

Prerequisites

Section titled “Prerequisites”
  • A published quote configured for a written signature (or no signature)
  • A related contact on the quote, except on older HubSpot-template written signature quotes
  • Access to the HubSpot deal that owns the quote

Steps

Section titled “Steps”
  1. Open the deal in HubSpot that the quote belongs to.
  2. Find the quote on the Quotivity Quotes card. Written-signature quotes sit under Pending Signature.
  3. Open More Actions on that quote and choose Mark as Accepted.
  4. Confirm the result. HubSpot shows a success alert, the quote moves to Accepted, and the deal timeline gets a Quote signed card that reads Quote [name] has been SIGNED!

When the action is available

Section titled “When the action is available”

Mark as Accepted appears only when e-signature is not in play:

Quote setup Where you see it
Written signature Pending Signature, after publish
No signature Published, Approved, or Approval Not Needed

It stays hidden when:

  • The quote uses HubSpot e-signature or Quotivity e-signature. Those quotes finish when every signer signs — don’t mark them by hand. See How e-signature works.
  • A Quotivity e-signature request is still in progress (pending, awaiting_signatures, partially_signed, or no_credits), even if you later switched the quote to a written signature.
  • The quote is not published yet, or it’s already accepted.
  • A Quotivity-template quote has no related contact.

HubSpot’s quotes index also has its own Mark signed action for written signatures. Use the Quotivity card instead. HubSpot’s action does not set Quotivity Accepted By or Accepted Date, does not refresh the published Quotivity page, and the card may show Signed instead of Accepted.

What Mark as Accepted updates

Section titled “What Mark as Accepted updates”

Quotivity records acceptance and treats the quote as complete:

  • Accepted By — the first associated contact’s email. On older HubSpot-template written-signature quotes with no contact, this is the person who clicked the action.
  • Accepted Date — when the action ran.
  • Is manually signed — set for written-signature quotes only. No-signature quotes record acceptance without this flag.
  • The associated deal — line items, discounts, and deal amount sync again, the same way they do when e-signature completes.
  • Quote signed on the deal timeline — the same event that fires when DocuSign or HubSpot e-signature finishes. See Quotivity events on the HubSpot timeline.
  • The published Quotivity-template page refreshes so it no longer looks open for acceptance.

The quote is then Accepted. You cannot un-accept it. Clone the quote if you need a new version.

Create tickets from Quote signed

Section titled “Create tickets from Quote signed”

Use this when a signed or paper-accepted quote should open HubSpot tickets for fulfillment — often one ticket per line item.

Prefer a quote-based workflow when your portal can create quote workflows. Quote signed is a deal event and includes Quote name only — not Quote ID — so quote-property enrollment is the more reliable trigger.

Quote-based workflow

Section titled “Quote-based workflow”
  1. Create a quote workflow. In HubSpot, go to Automation → Workflows, create a workflow from scratch, and choose Quote.
  2. Set enrollment. Enroll quotes when Accepted By is known. For written-signature quotes you can also enroll when Is manually signed is true. Turn re-enrollment on if the same quote can be accepted again after a recall and republish.
  3. Create tickets from line items. Add a Create ticket action. If your portal can loop associated line items, create one ticket per line item and copy the product name, quantity, and amount into the ticket. Otherwise create one ticket for the quote and list the line items in the ticket body.
  4. Associate the ticket to the quote’s deal (and the quote, if you use that association).
  5. Turn the workflow on, then mark a test written-signature quote as accepted and confirm the tickets appear.

App event fallback

Section titled “App event fallback”

Skip this if quote workflows are available.

  1. Create a deal workflow from Custom events & external events → App events.
  2. Choose Quote signed. Under the Quotivity app, select Quote signed — the picker may show it as signedQuote. Don’t pick Recipient signed; that fires once per signer, not when the whole quote is done.
  3. Turn Re-enroll on in workflow settings.
  4. Create tickets from associated quotes and line items on the enrolled deal. If the deal has more than one quote, use the event’s Quote name to pick the one that was just accepted.
  5. Turn the workflow on. Events that happened before the workflow is on are not enrolled.

Manual acceptance vs a paper deposit

Section titled “Manual acceptance vs a paper deposit”

Mark as Accepted records that the quote was signed or accepted. It is not a payment.

Recording a paper deposit — a cash, check, or other offline payment on the HubSpot quote, invoice, or Payments card — only tracks money received. It does not accept the quote, does not leave Pending Signature, and does not emit Quote signed. If you need both a signed agreement and a deposit, mark the quote accepted and record the payment.

Buyer-side payment at acceptance is a different setting. See Enabling quote payments.

Troubleshooting

Section titled “Troubleshooting”

I don’t see Mark as Accepted.

  1. Is the quote published and in Pending Signature (written signature) or Published (no signature)?
  2. Is it an e-signature quote? The action is hidden on purpose.
  3. Is a leftover Quotivity e-signature request still in progress after you switched to a written signature? Recall the quote, clear that signing request, set Require Written Signature, and publish again.
  4. Does a Quotivity-template quote have a related contact?
  5. Are you on the Quotivity Quotes card, not HubSpot’s quotes index?

Mark as Accepted failed with an e-signature message. The quote is still flagged for HubSpot or Quotivity e-signature, or a Quotivity signing request is in flight. Finish or void that request, or recall and republish as a written signature.

The timeline event is missing. Confirm the quote is associated with that deal, then look at the deal timeline — not the quote record. Filter by the Quotivity app.

Tickets didn’t create. Confirm the workflow is on, re-enrollment is set if you need it, and you enrolled from Accepted By / Is manually signed or from Quote signed — not from a payment property.

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