Protecting quotes with an access PIN

Require buyers to enter a 4–6 digit PIN before a published quote or its PDF opens — and send the PIN with the quote email.

This feature requires an Enterprise plan.

Overview

An access PIN keeps a published quote private to the people you share the PIN with. When a quote requires a PIN, anyone who opens the quote link — or the quote’s PDF link — sees a short “enter the access PIN” page first. Nothing from the quote shows until they enter the right PIN.

Reps turn the PIN on per quote in Quote Builder. Admins can also set it automatically with a Quote Rule — see Requiring an access PIN with a rule.

Supported for Quotivity Templates only. HubSpot templates are not supported. On a quote that uses a HubSpot template, the PIN control doesn’t appear and PIN rules have no effect.

Prerequisites

An Enterprise or Trial plan
A quote that uses a Quotivity Template
The quote is still editable (Draft or Rejected)

Steps

Open the quote in Quote Builder and select Edit Details.
Turn on Require access PIN under Quote Access. Quotivity fills in a random 6-digit PIN if the field is empty.
Set the PIN. Keep the generated PIN, type your own 4 to 6 digits in Access PIN, or select Generate for a new random one.
Select Save, then publish the quote. Buyers are asked for the PIN as soon as the published quote is live.

To change or remove the PIN on a published quote, recall the quote so it’s editable again, update Require access PIN, and publish it again. Like other quote details, the PIN can only change while the quote is a draft or rejected.

You can also ask the AI quoting assistant — in Quote Builder, in Slack, or through the sales MCP tools — to require a PIN, use a specific PIN, generate a new one, turn the PIN off, or tell you the current PIN. The same rules apply.

What buyers see

A PIN page first. Opening the quote link or the quote PDF link shows This quote is protected with a box for the access PIN and a View quote button. No quote content appears before the PIN is entered.
30 minutes of access. A correct PIN unlocks that one quote in that browser for 30 minutes. After that, the buyer enters the PIN again.
Wrong PINs. A wrong PIN shows “That PIN is not correct.” After 5 wrong attempts from one network within 15 minutes, or 20 wrong attempts on the quote within an hour, further attempts show “Too many attempts. Try again later.” until the time window passes.

Your own in-app preview after publishing opens without the PIN.

Quote emails and the PIN

When the quote requires a PIN, quote emails handle it for you:

The email body automatically includes “Your access PIN to view the quote:” followed by the PIN. Quotivity adds it again when the email is sent, so it stays in even if the rep deletes it or your template doesn’t include it. Emails written while the quote waits for approval, and resent emails, carry the quote’s current PIN.
Attach the quote PDF is turned off, because an attached PDF would skip the PIN. The composer shows a note with the PIN.
AI assist never sees the PIN. Quotivity adds the PIN line itself.

This applies everywhere reps send quote emails, including Send Email from the quote list and the HubSpot deal card. See How sales reps send quote emails.

Cloning, change quotes, and renewals

A PIN a rep entered, and a specific PIN set by a rule, are copied to the clone unchanged.
A random PIN generated by a rule is not copied. The rule runs again on the clone, which gets its own new PIN.
Change and renewal quotes start without a PIN. PIN rules apply to them once, like any other quote.

Limits to know

E-signature. E-signature documents are created from the quote PDF, not the protected link, so the signing step itself doesn’t ask for the PIN.
HubSpot workflows and integrations. Anything that downloads the quote’s PDF download link gets the PIN page instead of the PDF.
Returning buyers. A buyer who comes back after more than 30 minutes — for example, after e-signing — enters the PIN again.
Saved copies. Anyone who has the PIN can save or print the page while viewing it. Treat the PIN like the link: share it only with the buyer.