Handbook: document the HubSpot quote naming convention - #5729
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Adds a "Quote Naming Convention" section to Engagements & Pricing, under
Generating a Quote, defining the standard name for every HubSpot quote:
Quote - [Company] - [Order Type] - [Product] - [Year] - v##
Each segment is anchored to an existing source of truth: the Company
record for the name, the deal's Deal Type for the order type, and the
Edge/Hub/Fleet Quote Template for the product. Year is the subscription
term start year rather than the quote-authoring year, so the name stays
stable when a start date slips within the year, and versions reset per
transaction.
Also states that the record ID and execution status stay out of the name,
since HubSpot tracks both and the Company Quote Reference Number is the
identifier customers cite on a purchase order.
Cross-referenced from step 1 of Creating a Quote, where the name is
actually entered, and from Deal Management in the HubSpot page.
Co-Authored-By: Claude Opus 5 <noreply@anthropic.com>
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Contributor
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@MichaelBDavis I like it. but will this be done manually? If so, it could be prone to errors no? |
Contributor
Author
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@UnicornGunnerz I believe I can create a quote-based workflow that assigns the title automatically. I'll merge this for now and then update if possible. |
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What
Adds a Quote Naming Convention section to Engagements & Pricing, under Generating a Quote, standardizing the name of every HubSpot quote:
Example:
Quote - Acme Corp - Renewal - Hub - 2026 - v01Why
Quote names were unspecified, so they varied by rep. The name also becomes the filename of the signed PDF once it is filed in the signed quotes and P.O.'s Drive folder next to purchase orders and agreements, so an inconsistent name costs us twice.
Notes on the design
Each segment is anchored to something that already exists, so there is nothing new to maintain:
New Business/Expansion/Renewal), so the two fields share one taxonomy.Amendmentis flagged as document-level only, as it has no Deal Type equivalent.Edge/Hubstyle for multi-product,Servicesfor a Professional Services-only quote.The section also states that the HubSpot record ID and execution status stay out of the name, because HubSpot tracks both and the Company Quote Reference Number printed on the quote is already the identifier customers cite on a PO.
Terminology is "Quote" throughout, matching the defined term in the Subscription Agreement, the rest of this page, and HubSpot's own object name.
Placement
Cross-referenced from the two places someone arrives from:
No nav changes — this is a section on an existing page.
Follow-up (not in this PR)
subscription-agreement-1.5.mdhas find-and-replace damage from an earlier term change: nine instances of"an Quote"that should read"a Quote", plus a doubledan Quote Quote No.in the Acceptance definition. That file is live customer-facing legal text still referenced in contracts and quotes, so it is being handled as a separate PR rather than riding along here.🤖 Generated with Claude Code