How to Create a Deal and Quote in HubSpot

Overview

A Deal in HubSpot represents a sales opportunity associated with a Company and one or more Contacts. It is tracked through defined pipeline stages, from initial creation through quotation and final closure.

Creating the Deal correctly is essential because the information entered in the Deal is used to generate the customer-facing Quote. Missing fields, incorrect associations, incomplete line-item information, or the wrong pipeline can result in an inaccurate or incomplete commercial offer.

This procedure explains how to:

Select the correct Deal pipeline.
Create and configure a new Deal.
Associate the relevant Company, Contacts, and Agent.
Add the Liquid to Fill and Line Items.
Complete the Project Inquiry information.
Review the commercial and delivery conditions.
Generate, review, and share the final Quote.

Important: Always save your changes after completing each section. Unsaved changes may be lost.

1. Choose the Correct Pipeline

Select the pipeline according to the products and services included in the commercial opportunity.

If the Deal includes	Pipeline to use	Quote type
Filling equipment and, where applicable, packaging material	Full System Supplier (FSS)	FSS Quote
Packaging material only	Packaging Material	Packaging Material Quote

Use the Full System Supplier (FSS) pipeline for machinery supplies, including opportunities that may also contain packaging material.

Use the Packaging Material pipeline when the opportunity concerns packaging material only, for example:

Eclipse packaging material.
SA packaging material not linked to a machine sale.
Packaging material for a customer operating on an NSA system.
Packaging material resale to a new customer.

Screenshot placeholder — Pipeline selection in HubSpot

2. Before Creating the Deal

Before creating a new Deal, confirm that the relevant customer records are already available in HubSpot.

Prerequisites

The relevant Company has been created.
The necessary Contacts have been created.
The Contacts have been correctly associated with the Company.
Any Agent involved in the opportunity is available as a Contact in HubSpot.

Important: The Company and Contact associations must be completed before the Quote is generated. Incorrect or missing associations may result in incomplete buyer information.

3. Create a New Deal

Step 1 — Open the Deals area

Open HubSpot.
Go to the Deals menu.
Select Add Deal to create a new Deal.

Screenshot placeholder — Deals menu and Add Deal button

Step 2 — Complete the Deal information

Fill in the Deal creation form as follows.

Field	Instructions
Deal name *	Enter the Company name, Package Code, and system type.
Pipeline *	Select the pipeline according to the type of supply.
Deal stage *	Leave the default value. The stage will be updated later when the opportunity reaches the Quote stage.
Quote language *	Select the language in which the line items must be displayed in the offer. This field does not identify the Quote template.
Source – IPI *	Select the source of the Deal.
Close date	Enter the date on which invoicing is expected to take place.
Deal owner	This field is automatically populated with the name of the person creating the Deal.
Priority	Enter the internal deadline, if required. This information is visible only to the Deal owner and does not appear externally.
Associate Deal with	Associate the Deal with the correct Company and Contact. If an Agent is involved, associate the Agent as a Contact with the Deal.

Fields marked with an asterisk are mandatory.

Mandatory fields: All fields marked with * must always be completed. If mandatory information is missing, the process may not work correctly.

Screenshot placeholder — New Deal form and mandatory fields

Step 3 — Create the Deal

After reviewing the information:

Confirm that the correct pipeline has been selected.
Verify the Company and Contact associations.
Click Create.

Screenshot placeholder — Create button

4. Enter the Liquid to Fill

After creating the Deal, enter the Liquid to Fill information.

You can access this information in either of the following ways:

Locate the Associated Liquids to Fill section in the sidebar at the bottom right.
Open the Quote Info tab and locate the Liquid to Fill section.

This field is mandatory. Follow the dedicated Liquid to Fill procedure for the detailed creation and data-entry instructions.

Important: Do not proceed to Quote creation without completing the Liquid to Fill information.

Screenshot placeholder — Associated Liquids to Fill section

5. Add the Line Items

Step 1 — Open the Line Items section

Open the Line Items section of the Deal.
Click Add.
Select Add Line Items.
Click Select from product library in the upper-right corner.

If the required line item is not available in the product library, contact the Sales Operations team or the relevant Project Manager.

Screenshot placeholder — Add Line Items and Select from product library

Step 2 — Add all supply components

Enter every component included in the supply.

For each line item, always specify the relevant Package Code. Without the Package Code, the items may be displayed incorrectly in the Quote.

Important: Save your changes after adding or updating the line items.

Screenshot placeholder — Package Code field in the Line Items table

Step 3 — Enter the packaging material recurring volume

For each packaging material line item:

Scroll horizontally to the right.
Locate the Pack Mat Recurring Volume field.
Enter the expected annual volume for the specific packaging material format.
Use the volume the customer is expected to purchase during one calendar year.
Save the changes.

Missing or incomplete recurring-volume information may affect the accuracy of the commercial offer.

Screenshot placeholder — Pack Mat Recurring Volume field

6. Complete the Project Inquiry

After entering the Line Items, complete the Project Inquiry fields. These fields provide the Project Manager with the operational and technical information required to assess the opportunity.

In the central area of the Deal, open the FSS tab.
Go to the Project Inquiry section.
Complete the applicable fields.

Field	Instructions
Service type requested	Select the requested services, such as installation, FAT, PAT, SAT, or training.
Status of customer plant	Select the status of the customer’s plant, such as greenfield or brownfield.
Technical notes	Add any relevant technical or operational information.
Requested manual languages	Select the required manual languages. Where regulatory requirements apply, select Mandatory languages. English is the default language stated in the Quote.
FDA certification	Indicate whether FDA certification is required.
Certification & Regulation requested	Specify any additional certification or regulatory requirements.

Provide complete and accurate information so that the Project Manager can evaluate the requested scope without unnecessary follow-up.

Screenshot placeholder — FSS tab and Project Inquiry fields

7. Prepare the Quote Information

Before generating the Quote, review the information contained in the Quote Info tab.

Delivery Terms

Open the Quote Info tab.
Go to the Delivery Terms section.
Complete the applicable fields.

Field	Instructions
Packaging material delivery terms	Select the delivery terms to be offered for the packaging material.
Equipment delivery terms	Select the delivery terms to be offered for the filling equipment.
System	Automatically populated by HubSpot.
Country of End User	Automatically populated by HubSpot.

Screenshot placeholder — Quote Info and Delivery Terms section

Condition Terms

Go to the Condition Terms section and review the areas applicable to the Deal:

Equipment Supply Conditions
Pack Mat Supply Conditions, when packaging material is included.
Pack Mat Discount, when discounts apply.

8. Review the Equipment Supply Conditions

Complete the following information:

Currency: specify EUR or another applicable currency, such as USD.
Delivery terms: specify the agreed delivery terms, for example EX WORKS, DAP, or CIF.
Delivery time: enter the required delivery time.
Payment terms: enter the payment terms in accordance with the Sales Policy.
Manuals: English is the standard language. Confirm whether the customer requires additional languages. If translations are required, check with the Project Manager whether they are already available and whether an additional cost must be included.

Formatting rule: Edit all fields shown in red. After confirming that the information is correct, change the text colour from red to blue.

Screenshot placeholder — Equipment Supply Conditions

9. Review the Packaging Material Conditions

Pack Mat Supply Conditions

When packaging material is included, review the following information:

Currency: specify EUR or another applicable currency, such as USD.
Confirm whether FSC paper must be included.
Confirm whether sealing tape must be included.
Delivery terms: specify the applicable terms, for example EX WORKS, DAP, or CIF.
Payment terms: enter the payment terms in accordance with the Sales Policy.

Formatting rule: Edit all fields shown in red. Once the information has been checked, change the text colour to blue.

Screenshot placeholder — Pack Mat Supply Conditions

Pack Mat Discount

If a discount applies, update the section with the relevant discount information.

If no discount applies, delete the contents of the section.

Do not leave default or placeholder discount information in the final Quote.

Screenshot placeholder — Pack Mat Discount section

10. Create the Quote

Step 1 — Start Quote creation

Locate the Quotes section on the right side of the Deal.
Click Create.
Select Create Quote.

Screenshot placeholder — Quotes section and Create Quote command

Step 2 — Review Buyer information

Verify that the Buyer information is complete and correct.

If an Agent is associated with the Deal as a Contact, deselect the Agent from the Buyer information. Otherwise, the Agent’s name may appear in the customer-facing Quote.

Click Next.

Screenshot placeholder — Buyer information

Step 3 — Review Your information

Check that the information identifying the IPI representative is correct, then click Next.

Screenshot placeholder — Your information

Step 4 — Review the Line Items

Review all Line Items and click Next.

Do not add or modify Line Items from inside the Quote. Any changes must be made in the Line Items section of the Deal. After making the changes, return to the Quote creation process.

Screenshot placeholder — Quote Line Items review

Step 5 — Configure signatures

Always select:

Include space for a written signature

Where required, also select:

Include space for a countersignature

Then click Next.

Screenshot placeholder — Signature options

Step 6 — Select the template and complete the details

Review the Template and Details section.

Select the Quote template corresponding to the language required for the Quote: English, Spanish, French, or Italian.
Always select a Sales-type template.
For an offer issued as OLP, select the OLP Sales_en template.
Edit the Quote name so that the correct description appears in the Quote.
Review the Expiration date and update it where required. The usual validity period is 30 days.
Click Next.

Screenshot placeholder — Template and Details section

Step 7 — Review and create

Review the complete Quote carefully, including:

Buyer information.
IPI representative information.
Line Items.
Commercial conditions.
Delivery terms.
Payment terms.
Language and template.
Signature options.
Quote name.
Expiration date.

If everything is correct, click Create.

Screenshot placeholder — Final Quote review and Create button

11. Open and Share the Quote

After creating the Quote, always click Go to Quote.

The Quote can be shared with the customer in either of the following ways.

Share the Quote as a link

Open the Quote.
Click Copy to copy the Quote link.
Click Close.
Paste the link into the email to the customer.

Share the Quote as a PDF

Click Close.
Return to the Quotes section on the right side of the Deal.
Click the three-dot menu next to the relevant Quote.
Select Download.
Attach the downloaded PDF to the customer email.

Screenshot placeholder — Copy link and Download Quote options

Deal Setup Checklist

Before creating the Quote, verify that:

[ ] The correct pipeline has been selected.
[ ] The Deal name includes the Company name, Package Code, and system type.
[ ] All mandatory Deal fields have been completed.
[ ] The Company is associated with the Deal.
[ ] The relevant Contacts are associated with the Deal.
[ ] The Agent is associated as a Contact when applicable.
[ ] The Liquid to Fill has been entered.
[ ] All Line Items have been added.
[ ] Every Line Item includes the correct Package Code.
[ ] Packaging material recurring volumes have been entered.
[ ] The Project Inquiry information is complete.
[ ] All changes have been saved.

Quote Readiness Checklist

Before creating and sharing the Quote, verify that:

[ ] Delivery Terms have been reviewed.
[ ] Equipment Supply Conditions have been completed.
[ ] Packaging Material Supply Conditions have been completed when applicable.
[ ] Discount information has been updated or removed.
[ ] All red fields have been edited and changed to blue.
[ ] Line Items have been reviewed from the Deal.
[ ] Buyer information is correct.
[ ] The Agent has been deselected from Buyer information.
[ ] The correct Sales-type template has been selected.
[ ] The Quote language is correct.
[ ] The Quote name is correct.
[ ] The expiration date has been reviewed.
[ ] The written-signature option has been selected.
[ ] The final Quote has been reviewed before creation.

Common Risks to Avoid

Risk	Possible consequence	Prevention
Incorrect pipeline	Wrong Quote structure or commercial process	Select the pipeline according to the supply type
Missing Package Code	Incorrect display of items in the Quote	Complete the Package Code for every Line Item
Missing recurring volume	Incomplete packaging material information	Complete Pack Mat Recurring Volume for every applicable item
Changes made inside the Quote	Deal and Quote data may become inconsistent	Update Line Items from the Deal only
Agent included as Buyer	Agent name may appear in the customer offer	Deselect the Agent during Buyer review
Incorrect template	Wrong language or Quote layout	Use the applicable Sales-type template
Unsaved changes	Loss of entered information	Save after each step
Red fields left unchanged	Placeholder or unverified information may remain in the Quote	Review each red field and change it to blue after validation

Support Contacts

For questions or operational support, contact the appropriate Sales Operations representative.

Machinery & Sales Contracts

Alice Poli
Sales Operations Machinery & Sales Contracts Employee
Email: alice.poli@ipi.it
Mobile: +39 340 908 0542

Martina Mencarini
Sales Operations Machinery & Sales Contracts Coordinator
Email: martina.mencarini@ipi.it
Mobile: +39 345 772 5101

Rossella Morbello
Sales Operations Machinery & Sales Contracts Specialist
Email: rossella.morbello@ipi.it
Mobile: +39 342 198 2513

For operational questions, contact the representative responsible for the relevant sales area or opportunity.