HubSpot deals to quoting and CPQ

Run quote creation, approvals, contracting, and order conversion on top of your HubSpot deals using Sanka.

Overview

HubSpot alone lets you build line-item quotes, but it falls short when you need approval flows, complex pricing rules, volume discounts, contract management, and order conversion — the core of CPQ (Configure, Price, Quote). With Sanka, you keep HubSpot as your CRM and run an end-to-end CPQ flow — quote creation → approval → contract → order conversion — driven by HubSpot deals. This guide shows HubSpot users how to get CPQ live in Sanka fast, and how to build the pricing and approval logic HubSpot can't express natively.

Limits of HubSpot-native CPQ

HubSpot's native Quote object has these gaps:

No automatic approval routing by deal amount or discount threshold
No native support for complex pricing rules — customer-specific pricing, volume discounts, bundles
The post-deal flow (quote → order → inventory allocation → invoice) is broken
Contract versioning and history aren't tracked
Flexible multi-currency and tax handling is limited

Sanka plugs these gaps while keeping your HubSpot deal data in place.

Prerequisites

HubSpot and Sanka are connected
You can import HubSpot data into Sanka
The Estimates, Items, and Orders objects are enabled in your Sanka workspace

The CPQ flow at a glance

Running CPQ on top of HubSpot deals is a four-step loop:

Create the quote — Pull a HubSpot deal into Sanka and turn it into an estimate with line items
Approve — Auto-route the estimate to the right reviewers based on amount or discount
Send and contract — PDF the estimate to the customer, then create a contract record on acceptance
Convert to order — Turn the accepted estimate into a Sanka order, then flow into inventory and billing

Step 1: Create a quote from a HubSpot deal

When a HubSpot deal moves to a quoting stage, pull it into Sanka and build an estimate:

In Sanka, open the Estimates object and create a new one via "Create from HubSpot deal"
Pick the deal you want to quote from the synced HubSpot deal list
The HubSpot deal's line items flow into the Sanka estimate as quote line items
Fill in Sanka-specific fields like currency, tax rules, and delivery terms

💡

Map HubSpot deal stages to Sanka estimate statuses via status mapping so progress stays in sync across both systems.

Step 2: Set up approval flows

HubSpot can't auto-route approvals by amount. Sanka lets you design approval logic as object actions or workflows on the estimate. Common patterns:

Amount over a threshold → sales manager approval
Discount over a threshold → finance approval
Specific product category in the line items → product manager approval

For the full approval flow design, see Approval management.

Step 3: Send and contract

Once approved, the estimate can be sent to the customer as a PDF:

From the estimate record, download the PDF or generate a share link for email delivery
When the customer accepts, set the estimate status to "Accepted"
Optionally create a Contract record to track contract term and auto-renewal

Set up two-way status mapping so that progressing the HubSpot deal to "Closed Won" updates the Sanka estimate status in lockstep.

Step 4: Convert to an order and bill

An accepted estimate converts to a Sanka Order in one click. From there, the downstream back-office flow connects automatically:

Inventory allocation (for physical goods)
Invoice generation and delivery
Conversion into a subscription for recurring billing
Accounting journal entries

For the full downstream flow, see Billing management and Subscription management.

Pricing rules HubSpot can't express

Sanka lets you build pricing logic against the item master that HubSpot Quote can't handle:

Customer-specific pricing — Override unit price per account
Volume discounts — Tiered pricing by quantity ranges
Bundled products — Package multiple SKUs at a bundle price
Term-based pricing — Different rates for annual vs. multi-year contracts

See Item object for the item master setup.

Sync back to HubSpot

Sanka and HubSpot sync two-way. Common patterns:

Write Sanka estimate status back to a custom property on the HubSpot deal
Trigger a Sanka workflow when HubSpot deal stage changes
Email the customer a Sanka invoice link from the HubSpot contact record

Configure the sync in HubSpot integration's property mapping.

FAQ

Q. Can I still use HubSpot native Quotes? A. Yes — but we recommend keeping HubSpot Quote for lightweight quoting and moving approvals, contracting, and order conversion to Sanka. Split the roles and you keep the best of both. Q. Does updating the Sanka estimate amount update the HubSpot deal? A. If you map "Amount" as a two-way property sync, Sanka's estimate total can write back to the HubSpot deal amount. Q. Does Sanka support estimate versioning? A. Yes — Sanka estimates track versions, so scope and price changes during negotiation stay on record.

Next steps

Create Sanka subscriptions from HubSpot deals — Recurring billing after acceptance
Billing management — From order to invoice and reconciliation
Approval management — Design of the approval flow itself

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