If you already have a quote document — made in Word, Excel, your accounting system, a PDF designer, anywhere — you can upload it as a quote in the Sales Hub. We'll attach it to the deal, give it a quote number, and let your customer accept or decline through the same shareable link as a built quote.
How to upload
Open Estimates → + New estimate
Click the Estimates tab, then the + New estimate button.
Pick the Upload PDF tab
Three tabs across the top of the new-estimate page. Pick the middle one.
Drop your PDF
Drag and drop the file onto the upload area, or click to browse. PDFs only. Up to 25 MB.
Pick a deal (optional) or link a customer directly
Same as a built quote — link to an existing deal, or type a title and pick a contact + company.
Type the total
What's the total amount on this quote? Type it. Pick a currency (CAD, AUD, USD, etc.). The Sales Hub uses this for reporting and for the customer-facing summary; the PDF you uploaded is the source of truth for everything else.
Click Create
We generate a quote number and drop you on the detail page.
What the detail page looks like
Uploaded quotes have a different middle column to built quotes. Instead of a line-item editor and a tax selector, you'll see:
- Inline PDF preview — your PDF, embedded in the page on desktop. On a phone, a “View PDF” card with a tap target.
- Replace PDF button (only while status is Draft) — swap in a revised version.
- Editable total + currency — change either if you re-uploaded a revised version with a different bottom line.
Replacing is locked once you've sent the quote
Once a quote moves out of Draft (i.e. you've sent it to the customer), the PDF is frozen. Letting you swap the PDF after send would mean the same shareable link could show different documents to the same customer. If you genuinely need to re-quote, create a new quote and send that one instead.
What the customer sees
When you send the quote, the customer gets an email with a unique link. They open the link, see the inline PDF preview, click Accept or Decline at the bottom of the page. From their side it's identical to a built quote — the same accept flow, the same audit trail, the same Acceptance Certificate appended on accept.
When to upload vs build
See Two ways to quote for the trade-offs. Quick rule of thumb: if your existing quote template has photos, diagrams, T&Cs, or anything beyond a flat line-item list, upload. If it's a tidy table of items × rates, build it.
Tax handling on uploaded quotes
We don't apply tax rates to an uploaded PDF — you've already done the tax math in your source document, and the PDF is the source of truth. The total you type is the total. If you need our tax-rate features, build the quote line by line instead.
Was this article helpful?
Need more help? Contact support
Related articles
Two ways to quote — built quotes vs uploaded PDFs
Pick the quote style that fits the job. Build line by line for clean repeatable work, or upload a PDF you've already prepared in your own template.
Building a quote line by line
How to add line items, apply tax rates, and turn an empty quote into a polished PDF you can send to a customer.
Sending a quote to a customer
What happens when you click Send — what your customer receives, where the link goes, and how to track responses.
When a customer accepts (or declines) — the audit certificate
What gets recorded when a customer signs off on your quote, and how the Certificate of Acceptance protects both sides if there's ever a dispute.