Capture Crucial Info Before the Quote: Using Prompt User Rules in Quotivity

In the middle of building a quote, reps often realize something’s missing — a key piece of info that should’ve been captured on the deal, but wasn’t.

Maybe it’s the service day. Or square footage. Or a PO number that always gets chased down later.

With Quotivity’s new Prompt User rule, now you can ask for that info at the right time, during quote creation — and make sure it ends up on the deal record where it belongs.

Want the TL;DR version instead? Watch Max dive into it here:

What Is the Prompt User Rule?

The Prompt User rule is a new outcome in Quotivity’s rules engine. It lets you require specific information during quote creation — but only when it’s needed.

Instead of relying on reps to fill in fields ahead of time or remembering to go back later, you can now prompt them in the moment, based on conditions you define.

For example:

If someone is quoting a weekly landscaping service → prompt them to choose which day of the week the service happens.

The selected value is written directly to the deal property. Simple. Contextual. No follow-up needed.

Why It Matters

Here’s the real power: Prompt User works conditionally.

That means you can ask for different information depending on the product being quoted, the region, the deal type — whatever you want to base it on. And because it’s built into Quotivity’s rules engine, it plays nicely with everything else: guardrails, pricing rules, approvals, and more.

So instead of asking reps to fill in 10 fields on every quote, you can ask for only what’s needed, when it’s needed.

A Real-World Example: Landscaping Services

This feature was inspired by a real HubSpot partner working with a commercial landscaping company.

They were quoting weekly services based on the square footage of a property — using Quotivity to calculate the total price dynamically. But they also needed to track what day of the week each recurring service would happen.

Why?

Because staffing and equipment needs varied by day — and they wanted to allocate resources accurately.

Here’s how they solved it:

1. They created a "Service Day" property on the deal in HubSpot.
2. Then they built a Prompt User rule in Quotivity:
   → If a quote includes the weekly landscaping product, prompt the user to select the service day.
3. When a rep creates a quote and selects that product, Quotivity asks:
   “Which day of the week does this service take place?”
4. The rep makes the selection (e.g., Monday), and it’s written to the deal — automatically.

No chasing reps. No missing data. Just smooth, structured quoting with the data you need before it’s a problem.

How It Works

Here’s what it looks like in action:

1. Build a Rule in Quotivity:
   Go to your quote rules and choose Prompt User as the outcome.
2. Set Your Conditions:
   Just like other rules, define when this prompt should appear. You can use line item properties, quote total, deal stage — anything in the CRM.
3. Select the Property to Update:
   Choose the deal property where you want the input saved — like “Service Day,” “Project Start Date,” or “PO Number.”
4. Trigger the Prompt in the Quote Builder:
   When a rep builds a quote and it meets your rule conditions, they’ll be prompted to enter the value before they can proceed.
5. The Data Syncs Automatically:
   As soon as the quote is published, the deal record updates with the value they entered.
   
   

Use Cases to Consider

Prompt User is great for collecting:

• Service days or scheduling preferences
• PO numbers or internal reference codes
• On-site contact names
• Special handling or compliance flags
• Any custom property tied to specific product lines or service types

Give your reps more quoting power inside HubSpot.

Prompt User takes the guesswork (and follow-up emails) out of quoting. It ensures reps capture critical info at the moment it matters most — without overloading them when it doesn’t.

It’s one more way Quotivity helps teams quote faster, stay accurate, and keep everything connected in HubSpot.

Ready to put it to work?

👉 See Quotivity in action! Request a demo to see how they can transform the way you quote, sell, and grow.