Follow this step-by-step workflow to take a client from a won deal to successful project delivery in Teamwork.com.
What
Manage client work from a CRM deal through to project delivery by creating quotes and converting them into projects in Teamwork.com.
Why
  • Keep sales handoff and delivery setup connected.
  • Turn approved work into a project faster.
  • Plan tentative work before it is fully confirmed.
  • Reduce manual setup between tools and teams.
Who
  • Admins or users with permission to manage integrations, quotes, and projects.
  • Sales, operations, and delivery teams managing client work.
When
  • You manage opportunities in a CRM such as HubSpot.
  • You create quotes before work is approved.
  • You want visibility of upcoming work before it is confirmed.
  • You need a clearer process from deal to delivery.

How the workflow works

Teamwork.com allows you to manage client work from a CRM deal through to project delivery by creating quotes and converting them into projects.

This workflow connects your CRM, quoting, and project delivery in a single process. It is commonly used by service teams managing client work from initial deal through to delivery.

Typical workflow

  1. Manage the opportunity in your CRM, such as HubSpot.
  2. Create a quote for the proposed work in Teamwork.com.
  3. Convert the quote into a tentative project to prepare for delivery.
  4. Confirm the project once the work is approved.
  5. Plan and deliver the work in Teamwork.com.
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Tip
This workflow helps teams maintain a clear handoff from sales to delivery while keeping visibility of both upcoming and confirmed work.

Example workflow

A sales team manages a deal in HubSpot, creates a quote in Teamwork.com for the proposed work, converts the quote into a tentative project to plan resources, and confirms the project once the client approves the work.

Before you start

  • Connect your CRM integration in Teamwork.com, for example HubSpot.
  • Ensure Quotes is enabled on your site.
  • Confirm you have permission to create projects.
  • Decide when work should be treated as tentative versus confirmed.

Tools used in this workflow

  • CRM integrations, such as HubSpot, to manage deals and opportunities.
  • Quotes to define scope and pricing.
  • Projects to plan and deliver work.
  • Tentative projects to prepare work before approval.

1. Manage the deal in your CRM

Start by creating and progressing the opportunity in your CRM, such as HubSpot. See Connect HubSpot CRM integration for setup details.
  • Define the client and scope of work.
  • Track deal value and stage.
  • Confirm likelihood and expected timing.

2. Create a quote for the work

Create a quote in Teamwork.com to define the scope and pricing for the work. See Add a Quote for step-by-step instructions.
  • Add services, items, or deliverables.
  • Define pricing or budget.
  • Review internally before progressing.

3. Convert the quote into a project

When the work is likely to proceed, convert the quote into a project. Select a tentative status if the work is not yet confirmed.
  • Review the project details created from the quote.
  • Use tentative projects to prepare for likely upcoming work.
  • Monitor tentative work in planning and scheduling views before final approval.
💡
Tip
Tentative projects are useful when you need visibility of probable work without treating it as confirmed delivery.

4. Confirm the project

Once the deal is approved, update the project from tentative to confirmed. This marks the transition from planned work to active delivery.
  • Review scope and timing.
  • Update the project status.
  • Begin your project kickoff process.

5. Plan and deliver the work

Once the project is confirmed, you can move into active delivery in Teamwork.com.

Other ways to start this workflow

  • Start with a quote if the work is already defined.
  • Create a tentative project first if you need to plan capacity early.
  • Start from an existing project if the work has already been scoped outside Teamwork.com.

Best practices

  • Define: Establish a clear handoff point between sales and delivery so teams know when work moves from deal to project.
  • Confirm: Use quotes to agree on scope and expectations before creating or progressing projects.
  • Plan: Use tentative projects to prepare for likely upcoming work without treating it as confirmed delivery.
  • Commit: Only confirm projects when work is approved and ready to begin.
  • Review: Regularly check that your CRM, quote, and project stages stay aligned across teams.