Vendor quote import

Atlassian is the only vendor supported today, through the Atlassian Commerce API. If you sell another vendor's software, write to contact@quotexelerator.com and tell us how that vendor sends you quotes.

Connect your Atlassian account

You need an API token and a transaction account from the Atlassian Partner Purchasing Center. The setup guide shows each Atlassian screen.

1. In the Partner Purchasing Center, open Settings, then API Onboarding, and create a token. Copy it right away. Atlassian only shows it once.
2. Open the token under Manage, go to Permissions, and choose Add on your transaction account. Copy the Account ID from that row.
3. In HubSpot, open the QuoteXelerator tab on any deal. If you have no token yet, the card shows the Load from Atlassian form. You can also go to Vendor Connections in the app settings and choose Add a token.
4. Fill in the four fields:
   • Name for this token: any name you will recognise later.
   • Bearer token: the token you copied.
   • Transaction account ID: the Account ID from the Permissions tab.
   • Expiry date: the date you set at Atlassian. We use it for reminders.
5. Choose Test and save.

The token is a key for reading quotes. It is not your Atlassian password and cannot be used to sign in as you.

What Test and save checks

Before saving, we ask Atlassian for quotes with your token. A token can be valid and still read nothing if the quote permission is missing, so we test the part that matters.

• If Atlassian refuses the token, nothing is saved. Check that the token is current and that the transaction account was added under Permissions.
• If Atlassian cannot be reached, nothing is saved either. Try again later.

Import quotes

1. Open the QuoteXelerator tab on the deal.
2. Under Open quotes the card lists the open quotes on your transaction account, a few at a time. Choose Show more to see older ones.
3. The list covers all your customers, so searching is usually faster. Type the full quote number from your customer's email under Quote number and choose Find. Show open quotes takes you back to the list.
4. Tick each quote you want on this deal. You can pick quotes from the list and from several searches, up to 10.
5. Choose Review selection, check the quotes and remove any you picked by mistake. Then choose Use this quote, or Use these 3 quotes if you picked three. The card continues with the recipe step.

We fetch the list from Atlassian each time and keep none of it. Only the quotes you use are recorded. Quotes behind the line items already on the deal are marked Already used.

Open and accepted quotes

The list shows open quotes only. Accepted quotes, including ones your customer has already paid, never appear in it. To use one, search for its number. It shows up with an Accepted tag and works like any other quote.

Drafts, outdated quotes and cancelled quotes cannot be used. If you search for one, the card tells you its status at Atlassian.

Several quotes on one deal

Creating line items replaces every line item on the deal, so quotes that belong to one deal have to be used together. Select all of them before you continue and they become one set of line items.

• All quotes must be in the same currency. The card tells you before the import if they are not.
• You pick one recipe after the import, and it applies to every line item.
• A product that appears in two quotes stays as two line items, each with its own quantity and price. Atlassian prices depend on the user tier and the billing period, so adding the quantities up would change the price. The card names each product that appears in more than one quote.
• You enter conversion costs once, for the total of all quotes.
• A target price applies to the total and is spread across all line items.
• The card warns you when an open quote has expired or expires within seven days, going by the earliest date. Accepted quotes do not count, because acceptance ends the offer. The warning does not stop you.

The card shows which quotes the line items came from while you price them, and the compliance log records them.

Manage your connections

Open Vendor Connections in the app settings. Each token shows its name, its expiry date, when it was last checked, and one of these statuses:

• Working: the last check succeeded.
• Refused: Atlassian rejected the token. It is no longer used.
• Expired: the expiry date has passed.
• Removed: you removed it.

Each token has two actions:

• Test again checks the token with Atlassian now, for example after you changed its permissions.
• Remove stops QuoteXelerator from using it.

You only see your own tokens, even as the owner. Nobody can add or remove a token for someone else.

Replace a token before it expires

Atlassian stops the old token as soon as you rotate it. To avoid a gap, add the new token first and remove the old one afterwards.

1. Create a second token at Atlassian and add your transaction account to it.
2. Add it in Vendor Connections with Add a token.
3. Once it shows Working, remove the old token.

We help you catch expiry in time:

• We check every stored token once a day.
• The person who added a token gets an email 30 days and 3 days before its expiry date.
• The card shows a warning from two weeks before. Importing keeps working until the token expires.

If Atlassian refuses one of your tokens, we switch to another token of yours and mark the refused one. We never use a colleague's token. See Notifications for the reminder emails.

How tokens are stored

A token belongs to the person who added it. We encrypt it before storing it, and nobody can read it back afterwards: not you, not an owner, not our support team. If you lose a token, create a new one at Atlassian.

Personal tokens mean the compliance log shows who read a customer's quotes. When someone leaves your team, their successor adds their own token.

Limits

• QuoteXelerator only reads quotes. It never creates, changes or cancels anything in your Atlassian account.
• A connection reads the transaction account it was set up with. If your token also covers other transaction accounts, those are picked up automatically.
• Quotes cannot be filtered by customer yet. Use the quote number to find a specific one.
• One import takes up to 10 quotes and 500 line items.

Where to go next

• Recipes The pricing rules applied to a quote once it is imported.
• Setup guide The full first-time setup, from install to first line items.
• Compliance logs Where connections and imports are recorded.