Automate contract drafts and HubSpot deal updates
By integrating HubSpot with Contractbook, you can eliminate manual data entry, reduce human error, and keep your deals moving automatically. This guide will walk you through automatically generating a contract draft in Contractbook when a HubSpot deal stage changes, and subsequently updating the HubSpot deal once that contract is signed.
Phase 1: Triggering a Contract Draft from a HubSpot Deal
First, we will set up the automation to generate a contract draft as soon as a specific deal stage is reached in HubSpot.
Set the trigger
Navigate to the Automations tab in the top menu of Contractbook.
Select My automations from the left-hand sidebar.
Click the Create new button in the upper right-hand corner.
Set the trigger event to Deal stage is changed.
Select the specific deal stage that should initiate the flow (e.g., Contract drafted).
Click Save to confirm.
Add conditions (Optional best practise)
You can refine your automation by adding specific conditions under the Only continue if step of the automation setup.
Logic Types: Combine conditions using AND (all conditions must be met) or OR (at least one condition must be met).
Variables: Use the search bar to find HubSpot variables, such as the Deal owner's email, to ensure the automation only runs for specific owners.
Deal Contacts: You can pull Deal Contact list variables, giving you access to any deal contact and their associated properties directly within the automation’s configuration.
Phase 2: Configuring the contract draft action
Next, define what happens when your trigger conditions are met. Under the Then section, click the plus icon and select Create a draft. Choose the specific template you want to use.
A configuration sidebar will open, divided into four key tabs to customize your draft:
Configuration Tab | Purpose | Key Features |
Details | Set the contract draft name and configure parties/signees. | Auto-populates template data, pulls HubSpot variables, and features a public search to instantly find company details (Denmark, Sweden, Norway). |
Data | Insert specific deal information into the contract. | Maps your chosen HubSpot data points (variables) directly into the body of the contract draft. |
Tables | Enrich the draft with dynamic tables. | Connects dynamic tables in your template to HubSpot data sources, automatically populating columns with relevant deal variables. |
Other | Customize the email sent to recipients and signees details. | Allows you to write a personalized message combining standard text with dynamic HubSpot variables. This message will be sent to the draft’s recipients which are defined underneath. |
Document permissions
Phase 3: Updating HubSpot deals post-signature
With the creation phase complete, you can build a second automation to ensure your HubSpot deal automatically updates once the contract is signed.
Set the post-signature trigger
Return to the Automations tab and click Create new.
Select Contract is signed as the trigger event.
Choose Every contract drafted from a specific template and select the exact template used in Phase 2.
Decide if the automation should trigger after Every signature (each time a single signee completes their part) or only upon the Final signature (when the document is fully executed).
Click Save.
Add conditions (Optional)
Just like in Phase 1, you can use the Only continue if feature to restrict when this automation runs. In this phase, your conditions will be based on variables pulled directly from the signed contract you have selected.
Configure the Update deal action
Under the Then section, select Update deal from the drop-down menu.
Specify the correct deal by mapping the Deal ID from the selected template's data fields, or by typing it manually.
Select which HubSpot deal properties you want to update (e.g., changing the deal stage to Closed Won).
Map the required values using data fields, document ownership, signee information, automation or document details, plain manual text input.
Phase 4: Publish and run
Once you have configured your triggers, conditions, and actions for both phases, give your automations a clear name in the upper left corner and click Publish.
Your Contractbook and HubSpot integration is now live, ensuring a seamless, error-free workflow from the moment a deal is drafted to the second the contract is fully signed.
For more details on required HubSpot properties for a successful integration, view the property guide, or check out our expert video demo to see the integration in action.
Helpful guides: