LoopfourSend a contract when a deal closes
Build a workflow that creates a contract from your PandaDoc template and sends it for signature when a HubSpot deal reaches the stage you choose.
The job
A salesperson moves a deal forward in the CRM. Someone then copies the customer, price and term into a contract template, checks it, and sends it for signature. Delays here hold up billing.
By hand
With Loopfour
How the workflow runs
- TriggerA deal changes stage in HubSpotThe workflow listens for changes to the deal stage.
- DecisionIs it the stage you chose?Other stage changes end the run without a contract.
- StepRead the deal and contactLoopfour gets the deal amount and the customer contact from HubSpot.
- ApprovalFinance approves non-standard dealsOptional. A rejection stops the run before a contract is created.
- OutputContract created and sentPandaDoc creates the contract from your template and sends it for signature.
What you need
- Template: there is no ready-made template for this job. You build it by describing it in chat, using the steps on this page.
- Systems to connect: HubSpot and PandaDoc.
- In PandaDoc: a contract template with the fields you want filled, such as customer name, amount and term.
- Who approves: optional. For example, your controller for deals with a discount or unusual terms.
Set it up
Connect HubSpot and PandaDoc
Go to Integrations and connect both systems. See Connect a system.
Describe the workflow in chat
On Home, describe the job. For example: "When a HubSpot deal's stage changes to contract sent, get the deal and its contact, create a PandaDoc document from my Order Form template with the amount and customer name, and send it." See Build a workflow by describing it.
Check the trigger
Open the trigger step. Event should be Deal: Property Change and Property Name should be the deal stage. Make sure a Condition step follows it, so only your chosen stage creates a contract.
Add an approval if you need one
Add a Condition that tests for a non-standard deal, such as a discount over a set amount. On the yes path, add an Approval step with the approver's email. See Add an approval step.
Deploy, then test
Use a test deal and your own email as the recipient. Select Deploy, then Run with that deal. Check the PandaDoc document before using real customers. See Deploy, test and change a workflow.
Run works only when the workflow is Active. Deploying also switches on its trigger; choose a safe schedule or test source before deploying. Runs make real changes in connected systems.
What you review
- Approvals: non-standard deals wait under Approvals until someone decides.
- Each run: under Runs, each run shows the deal that started it and the document PandaDoc created. Runs where the stage did not match stop at the Condition step.
- Who did what: the Audit trail tab under Runs records workflow changes and decisions made in Studio. Decisions from email or Slack are kept on the run. See Export the audit trail.
Adapt it
- Create, but do not send: remove the send step, so sales reviews each contract in PandaDoc and sends it.
- Tell the deal owner: add a Slack message to the deal owner with a link to the document.
- Then invoice: once the contract is signed, invoice the customer. See Create an invoice when a deal closes.
Create an invoice when a deal closes
Set up a workflow that turns a signed contract or a won deal into a sent invoice, with an approval step for larger amounts that you add.
Set up a new customer across your systems
Build a workflow that creates matching customer records in your ledger and billing system when a new company is added to your CRM.