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November 18, 2015

Populate Contracts for New Customers in Hubspot CRM

Organizing all of your leads and prospects in a CRM like Hubspot CRM can be a great way to improve your sales process.  From tracking new leads, to organizing your open deals, Hubspot CRM can fit right in with sales team.

Along with saving all this data in Hubspot CRM, you can use WebMerge to automatically populate documents like letters, contracts, and more.  You’ll never have to copy and paste again!

In this example, we’re going to show you how to automatically generate a contract when the Lifecycle Stage of a contact in Hubspot is updated to “Opportunity”.  We’ll be using our friends over at Zapier to help with the integration between Hubspot and WebMerge, and we’ll send the contract to Docusign for e-signature.

To get started, we’re going to setup our contract template using a Word document.  In this Word document, we’re going to add all of our normal contract clauses and then we’re going to add merge fields for where we want the contacts information to be placed in the contract. Merge fields look like {$FirstName}, {$LastName}, etc.

Here’s what our contract template looks like:

Since we’ll be using Docusign to collect a signature on our contract, we need to add the signature anchor tags.  Docusign will detect these anchor tags and automatically place the signature in that spot in the document.  The signature tag looks like this:   \s1\

Once we have our template finished, we need to upload it to WebMerge.  From the Documents page in WebMerge, click New Document and then give it a name.  On the next step, pick Office Document as the document type and then pick the file from your computer.

After you’ve uploaded your template, you’ll be taken to the Settings tab.  On this page, you can change settings like the type of file that is generated and the name of the file.  For this example, we’ll be generating a PDF and we’ll include the name of our customer in the file name.

Next, we’re going to setup our Docusign delivery so that our contract is automatically sent over to Docusign for signature.  From the Deliver tab, click the New Delivery button and select Docusign. 

Once you authenticate your Docusign account, you’ll see the Docusign settings.  You’ll need to define the signer name and email so that the signer is emailed a link to sign the document.

That finishes the setup process in WebMerge, so now we’re going to setup the integration with Zapier so that when our contact is updated in Hubspot CRM, the information is automatically sent over to WebMerge.

Inside Zapier, click the New Zap button.  For the Trigger, you’re going to select Hubspot CRM and then New Contact Property Change as the trigger.

Zapier will have you authenticate your Hubspot CRM account.  Then, you’ll be taken to a page where you’ll need to pick the property that we’ll be looking for to change.  You’ll need to pick the Lifestyle Stage field.

We now need to add a filter so that the merge only triggers when the stage is “Opportunity”.  Click the Add Filter button on the left and then pick the Lifestyle Stage field, then pick Text Exactly Matches, then enter Opportunity.

Next, you’re going to setup the Action that will send data to your contract.  For the Action, pick WebMerge as the app and then Create Document Merge as the action.

After you’ve authenticated your WebMerge account, you’ll be taken to a page where you need to pick the contract document from the list of WebMerge documents. 

Once you pick the document, Zapier will load a list of the merge fields that are in your contract.  For each of those fields, you’ll need to pick the corresponding Hubspot CRM fields.

After you’ve mapped all of the fields, go ahead and save the Zap, then turn it on.  Now, when you update a contact in Hubspot CRM, Zapier will detect the change and send the data to WebMerge.

Go ahead and run a test!  Login to Hubspot CRM and update one of your contacts to the Opportunity stage.  Within a few seconds, that contact’s data will be sent over to WebMerge, the contract will be generated, and then will be sent over to Docusign.

Here’s what our merged contract looks like:

Congrats, you’re all done!  You can now automatically generate all kinds of documents from Hubspot CRM.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

7 min read

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