If you’re tired of shuffling between HubSpot and your contract system, missing key dates, or copy-pasting deal info into templates, this guide is for you. I’m going to walk you through how to connect Contractbook with HubSpot—without the fluff—so you can automate contract workflows and actually get work done.
It’s not magic, but it is a huge time-saver once you get it running. Let’s cut through the noise and get straight to the setup.
Why bother integrating Contractbook with HubSpot?
Plenty of sales teams, founders, and ops folks use HubSpot for CRM, but contracts still get stuck in email threads or clunky folders. Here’s what you get if you do this right:
- No more duplicate data entry: Deal info moves from HubSpot directly into your contract drafts.
- Automated contract generation: Contracts are created when deals reach a certain stage.
- Contract status in your CRM: No chasing down signatures or wondering “Did we send that NDA?”
- Fewer dropped balls: Automated reminders and clear visibility mean less stuff gets lost.
But, there are limits. You won’t get miracles—just less admin work and fewer errors.
What you need before you start
Let’s keep it real: you’ll need a few things lined up before you can connect these tools.
- Contractbook account: You’ll need a paid plan that supports integrations (check your plan’s features).
- HubSpot account: Works best with Sales Hub (Starter or higher), but you can get by with basic CRM for simple automations.
- Admin access: You’ll need permissions to install integrations and set up workflows in both tools.
- Templates in Contractbook: Have your contract templates ready—don’t try to build automation before you have a solid starting point.
- (Optional) Zapier or native integration: If you want more flexibility, Zapier can fill in the gaps, but Contractbook’s native HubSpot integration covers most use-cases.
Step 1: Set up your contract templates in Contractbook
Don’t skip this. Automating a messy contract template just creates automated mess.
- Use placeholders: Insert variables in your templates (like {{Company Name}}, {{Deal Value}}) so HubSpot data can fill them in.
- Keep it simple: Start with your most-used template (e.g., NDA, MSA, standard sales contract).
- Test manually: Create a contract from the template in Contractbook first. Make sure the placeholders work.
Pro tip: Messy templates cause more headaches than any integration glitch. Get them right upfront.
Step 2: Connect Contractbook and HubSpot
Here’s where the tools actually talk to each other. There are two main routes: Contractbook’s built-in integration or using Zapier.
Option A: Native Contractbook-HubSpot Integration
This is the most reliable if you’re on a compatible plan.
- In Contractbook:
- Go to Integrations in your account settings.
- Find HubSpot and click Connect.
- Authorize Contractbook to access your HubSpot account.
- Choose your trigger:
- Usually, you’ll trigger contract creation when a deal hits a specific stage (e.g., “Contract Sent”).
- You can pick which pipeline and stage to watch.
- Map fields:
- Match HubSpot deal fields to your Contractbook template placeholders (e.g., Deal Name → {{Company Name}}).
- Double-check field types—dates, numbers, and text can trip you up.
- Test the integration:
- Move a test deal to the chosen stage in HubSpot.
- See if Contractbook creates a draft contract with the right info.
What works:
- Clean, direct connection.
- Easy to map fields and set up triggers.
What’s annoying:
- Limited to the triggers/actions Contractbook supports (mostly deal-based).
- Not much flexibility for multi-step workflows or custom logic.
Option B: Using Zapier (for more advanced automations)
If you want more control, or if you need to bridge gaps (like sending data from custom fields or triggering on other objects), use Zapier.
- Sign up/in to Zapier:
- Make sure both Contractbook and HubSpot are connected as apps.
- Set up your “Zap”:
- Trigger: Choose HubSpot event (like “Deal changes stage”).
- Action: Choose Contractbook (“Create Document from Template”).
- Map your fields carefully:
- Zapier lets you pull from nearly any HubSpot field and push it into Contractbook placeholders.
- Watch out for formatting issues (dates, currencies).
- Add extra steps (optional):
- Need to send a Slack alert, update another system, or create a follow-up task? Add more Zapier actions.
- Test everything:
- Don’t skip this. Errors here are usually from mismatched fields or missing permissions.
What works:
- Much more flexibility—custom logic, multi-step flows, filters.
- Works even if you want to trigger contracts from contacts, companies, etc., not just deals.
What’s annoying:
- More moving parts = more things to break.
- Zapier costs can add up if you automate a lot.
- Troubleshooting is more DIY.
Step 3: Fine-tune your workflow
Automating contract creation is just the start. Now, make sure it fits your actual sales or ops process.
- Check the timing:
Don’t trigger contracts too early or late. Usually, “Deal moves to Contract Sent” is a sweet spot. - Decide who gets notified:
Make sure sales, legal, or whoever needs to review the contract gets notified automatically. - Update contract status in HubSpot:
Some integrations let you sync contract status back into HubSpot (like “Sent,” “Signed,” “Waiting”). If not, consider adding a manual step or a Zapier action.
Pro tip: Start with one simple workflow, test it with a real deal, and tweak from there. Over-complicating it from day one just means more pain later.
Step 4: Train your team (and yourself)
Even with the fanciest automation, humans are the weak link. Make sure:
- Everyone knows where to find sent contracts in both systems.
- There’s a clear playbook for exceptions (e.g., custom terms or edits).
- Someone owns fixing things when integrations hiccup (because they will).
Step 5: Keep it healthy—maintain and review
Integrations aren’t “set it and forget it”—stuff changes.
- Review field mappings quarterly:
If you add new fields in HubSpot or tweak templates, your automation can break silently. - Check for errors:
Both Contractbook and Zapier have error logs. Set up alerts or check them regularly. - Update access:
When team members leave or change roles, make sure permissions are still right. - Collect feedback:
Ask your team where the workflow is clunky or missing steps. Tweak as needed.
What to ignore (for now)
- Don’t try to automate every edge case on day one. Manual work is better than a broken process.
- Skip deep custom code unless you have real dev resources and a good reason.
- Don’t sync every single contract: Start with your core sales agreements before adding NDAs, partners, etc.
Wrapping up
Connecting Contractbook and HubSpot isn’t hard, but it’s easy to overthink it. Start simple: automate your main contract workflow, iron out the rough spots, and add complexity later—if you even need it.
Most teams waste time on “perfect” automation and end up with something nobody trusts. Keep your setup as simple as possible, check it regularly, and don’t be afraid to adjust as your process changes.
You’ll spend less time on busywork and more time actually closing deals—which, let’s be honest, is what you really want.