💡 In this article: You'll discover a comprehensive guide to installing and configuring the HubSpot Integration with SpotDraft, facilitating seamless collaboration between sales and legal teams within your organization.

🛠️  Installing the HubSpot Integration

Seamlessly Unite Sales and Legal Workflows for Optimal Business Operations with this Step-by-step installation guide.

🚀 Introduction

The HubSpot Integration with SpotDraft provides substantial benefits to Sales teams by significantly reducing the sales cycle and contract administration. This is achieved through:

1. Centralized Operations: Maintain operations within HubSpot while legal teams use SpotDraft, ensuring efficient data sync and eliminating manual copying.
2. Streamlined Contract Management: Initiate and manage contracts, such as NDAs and CPQs directly within HubSpot, accelerating the contract initiation process.
3. Visibility and Tracking: Track contract status in real-time in HubSpot, offering immediate insights into the contract lifecycle.

This integration not only bridges the gap between sales and legal but also accelerates the entire sales process, contributing to a faster and more efficient sales cycle.

💡 Tip: To delve deeper into the integration's benefits and how to fully utilize it, refer to the 'Understanding the HubSpot Integration’ guide.

📝 Prerequisites

Guidance for Business Users and HubSpot Administrators: This section ensures you have all the prerequisites in place for a smooth integration journey.

Checklist for HubSpot Integration Setup:

• HubSpot Account: Ensure you have a HubSpot account (free or paid). SpotDraft’s integration is compatible with all account types.
• HubSpot System Administrator Role:
  • The individual with System Administrator access in HubSpot must also have a SpotDraft account, as they will set up the integration.
  • Their email address for both accounts should be identical. (If the HubSpot System Admin needs a SpotDraft account, please follow this guide to create one).
• Ensure Standard HubSpot Configuration: Confirm that your HubSpot is typically set up such that Deals are associated with both Companies and Contacts.
• Verify HubSpot Activation in SpotDraft: To ensure HubSpot integration is enabled, log into your SpotDraft account and go to Settings → Integrations → CRM. Check if the HubSpot card is present, indicating the integration is active.
• Self-Serve Templates: Confirm that your desired templates are self-serve:
  • Go to Manage → Workflow Manager.
  • Click the desired Workflow Title.
  • Click Setup Document & Questionnaire.
  • If you can see this section the templates are self-serve.
    
• Mapping Sheet: A mapping sheet is essential for automating the flow of data between HubSpot and SpotDraft when setting up the Create from template workflow.
  Note. This is not required to upload Third Party Contracts in HubSpot and send them to SpotDraft.
• Select Contract Templates: Determine which SpotDraft contract template requires integration with HubSpot (e.g., CPQ, NDA).
• Request Mapping Sheet: For the selected template, ask your SpotDraft representative for a corresponding mapping sheet.
• Map HubSpot Fields: On the provided mapping sheet, enter the matching HubSpot properties next to the SpotDraft fields. Create custom HubSpot properties if necessary.
• Association Setup: To ensure that the integration can fetch the primary contact and primary company associated with the deal, follow these steps to retrieve the internal name for the association label:
  • Navigate to your HubSpot account and go to Settings.
  • Under the Objects section, select Deals.
  • Click on Associations.
  • Identify the association label for both Companies and Contacts. Take note of the internal names as these will be necessary for the integration.
• Review with SpotDraft: Collaborate with your SpotDraft representative to confirm the accuracy of the mapping sheets.
• Keep Mapping Sheets Accessible: Retain the completed mapping sheets for reference during the integration setup.

Note. Repeat this process for each SpotDraft contract template you plan to integrate with HubSpot. This ensures that each template's unique data needs are met and properly mapped for seamless integration.

Example completed mapping sheet

⚙️ Installation & Configuration

Insights for System Administrators: While this section is detailed for the technical setup, we encourage business users to engage in the process for insights into how their systems and processes integrate.

✋ Installing the SpotDraft app on your HubSpot account.

1 - Log in to HubSpot with Admin permissions and navigate to SpotDraft’s App listing in HubSpot’s App Marketplace.

2 - Click Install app.

3 - Go through the HubSpot’s process to add the SpotDraft App, this will include:

• Confirming your HubSpot account where SpotDraft will be installed.
• Agreeing to Terms & Conditions.
• Connecting the App.

4 - Confirm the Installation by navigating to HubSpot’s Settings → Integrations → Connected Apps You should see the SpotDraft and the Tray.io Apps.

Note. SpotDraft uses Tray.io for this integration.

⚙️ Configuring the HubSpot integration on your SpotDraft workspace

This configuration will enable you to start the contract review and execution process for Third Party Contracts directly from HubSpot. Once this is configured, you’ll be able to use SpotDraft’s ‘Upload for review’ workflow directly from HubSpot.

Note. It will also lay the foundation for your Contract templates in SpotDraft to be used in HubSpot. However the subsequent ‘Configuring the HubSpot integration for individual workflows’ section will need to be completed to use this feature.

Log in to SpotDraft, navigate to Settings → Integrations → CRM, open the Hubspot card select Setup from the top menu, then click on the Connect button on the Generic Settings option to open the setup wizard.

Follow the Setup wizard to:

1. Authenticate your HubSpot account.

1.1 - Click New authentication.

1.2 - Set the authentication name then click on the Create button.

1.3 - Choose the HubSpot account.

Note. tray.io is used by SpotDraft for this integration.

1.4 - Agree to HubSpot’s Terms

2. Configure available workflows and Map Creator Party Entity.

This config wizard page allows you to manage which SpotDraft contract creation workflows are accessible within HubSpot. It simplifies the process of starting contracts directly from a HubSpot deal by providing two default, ready-to-use workflows. Additionally, you can map the Creator Party entity to ensure the appropriate party is associated with each contract created via HubSpot.

2.1 - Decide if you want both the Create from Template & Upload for review Workflows to be available in HubSpot at this moment.

Note. For the ‘Create from Template’ workflow, you’ll need to already have the Template Contract created in SpotDraft and the mapping sheet completed for its questions and then complete the subsequent ‘Configuring the HubSpot integration for individual workflows’ section.

2.2 - If you want to hide either of these workflows, change the visibility to ‘Hide’.

2.3 - Select the HubSpot property from which the relevant entity details (such as Creator Party information) can be fetched for the contract creation process.

2.4 - Click Next.

💡 Note. ‘Create from template’ = ‘Create Contract from Template’ ‘Upload for review’ = Third Party Contract’ Where this configuration applies in HubSpot:

3. Filter Contract Templates

This wizard page sets some groundwork if you plan to use the Create Contract from Template workflow.

The contract creation process in HubSpot can be simplified to only show the relevant Contract Template when needed. For instance, you might want only NDA templates to show up when the deal type is 'New Business', creating a streamlined and focused workflow.

Steps for Configuration:

3.1 - Click on Next if any of the following are true:

• You hid the Create from Template workflow on the previous screen.
• You wish to have all SpotDraft contract templates available for all HubSpot deals.
• You plan to configure this at a later date.

3.2 - If you require specific templates for certain deal types, then do the following before clicking on Next:

• Select the contract Template the filter will apply to e.g. ‘NDA’.
• Select the HubSpot Deal Property to be used in the filter e.g. ‘Deal Type’.
• Enter the values of the deal property, that when true, the template contract should be available in HubSpot E.g. New Business, Existing Business.

Note. Separate ‘Values’ with a comma if there are multiple values to add.

4. Counterparty details

This wizard page captures the core HubSpot fields required as a minimum to create a contract in SpotDraft. The SpotDraft fields on the right have already been paired with the typical HubSpot Values.

4.1 - Ensure the mappings for Counterparty Organization and Point of Contact are correct. If no changes are required, proceed to address mapping.

4.2 - Under Address Mapping, map the Counterparty Address fields from the relevant HubSpot properties.

Note: If the address mapping is empty or not done, the address will not be fetched during the contract creation process.

4.3 – Once all mappings, including the address fields, are confirmed, click Next.

5. Hubspot Configs

This page allows you to configure the fields needed to identify the Primary Company and Primary Contact for contract creation. HubSpot associations are required to filter and identify the primary records, so the internal names of these associations must be added.

5.1 - In the Primary Company Filter field, enter the internal name of the HubSpot association that represents the Primary Company.

5.2 - In the Primary Contact Filter field, enter the internal name of the HubSpot association that represents the Primary Contact.

5.3 - Click Next to proceed to the next step.

Note: The internal names of the associations are crucial to ensure the correct primary company and contact are filtered. If not set correctly, the system will not be able to identify the primary records during the contract creation process.

6. Select snapshot fields

This wizard page enables you to aid the process in HubSpot such that as the salesperson is creating the Contract, key HubSpot properties are shown on the same screen in ‘Deal Details’ simplifying the process for them.

6.1 - Should you choose not to configure the quick reference fields or wish to do so later, you can conclude the wizard by clicking Finish.

6.2 - To add quick references, select the HubSpot property you want to be visible in SpotDraft from each dropdown menu under Deal, Company, and Contact Properties. A typical one is Company Name.

Note. the Deal Name is shown by default.

6.3 - Assign a descriptive label to each property for clarity within SpotDraft.

6.4 - Once the desired properties and labels are set, click Finish to save your configuration.

💡Tip: Engage with the salesperson to determine which HubSpot properties are most useful for them.

Where this configuration applies in HubSpot:

7. After finalizing the wizard by clicking Finish, you will be directed back to the HubSpot Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.

7.1 - To complete the process, simply click the Connect button.

🎉 Congratulations. You can now Upload Third Party Contracts and submit them using the ‘Upload for review’ workflow all from HubSpot!

Note: To use the ‘Create from template’ workflow, please continue to the ‘Configuring the HubSpot integration for individual workflows’ section of this guide.

Configuring the HubSpot integration for individual workflows

💡 Tip: This configuration is required to enable the ‘Create from template’ workflow to be used from HubSpot.

Note. A prerequisite is that the ‘HubSpot - Generic Settings’ needs to have been configured as detailed in the ‘Configuring the HubSpot integration on your SpotDraft workspace’ section of this guide.

Bring your SpotDraft contract template workflows like NDA, MSA and CPQ into HubSpot, enabling salespeople to initiate them directly from HubSpot eliminating the need to copy data from HubSpot and paste to SpotDraft, making it error-free and reducing the time to close deals!

Log in to SpotDraft, navigate to Settings → Integrations → CRM, open the Hubspot card select Setup from the top menu, then click on the Connect button on the Create Template Contracts from HubSpot option to open the setup wizard.

Follow the Setup wizard to:

1. Authenticate your HubSpot account.

1.1 - You can simply click Next on the Authenticate your HubSpot account as that was done when the HubSpot - Generic Settings were configured.

2. Template configuration.

2.1 - Select the Contract Template that the rest of the configuration will apply to e.g. CPQ.

2.2 - Set the allowed actions that the salesperson will have available to them in HubSpot when they are ready to start the Create from template workflow.

E.g. With the default Actions and Priority, in HubSpot this will look as follows:

3. Allowing editing questionnaire on HubSpot

As the contract questionnaire data originates in HubSpot, you can decide whether to allow or restrict users from editing different parts of the questionnaire, both on HubSpot and SpotDraft.

3.1. - To allow users to edit the entire questionnaire on HubSpot, keep the Allow Editing Questionnaire box checked. To restrict users from making any edits to the questionnaire on HubSpot, uncheck this box.

3.2. - To allow users to edit mapped variables for Creator Party on HubSpot, keep the Allow Edits to Mapped Variables for Creator Party box checked. To restrict users from editing the mapped fields for the Creator Party, uncheck this box.

3.3. - To allow users to edit mapped variables for Counterparty on HubSpot, keep the Allow Edits to Mapped Variables for Counterparty box checked. To restrict users from editing the mapped fields for the Counterparty, uncheck this box.

3.4. - If you want to restrict all edits to the questionnaire on SpotDraft after the contract is created, tick the Disallow Edits box. To allow editing on SpotDraft, leave this box unchecked.

3.5. - Click Next to proceed.

Where this configuration applies in HubSpot:

💡 Note: By default, editing is allowed.

4. Hubspot Configs

This page allows you to configure primary associations for the deal, specifically linking it to the Primary Company and Primary Contact in HubSpot. Additionally, you can set up the retrieval of currency information and configure quote data mapping. These settings ensure that the correct entities and data are associated with the contract during creation.

4.1 - In the Primary Company Filter field, enter the internal name of the HubSpot association that represents the Primary Company.

4.2 - In the Primary Contact Filter field, enter the internal name of the HubSpot association that represents the Primary Contact.

4.3 - Check the Get Currency from HubSpot box if you want to fetch a Currency Code from the Deal. Select the relevant currency field from the HubSpot Currency Field dropdown.  If this box is unchecked, you must map the currency fields in the Map Currency Fields section; otherwise, it will default to USD.
Note: Ensure a field is selected to successfully retrieve the currency information.

4.4 - Check the Fetch Quote Data box to enable fetching quote data. Set the Quote Status for Filtering to the appropriate status you want to filter by. This value will be used to identify and filter the quotes in HubSpot.

Note: If more than one quote satisfies the Status filter, an error message will be prompted to recall or delete the duplicate quote.
4.5 - Click Next to proceed.

5. Line Items Mapping

This step is only relevant if a Dynamic Table is present in your SpotDraft contract template and if the line items need to be fetched from HubSpot.

There are three pages of the wizard to map the contract data and set units for duration field types and currency for amount fields. The mapping sheet that was completed as a ‘Prerequisite’ will be used for this. The mapping sheet will detail all of the Contract Template’s questions and have them mapped to HubSpot Properties.

💡 Tip: If the mapping sheet was created some time ago, it’s a good idea to review it and ensure it’s still accurate.

5.1 - With your mapping sheet at hand, locate fields whose SpotDraft Type is 'Dynamic Table' and whose mapped HubSpot field’s object is Line Item.

5.2 - Click Add Mapping so that the ‘SpotDraft Template Table => Columns’ (right column) has a mapping row for each of the fields identified in the previous step.

Note: Some values in the ‘SpotDraft Template Table => Columns’ may appear to be the same with different suffixes; if this is the case, only create a mapping row for those that have the suffix ‘ > Value’.

5.3 - Select the corresponding HubSpot field for each mapping row based on the mapping sheet.

5.4 - Update your mapping sheet to clearly indicate which fields have been mapped.

5.5 - Click Next to proceed.

6. Map Contract data.

There are 3 pages of the wizard to map the contract data and set units for duration field types and currency for amount fields. The Mapping sheet that was completed as a ‘Prerequisite’ will be used for this.

The mapping sheet will detail all of the Contract Template’s questions and have them mapped to HubSpot Properties.

💡 Tip: If the mapping sheet was created some time ago, it’s a good idea to review it and ensure it’s still accurate.

6.1 - Click Add a new mapping such that all ‘SpotDraft Fields’ (right column) have a mapping row.

Note. Questions that were given the Type ‘Duration’ or ‘Currency’ will have multiple fields available, only create a mapping row for the ones that have the suffix ‘ > Value’.

6.2 - Select the corresponding HubSpot Property for each mapping row based on the mapping sheet.

6.3 - Click Next.

7. Map duration fields.

For any contract template questions that have the SpotDraft Data Type set to ‘Duration’ in the mapping sheet, we need to define the duration’s unit e.g. Days, Weeks, etc.

7.1 - Check your mapping sheet for the SpotDraft questions whose Type is ‘Duration’ (these were highlighted when the mapping sheet was created).

7.2 - If there are none, click Next.

7.3 - If there are some, click Add a new mapping such that all ‘Duration’ field types have a mapping row.

7.4 - Set the duration unit for each mapping row.

7.5 - Click Next.

8. Map Currency fields.

For any contract template questions that have the SpotDraft Data Type set to ‘Currency’ in the mapping sheet, we need to define which currency e.g. USD, GBP etc..

Note. The default currency is USD.

8.1 - If the currency is USD or if there are no currency type fields, simply click Next.

8.2 - Check your mapping sheet for the SpotDraft questions whose Type is ‘Currency’ (these were highlighted when the mapping sheet was created).

8.3 - Click Add a new mapping such that all ‘Currency’ field types have a mapping row.

8.4 - Set the ‘Currency’ for each mapping row e.g. Pound Sterling.

8.5 - Click Next.

9. Name and describe the integration for easy identification and management.

💡 Tip: To make it simple to identify the different Contract Templates’ configurations, prefix the ‘Name’ with the name of the Contract template e.g. CPQ, NDA etc..

9.1 - Enter the Name.

9.2 - Enter the Description.

9.3 - Click Finish.

10. After finalizing the wizard by clicking Finish, you will be directed back to the HubSpot Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.

10.1 - To complete the process, simply click the Connect button.

🎉 Congratulations. You can now Create Contracts from Templates, automatically pulling in HubSpot data and submitting them using the ‘Create from template’ workflow, all from HubSpot!

💡 Note. To set up a Contract template for a different contract type, follow the same process again.

✅ Verification

Joint Review by Business Users of HubSpot and SpotDraft as well as the System Administrator: Confirm that the integration functions as expected and delivers the intended value to your operations.

Verifying the integration is a vital step in ensuring that the value promised by the SpotDraft and HubSpot integration is delivered effectively to the business user. Detailed verification from both platforms confirms that the system is fully operational and that data flows accurately in both directions. Here's how to conduct this:

Verify the ‘Upload for review’ Workflow:

1 - Set up a test deal in HubSpot and on the right sidebar of the deal record, locate the ‘Contract by SpotDraft’ widget and click Create Contract.

2 - The SpotDraft App for HubSpot will open, select Third Party Contract.

3 - Review the Deal Details section, and ensure they show the snapshot fields that were configured.

4 - Click Select File and attach a test Third Party Contract.

5 - Check the correct Contract was attached and add any other files (5 max) then click Next.

6 - Select the correct Contract Type, which will:

• Automatically set the ‘Organization Entity’.
• Apply a green tick next to the file name.

7 - Click Upload.

8 - Click Go Back To The Deal on the ‘Contract(s) have been uploaded’ success message.

9 - Back on the deal, check that the Contract by SpotDraft widget in the right sidebar, now contains information from SpotDraft.

Note. This data is dynamic, as the Contract moves along the review and execution process, the ‘Status’ will update in HubSpot.

10 - Click the Name of the Contract in blue text, as this is a link to the contract record in SpotDraft.

11 - Manage the Contract as usual in SpotDraft.

🎉 Congratulations. The Integration to enable the ‘Upload for review’ workflow has been successfully verified. You can now use it to initiate the contract creation, review and execution process for Third Party Contracts.

Verify the ‘Create from template’ Workflow:

1 - Setup a test deal in HubSpot and on the right sidebar of the deal record, locate the ‘Contract by SpotDraft’ widget and click Create Contract.

2 - The SpotDraft App for HubSpot will open, select Create Contract from Template.

3 - Select the template that applies e.g. CPQ.

4 - Click Next once you have selected the ‘Authorised Signatory’ and added/amended other details such as the Point of Contact.

Note. It’s a good idea to add the Point of Contact Address

5 - Review the Contract Information fields. The fields show the Contract Template’s questions, with the values from HubSpot. Use the mapping document used when configuring the Integration to ensure the mapping is correct.

6 - Click Preview Contract.

7 - Check the correct HubSpot data has populated the correct parts of the contract.

Note. The contract can be downloaded if you prefer to review in MS Word or PDF format.

8 - Click Close to return to the ‘Contract Information’ page.

9 - Review the Actions, and ensure they are as configured for the Template’s Integration.

10 - Select each of the Actions to familiarise yourself with their functions.

A. Click Request Review, then ‘Cancel’ to review the next action.

Note. Enables the contract to be sent for internal review.

B. Click Share Contract, then ‘Cancel’ to review the next action.

Note. Enables the contract to be sent via email to any recipient.

C. Click Create Contract Draft, then ‘Close’ to return to the deal screen.

11 - Back on the deal, check that the ‘Contract by SpotDraft’ widget in the right sidebar, now contains information from SpotDraft.

Note. This data is dynamic, as the Contract moves along the review and execution process, the ‘Status’ will update in HubSpot.

12 - Click the Name of the Contract in blue text, as this is a link to the contract record in SpotDraft.

13 - Manage the Contract as usual in SpotDraft.

🎉 Congratulations. The Integration to enable the ‘Create from Template’ workflow has been successfully verified. You can now use it to initiate the contract creation, review and execution process for the template type used in the configuration.

💡 Tip: If you run into any issues and would like some assistance, simply contact your SpotDraft Customer Success Manager (CSM).

💬 FAQs

• Q: Can I use the integration with a free HubSpot account?
  A: Yes, it's compatible with both free and paid HubSpot accounts.

• Q: Are there any additional costs associated with this integration?
  A: No extra fees for the integration; check HubSpot for any API-related costs.

• Q: How do I ensure my HubSpot and SpotDraft accounts are properly linked?
  A: Ensure the email address used for both accounts is identical.

• Q: Can I use this integration to submit Third Party Contracts and our contract templates?
  A: Yes, the integration allows the submission of both third-party contracts and custom templates.

• Q: Who should I contact for technical support or troubleshooting?
  A: Reach out to your SpotDraft Customer Success Manager or email help@spotdraft.com.

• Q: Is the integration capable of handling multiple contract types like NDAs and sales agreements?
  A: Yes, for each contract type, create a SpotDraft template with its questions, then establish a mapping sheet linking those questions to corresponding HubSpot properties.

• Q: How secure is the data transfer between HubSpot and SpotDraft?
  A: The integration uses secure protocols and encryption to protect data transfer.

• Q: Will changes in HubSpot data automatically update in SpotDraft?
  A: The integration currently supports one-way sync; updates require manual entry in SpotDraft.

• Q: Can I customize the SpotDraft contract templates for our company branding?
  A: SpotDraft templates are fully customizable to align with your branding.

• Q: What happens if there's an error during data mapping?
  A: The integration flags errors for review. Ensure mapping accuracy in SpotDraft and HubSpot.

• Q: Can the integration handle contract renewals and amendments?
  A: Renewals and amendments are managed directly in SpotDraft post-initiation.

• Q: How can I track the status of contracts initiated through HubSpot?
  A: Contract status can be tracked in real-time within HubSpot and SpotDraft's dashboard.

• Q: Are there any limits on the number of contracts I can manage through this integration?
  A: Contract management capacity depends on your SpotDraft subscription plan.

• Q: Can I revert a contract to draft after initiating it from HubSpot?
  A: Contracts sent for review or signatures cannot be reverted to draft in HubSpot.

• Q: What if I can’t see the HubSpot integration option in SpotDraft?
  A: Contact your Customer Success Manager or email help@spotdraft.com for assistance.

🏁 Conclusion

Congratulations on successfully setting up the HubSpot and SpotDraft integration! You have taken a significant step towards optimizing your contract management and sales processes. With this integration, your business is now equipped to seamlessly create, track, and manage contracts directly within HubSpot, enhancing efficiency and reducing the sales cycle.

👋 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

• Understanding the HubSpot Integration: A guide focused on the value of the HubSpot and SpotDraft integration, perfect for business users and prospects. It includes practical examples demonstrating the integration's benefits.
• SpotDraft Integration on HubSpot App Marketplace: Visit the SpotDraft integration page on the HubSpot App Marketplace for additional details and user reviews.
• Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.
• Integration Guides for Salesforce and Zoho: Explore our guides for integrating SpotDraft with Salesforce and Zoho, providing insights into other CRM integrations available.