Throughout the deal stages, I want a deal to generate document and send to the customer automatically. In some stages, I would like to send the document with a signed receipt to be sent back and some documents without.
I can generating the documents via custom code and want to put it in the notes. After, I want HubSpot to send those documents to the customer. What is the best approach to this problem?
Hey @KNguyen0,
Thanks for posting in the Community!
This sounds like an intriguing use case. While I’m not sure we currently have the means by which we can achieve this natively within HubSpot, I’d like to tag in a few Community experts to ensure I’m not missing anything. @Anton, @Kevin-C, and @evaldas - any ideas on how this might be achieved?
Shane, Senior Community Moderator
we’ve actually set up something very similar to this for a client recently, so this is a use case we know well.
The cleanest approach is a workflow triggered by deal stage change, combined with a document tool that has a native HubSpot integration. HubSpot doesn’t send documents generated from custom code natively. What works in practice is connecting PandaDoc or HelloSign to HubSpot. When a deal moves to a specific stage, the workflow triggers document creation and sends it to the contact automatically. The activity logs back on the deal record so you have full visibility.
For your two scenarios: Stages requiring a signed receipt:- HelloSign and PandaDoc both handle this well. The workflow sends the signature request, and a deal property updates automatically when the document is signed or declined. You can branch your workflow off that status to control what happens next.
Stages that just need a document sent:- a workflow email action with the document attached is the simplest route here. No signature tooling needed for these stages.
The notes approach wont work reliably for automated sending. HubSpot doesnt trigger outbound emails from note content, so the workflow plus integration setup is the more stable path and gives you proper tracking.
What tool are you using to generate the docs via custom code? That’ll help narrow down the best way to connect it.
Currently, we have a workflow that sends a webhook to my server, which creates the document via jinja2 templates. This is option is more customisable as I also need to pull information from other sources i.e netbox. Is it possible to send the generated doc straight hellodoc or pandadocs?
Hey @KNguyen0,
Thanks for following up here!
I want to re-tag @JetStack for visibility.
Shane, Senior Community Moderator
So sorry to keep you waiting @KNguyen0
Yes, both HelloSign and PandaDoc support this. The cleanest path given your setup is PandaDoc since it has a proper API that accepts externally generated documents.
The flow would look like this: your webhook generates the document from Jinja2, then makes a POST request to the PandaDoc API to create a document from that file, adds the recipient and signature fields, and sends it. PandaDoc then handles delivery and tracks signature status back to HubSpot via their native integration.
HelloSign works similarly through their API but PandaDoc’s HubSpot integration is tighter if you want signature status to update deal properties automatically without additional custom code.
For the Netbox data pulling part, that stays in your existing webhook logic since youre already handling the data assembly before the document is generated. PandaDoc and HelloSign just receive the finished document.
Thanks for getting back, I’ll try this option