Order Form/Quote Form

Smart CRM & Sales Hub CRM
1

I am looking to streamline an input of information into HubSpot.

We currently have our inside sales team fill out an order/quote sheet when our customers call in (we only have customers call in or go through email). This order sheet helps them stay organized when inputting their orders and keeping track of the 100’s of orders that they handle.

Currently this is a seperate form they fill out and attach as a pdf to a contact in HubSpot and then they manually log a call with the customer. Ideally, I would like to be have some type of writable document in HubSpot that will attach to the customer automatically and then it would also log as a call.

I would think that playbooks would be a great tool for this but a playbook retains information that was previously input on it. So if customer x orders something one week and they use a playbook, the next time customer x orders something, all of that information stays on the playbook from the previous orders. We cannot use deals for this purpose as we have an integration with our ERP software. This is mostly an administrative tool for our team.

2

Hey @rspencer01,
How’s it going?
We have an document automation app for HubSpot called Portant. It can automate order forms like this in the following way:

  1. User can click a button in HubSpot and generate the order sheet, this order sheet can prefill some basic info from the contact.
  2. Then the user can add their customisation to the document. e.g. open the document from HubSpot and enter the order details.
  3. Then the order sheet can be converted to a PDF and optionally automatically sent to the customer.
  4. The last part would be to build a HubSpot Automation that logged a call everytime this document cas completed.

Does that sound helpful?

We have some docs to help you get started: HubSpot | Portant Docs but if you need any additional help, please feel free to email me james@portant.co and we can set up a call.
Cheers,
James - CEO @ Portant

Portant App for HubSpot: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-hubspot-google-docs-in…

3

Hey @rspencer01 ,
Playbooks provide a structured framework for executing common tasks or workflows, ensuring consistency in how tasks are performed across your team or organization. This standardization helps maintain quality and efficiency in your operations. If we create the contact, then all the playbooks created by the contact are easily accessible. We can label them as per our requirements. For example, a ‘Sales Call’ playbook. Then, the salesperson can open the contact and review the questions they will cover in the meeting, and you can update the question as well.
You can also create custom playbook templates specifically tailored for order/quote entry. These templates should include writable fields where your inside sales team can input order details, customer information, and any relevant notes.