Contract management recommendations

[OliverMUK]

Hello,

I am evaluating HubSpot and need to understand the best way to handle our company's contracts. I know that historically HubSpot has required third-party apps for this.

What are the recommended solutions, including both HubSpot's native capabilities and third-party apps, for managing the entire contract lifecycle?

Olly

[Moderator Note: this post has been optimized for clarity and updated with the latest product information. Thank you for your contributions to the HubSpot Community!]

[louischausse · Accepted solution]

Hi @OliverMUK 

Unfortunately, that is not something that HubSpot can manage out-of-the-box.

That's why we've built a Recipe to handle that. A Recipe is a small process that you can install in your HubSpot portal. This doesn't require any third-party tool.

Here's a video of how it works:

Watch the video!

Renewal deals are created automatically for each closed-won deals with a known contract end date. Then, a task is generated with a reminder date XX days before that contract end date to notify the deal owner (or another user of your choice) that the renewal is coming soon.

Other settings and configurations are also available to suit your use case.

If you are interested, we can have a chat to setup this recipe on your HubSpot portal.

Learn more here

[iamtomgray]

Hi @OliverMUK 

Nice to meet you!

We have an app for HubSpot called Portant. It will give you more control over the data included in your contracts (including using any Custom Property, custom objects, or performing custom calculations on the properties).

We use Google Docs, Word, Sheets, Slides or Powerpoint to allow you to design the contract to look exactly the way you want it to. For e-signatures, Portant includes eSignature workflows that integrate directly with HubSpot so you can create, send and track signed contracts from within your CRM.

For example, Portant can:

• source and use any data connected to your HubSpot Deal/Company/Contact (custom properties and objects included) to populate contract templates;
• generate contracts from Google Docs/Sheets/Slides templates and send eSignature requests from the workflow;
• save contract details and signed document links as custom properties on your HubSpot record so you can automate reminders, renewal deals and workflows;
• be used as an action within a HubSpot record or as part of a HubSpot workflow to automate reminders (90/60/30 days) and renewal processes;
• allow you to manage who signs which part of a document using HubSpot contact association labels.

We have docs to help you get started and show how Portant works with HubSpot and eSignatures: https://docs.portant.co/portant-docs/sources/hubspot

If you’d like to see it in your portal or talk through a contract workflow (renewals, term changes, reminders and eSignatures) please feel free to email me tom@portant.co and we can set up a call.

Cheers,
Tom

VP of Marketing @ Portant

Portant App for HubSpot:

https://ecosystem.hubspot.com/marketplace/apps/portant-hubspot-google-docs-integration

[Jaycee_Lewis · Accepted solution]

Hey, @OliverMUK 👋 Here's a quick 2025 update on your question:

• Use HubSpot's native tools for a streamlined, all-in-one quoting and signing process — HubSpot AI-powered CPQ
• For advanced document creation and negotiation, PandaDoc is a top choice
• For enterprise-level security and compliance, DocuSign is the standard

I hope this helps! — Jaycee

[averyguest]

We're thinkng about using a custom object to accomplish this but would love to have more capabilities such as: 

1. editing the sharing of a document once it's attached to an object, not just within the files section on hubspot
2. ability to hide some accounts to other users (ie. if their type is vendor, and we only want to have them visible to whoever needs to manage vendors)

[Caroline_S_Lane]

Hi! 

My understanding is that you can do this easily within Hubspot now with payments and workflows. You should also be able to do this using the term and workflows.

[louischausse]

It depends what you mean by contract management.

If you just need to upload pdf documents and attach them to HubSpot records (contacts companies or deals) it can be done easily. Like this:

https://knowledge.hubspot.com/contacts/add-and-remove-attachments-from-records

If you want something to manage quotation, terms, e-signature, etc, you should look at built-in HubSpot Quotes: 

https://knowledge.hubspot.com/deals/use-quotes

If HubSpot quotes are not enough for you, you could look at theses integrations:

• Qwilr
• Proposify
• Pandadoc

Don't forget to mark my reply as a solution if you are satisfied. If not, do not hesitate to ask me anything!

[KAgosta]

Are there any updates to the list of recommended contract software? We need to create a contract for corporate sponsorships. The quote template is too limited as it is designed. Currently, as a workaround, we're also looking at contract templates in email messages.  however, this is plan b if all else fails to meet our needs.   

Thanks,

Kathy Agosta

[OliverMUK]

Thanks.

At the very least we need to be able to record the start and end date of contracts and have a reminder sent out 90 days before etc.

It would be nice to have the agreement itself available but we already have that in Teams so we can use a custom URL field on the company record to store the location.

[louischausse · Accepted solution]

Hi @OliverMUK 

Unfortunately, that is not something that HubSpot can manage out-of-the-box.

That's why we've built a Recipe to handle that. A Recipe is a small process that you can install in your HubSpot portal. This doesn't require any third-party tool.

Here's a video of how it works:

Watch the video!

Renewal deals are created automatically for each closed-won deals with a known contract end date. Then, a task is generated with a reminder date XX days before that contract end date to notify the deal owner (or another user of your choice) that the renewal is coming soon.

Other settings and configurations are also available to suit your use case.

If you are interested, we can have a chat to setup this recipe on your HubSpot portal.

Learn more here

[MaryKable]

Can Recipe be used to create reminder/alert workflow for changes in contract terms? Example: Year 1 - $5000, Year 2 $6500. Ideally we want to set up alerts prior to the payment term change. This would be in additon to setting up contract renewal alerts at 90/60/30 days prior. 

[louischausse]

This is not covered by the Recipe but this can be set up in HubSpot.

A few questions:

1. Do you want to send that alert to the customer or the deal owner?
2. What do you mean by Payment term change? This is the close date of the renewal deal?
3. You want to send the alert if the amount of the renewal deal is different from the previous deal?

[MaryKable]

1. Do you want to send that alert to the customer or the deal owner? the deal owner and our controller (do they have to be a Hubspot user)
2. What do you mean by Payment term change? This is the close date of the renewal deal? Our deals can have a 36 month renewal period, but the terms within that period change each year.
3. You want to send the alert if the amount of the renewal deal is different from the previous deal? They are not really renewals, they are payment term changes. These occur each year within the contract period which can range from 12-48 months.

[CYoung6]

Louis, 

Sending you an email

[OliverMUK]

Thanks. Would be interested in knowing the costs.

[louischausse]

Hi @OliverMUK 

Thank you for your interest in RenewalSpot.

Just sent you more information in a direct message.