Send documents for signature straight from HubSpot
Getting a contract signed when your team runs on HubSpot usually means leaving HubSpot. You find the contact, copy the name and email across to your e-signature tool, paste it in, send, then come back and note on the record that it went out. Everything you retype is something HubSpot already knew.
The Holosign integration takes out that round trip. You send from the Contact, Deal or Company record you were already looking at, and merge fields pull live values from the CRM so the customer’s name and the deal amount arrive already filled in. The signing status then lands back on the record as it changes.
A native CRM connection like this is often sold as a premium or business-tier upgrade. Holosign includes it on every plan, so a small team gets it on the $19/mo plan without an add-on to buy or a seat to upgrade.
What you send is a template, where the fields and roles were placed once and saved. Our Templates post covers building one. That’s why the send from HubSpot is so short: the layout already exists, so HubSpot only has to supply the data and the recipient.
Connecting your account
Setup happens once, from inside Holosign.
- Go to Settings and click Connect Hubspot
- Hubspot will open and you can select which Hubspot account you want to connect to
- Approve the follow-up questions from Hubspot to enable access
With the integration active, the Hubspot cards can now be placed, they come in two forms, a record tab (center) and a right sidebar card, which do the same job, so most teams add one and leave it.
- Inside Hubspot, click the settings gear icon
- Under Account Management, selected Integrations > Connected Apps
- Click on Holosign and select Settings
- You can now decide wether you want the Holosign card to appear in the center, on the right or both
- Click Manage locations, and select the record types where you would like the card to appear (Contacts, Companies, Deals)
- Check the Holosign checkbox and click Save
You can now now navigate to a Contact, Company or Deal and the Holosign card will appear. If you like you can read more about HubSpot’s app cards settings.
Adding a card to a default view changes the layout for everyone and needs HubSpot’s Customize record page layout permission or Super Admin. Without those rights you can still add it to your own view. For a company-wide rollout, have an admin do it once.
Sending from a record
Open the card and it lists any Holosign documents already attached to that record, each with a status tag. Start a send, choose a template, and Holosign offers a recipient drawn from the contacts associated with the record. Edit the email address or document name if you need to, or type an address if no contact is associated yet.
On send, merge fields that were mapped to HubSpot properties when the template was built fill from that record’s live data. Sends from HubSpot draw on your monthly document allowance the same way sends from the web app do, rather than a separate pool.
Automatic sends from a workflow
If the same document goes out at the same moment every time, say a services agreement when a deal reaches a certain stage, you can skip the manual send. Holosign ships a HubSpot workflow action that sends from a template when a record enrolls, handing back a document ID and URL for later steps in the same workflow.
In a Deal or Company workflow, the enrolled record needs exactly one clear associated contact to act as the signer. Put two contacts on a deal and the action can’t tell who signs. The card avoids that, because you pick the recipient yourself.
What crosses between the two systems
| What moves | Direction | What happens |
|---|---|---|
| Signature status (with timestamp and document link) | Holosign to HubSpot | Custom properties on the record update when a sent document changes state |
| Merge field values | HubSpot to Holosign | Read live at send time, written into that one PDF, never stored |
| Recipients and property schema | HubSpot to Holosign | Associated contacts populate the recipient list, and your property list is read so merge fields can be mapped |
| GDPR contact deletion | HubSpot to Holosign | A contact deleted in HubSpot for privacy reasons is purged on Holosign’s side |
The write-back only fires for documents you sent from a CRM record, and Holosign retries if HubSpot is briefly unavailable. Your contacts, deals and companies are not imported as Holosign records, and property values get read at the moment you send, used to fill that one document, and left at that.