Closing Contracts Without the Chaos: Everis' HubSpot-Native Signing Workflow

When Everis started offering pre-need cremation packages in late 2025, they needed to implement a new contract signing process. That's where I came in.

I'm a consultant who's spent years integrating signing applications across different industries. I've implemented signing workflows for new home purchases with multiple potential signers and complex, conditionally generated documents, as well as simpler use cases like service agreements and warranty forms. My job was to set up Everis' contract workflow in a way that was compliant, efficient, and reliable.

We evaluated a couple of established signing platforms alongside newer HubSpot-native options. What became clear very quickly was that Everis didn't need a heavy enterprise setup — they needed something that fit the way they actually worked.

When signing tools don't fit the process

That perspective comes from experience.

I've spent years working with large, enterprise signing platforms embedded inside CRMs, including through major version upgrades where existing functionality was changed or removed. In those environments, we ran into gaps around merge fields, signing rules, and signer order — all critical pieces when documents are conditionally generated and involve multiple parties.

At one point, I was supporting a workflow with 10+ potential signers across multiple documents. The configuration was complex, but it was essential to how the business operated. When the platform was upgraded, we lost key functionality we relied on. The newer configuration was glitchy, but there was no option to stay on the old version.

For example, you'd add a signer and suddenly the signing order would change, or a signature would no longer be associated with the correct signer. Over time, users stopped trusting that the documents would behave the way they expected.

With software, you expect that if you do A, then B and C happen. When that predictability breaks down, it creates risk. Even simple things like adding merge fields or conditional markups required careful formatting and repeated testing. In some cases, support calls turned into trial-and-error sessions rather than clear solutions. That kind of complexity makes workflows fragile and limits who on the team can safely manage them.

Built to work inside HubSpot, not alongside it

Everis runs on HubSpot. So when I started evaluating signing applications, I focused on tools that worked inside HubSpot rather than sitting alongside it as another system to manage.

That's how I found Portant.

I explored it alongside several other options, but the free tier made it easy to validate whether it was a feasible solution without committing budget upfront. That mattered for Everis. They were launching a new product and needed something that was low cost initially and could grow with them.

More importantly, it worked natively with HubSpot.

Portant was the simplest and quickest signing integration I've ever implemented. I was able to set it up, demonstrate that it worked, and show the team that we didn't need a large enterprise signing account or a complex configuration just to get contracts out the door.

They saw it working, and users were quickly able to start sending contracts for signature with minimal adoption effort. Where other applications required comprehensive training, this workflow was immediately intuitive.

One document, two signers, triggered straight from HubSpot

The setup is straightforward.

The document generates using fields directly from HubSpot, goes to two signers, and the entire process is triggered from within HubSpot. There's no custom API work and no jumping between platforms.

I configured it using a systems user so we have clear visibility into where documents are saved and what's happening at each step. Right now, Everis doesn't need team-based permissions, but when they expand their sales team, we can introduce that without reworking the entire setup.

The configuration matches what they need — and nothing more.

Adding merge fields is refreshingly simple. You just use the field name in curly brackets. There's no special syntax, no hidden rules, and no need to involve support to troubleshoot formatting. It's readable and accessible, which means someone on the team can understand how the document works without needing a consultant.

That's a big deal.

No bloat, no forced upgrades, and it scales

We're adding another document to the workflow soon, and it will be quick to implement. The workflow is easy to configure, easy to trigger from HubSpot, and easy for the team to understand.

From a risk standpoint, that matters. Some integrations require custom code or deep technical knowledge to maintain. With this setup, everything is visible and readable. Anyone can see what's happening and understand how the process works.

There's no bloat, no forced upgrades, and no surprises.

It just works.

If you're using HubSpot and need contracts signed without jumping between platforms, you can get started for free via the HubSpot Marketplace.