How RepCard automated every client agreement without leaving HubSpot

We're a software company, so I'm used to building systems. But when it came to our own client agreements, we had almost nothing in place. For most clients, there was no formal agreement at all. I was manually creating documents for a handful of our biggest accounts, and everyone else just went without.

That wasn't sustainable. As we grew, we knew we needed agreements for every client, not just the big ones. The question was how to do it without it becoming someone's full-time job.

Building agreements by hand, one client at a time

Before Portant, our agreement workflow was essentially me, a Google Doc, and a lot of copy-pasting. I'd manually create a custom document for each large client, plug in their specific details like pricing and user counts, then move it into a signing tool to get it over the line.

I'd used DocuSign before, and honestly, it wasn't my favourite. It felt expensive for what it was, and the process was heavier than it needed to be. I'd also used SignNow, which I actually liked, but it didn't integrate with HubSpot the way we needed. With both tools, I was still doing the same thing: building the document by hand, then uploading it somewhere else to get a signature.

For a handful of clients, that was manageable. But we wanted to move to agreements for everyone, and there was no way to scale a manual process like that across the whole team.

Finding something that actually worked inside HubSpot

We run everything through HubSpot, so whatever we used had to live there. I looked at HubSpot's own quoting tools, but they didn't give us the flexibility we needed. Every one of our client agreements is different. Different user counts, different pricing, different terms. We needed full customization, not a rigid template.

I found Portant through the HubSpot Marketplace, and what caught my attention immediately was the ability to pull HubSpot fields directly into a document template. No manual data entry. No switching between tools. Just fill in the deal fields, process the document through Portant, and it comes out customized for that specific client.

For our use case, that was exactly what we'd been missing.

One template, every client, fully customized

The way we've set it up is straightforward. We have a set of fields on each HubSpot deal that our sales reps fill out: user count, pricing tier, billing details, that kind of thing. I've also created some calculated fields in HubSpot that run in the background, working out totals and line items so the agreement reads like a proper invoice.

When a rep is ready, they process the document through Portant. It pulls everything from those HubSpot fields into our Google Doc template, generates a fully customized agreement, and sends it to the client for signature. After signing, the workflow handles the follow-up too. We use HubSpot payments, so the client automatically gets their payment link through the Portant workflow.

The whole thing runs end to end from HubSpot. Reps don't need to open another tool or ask me to create anything. The template is there, the fields do the work, and Portant handles the rest.

I also love that Portant uses Google Docs as the template layer. I didn't even know you could add signature fields to a Google Doc until we started using Portant. Once I figured that out, I started using it for one-off internal documents too, things that aren't part of the automated workflow but still need a signature. I don't even use our old signing tools anymore.

Reps don't need me anymore, and that's the point

Before, I was the bottleneck. If a deal needed an agreement, it came through me. I was the one building the document, checking the numbers, sending it out. I was "the keys to the kingdom," and I didn't want to be.

Now, the process belongs to the team. Every rep can generate their own agreements directly from HubSpot. They fill in the fields, hit process, and it's done. I don't need to touch it unless something unusual comes up.

For me, the biggest win is the customization. I'd describe Portant as a better option than HubSpot's built-in quoting, purely because of how flexible it is. Every client gets a document that's tailored to their deal, with accurate totals and professional formatting, without anyone having to build it by hand.

And the Portant team has been great at listening. I've flagged a few things over time, not complaints exactly, just "this would make my life easier" kind of feedback. They've been responsive and genuinely interested in how we use the product. That matters when you're building your sales process around a tool.

If you're running your sales through HubSpot and you've outgrown manual documents or rigid quoting tools, Portant is worth a look. It's given us a proper agreement process where we had none, and it scales with us as we grow.

Start for free and see how it works inside your HubSpot.