HubSpot workflow
Bill of Sale (CA)
Record a one-time transfer of goods from a HubSpot deal. Portant fills the buyer block, the items sold and the total sale price into a Google Doc written for Canadian sales, then sends it to both parties for signature.
~5 min setup Β· Used by 100+ teams
Trusted by 40,000+ teams
Overview
Generate a Canadian bill of sale from a HubSpot deal
A bill of sale is a short document, which is exactly why it gets retyped. The buyer's legal name, their address, the serial number and the agreed price already sit on the HubSpot deal, and someone copies them into last month's file anyway, then checks the total twice.
This template takes that job away. Data merge pulls the buyer company, the contact's address and email, and every line item from the deal into a Google Doc laid out for Canada: a Business Number (BN) on the seller block, GST/HST called out in the price clause, Ontario as the default governing province. eSignatures go to the seller and the buyer from the same workflow.
It suits dealers, equipment resellers and small businesses that sell goods through HubSpot and need a signed record of the handover. Regional siblings cover Australia, the UK and the US, and the whole family ladders up to contracts.
Who is this for
Is this template right for you?
Legal, sales, and operations teams managing recurring agreements.
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A signed record in minutes, not days. The document is generated from the deal the moment the sale is agreed and goes straight to both parties for signature, so the handover is documented while the buyer is still on the phone.
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Names and numbers match the CRM. Every buyer field and every price comes from HubSpot, and the total is a formula over the line items, so the document that proves the sale cannot disagree with the deal that recorded it.
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Written for Canadian sales. Business Number, GST/HST and provincial governing law are already in the template, with the as-is condition clause and the seller's promises of clear title built in.
Setup
How to set up the bill of sale workflow
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Step 1: Connect HubSpot and Google Docs
Open Portant, install the HubSpot app from the Marketplace, and connect the Google Drive account that will hold the bill of sale template and the generated documents.
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Step 2: Fill the seller block once
The seller details are fixed text in the template: your company name, address, Business Number (BN), email and phone. Replace the bracketed placeholders once and every bill of sale carries them. Change the governing province if you are not in Ontario.
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Step 3: Check the deal mapping
The buyer and item tags are already mapped to the HubSpot deal's company, contact and line items. Confirm the properties match how your portal names them, and add the payment method and delivery location if you want those merged rather than typed.
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Step 4: Set the trigger and signing order
Choose the deal stage or app card button that starts the run, set who signs first under eSignatures, and tell output management where to file the signed PDF.
Frequently asked questions
A bill of sale is a document that records the transfer of ownership of goods from a seller to a buyer in exchange for payment. It names both parties, identifies the items (often by serial number, VIN or make and model), states the price and confirms when ownership and risk pass. This template generates one from a HubSpot deal in about a minute.
It depends on what you sell and where. For most everyday goods a signed bill of sale is the clearest evidence that ownership changed hands and that the seller was paid. For vehicles and other registered assets, your province's own transfer process applies and may need its own forms, so check it first. The template itself is a starting point, not legal advice.
The buyer block uses the deal's associated company name and the contact's street address, city, state or region, postal code, first and last name and email. The items table uses each line item's name, description, quantity and net price, and the total is a formula over those prices. The sale date comes from the run timestamp.
The payment clause states that the purchase price includes any GST/HST that applies. The template does not add a separate tax line, so enter line item prices as the amounts the buyer will actually pay. If you need an itemized tax line, add it to the Google Doc and map it to a deal property.
Yes. The signature section has a block for each party. Portant sends the document to both for eSignature in the order you choose, and the signed PDF saves back on the HubSpot deal. The buyer's name is filled from the contact record so they only need to sign.
Yes. The same workflow ships as Bill of Sale (AU), Bill of Sale (GB) and Bill of Sale (US), each with the tax wording, address format and governing law adjusted for that country. Pick the one that matches where the seller operates.
Related templates
Bill of Sale (AU)
Record a one-time transfer of goods from a HubSpot deal. Portant fills the buyer block, the items sold and the GST-inclusive total into a Google Doc written for Australian sales, then sends it to both parties for signature.
View template
Bill of Sale (GB)
Record a one-time transfer of goods from a HubSpot deal. Portant fills the buyer block, the items sold and the total sale price in pounds into a Google Doc written for UK sales, then sends it to both parties for signature.
View template
Bill of Sale (US)
Record a one-time transfer of goods from a HubSpot deal. Portant fills the buyer block, the items sold and the total sale price, with sales tax added in, into a Google Doc written for US sales, then sends it to both parties for signature.
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