HubSpot workflow
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.
~5 min setup Β· Used by 100+ teams
Trusted by 40,000+ teams
Overview
Generate a UK 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 and its address, the contact's name and email, and every line item from the deal into a Google Doc laid out for the UK: a VAT number on the seller block, VAT called out in the price clause, amounts in pounds, dates in DD/MM/YYYY and England and Wales as the default governing law. 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, Canada 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.
-
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.
-
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.
-
Written for UK sales. VAT, pounds, DD/MM/YYYY dates and England and Wales 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
-
01
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.
-
02
Step 2: Fill the seller block once
The seller details are fixed text in the template: your company name, address and postcode, VAT number, email and phone. Replace the bracketed placeholders once and every bill of sale carries them. Change the governing law if it is not England and Wales.
-
03
Step 3: Check the deal mapping
The buyer and item tags are already mapped to the HubSpot deal's company, contact and line items. The identifying details column holds a bracketed prompt for the serial number, VIN or make and model rather than a merged field, so replace it with your own wording. Add the payment method and delivery location if you want those merged rather than typed.
-
04
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 country'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, street address, city and postal code, plus the contact's first and last name and email. The items table uses each line item's 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 VAT that applies. The template does not add a separate VAT line, so enter line item prices as the amounts the buyer will actually pay. If you need an itemized VAT 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 (CA) 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 (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.
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.
View templateJoin over 40k+ teams using Portant
Portant has been a game-changer for Clipboard! It's saved our sales team countless hours every week by generating order forms, proposals and contracts with info from HubSpot automatically filled in.
With Portant, I run documents directly from HubSpot. No jumping between platforms. No copying data.
Portant replaced three separate tools for us. One platform handles docs, signatures, and follow-ups without leaving HubSpot.
Hundreds of contracts go out in a few clicks. The signed ones come back in, and the rest are easy to spot.
At RepCard, Portant gave us an end-to-end automated workflow inside HubSpot, we replaced manual agreement creation at scale.
We're seeing higher average closed revenue with Portant and faster days to close, it's showing us a material impact on sales velocity.
Love this product. Have been using it for over a year and the integration to Google Workspace is awesome. Lots of credit for listening to your users!
When the executive team asks for an extension document, Portant gets it to them in about an hour, it's empowered my whole team.
Truly a gamechanger! Portant streamlines these tasks and allows me to focus on the things that require my attention and problem-solving!
This software brilliantly takes over the tedious process of creating and sending invoices. This not only saves time but massively reduces errors of data entry.
This product is a gamechanger for all of those painful manual document merges. Love what you and the team have built!
Our reps used to spend 30 minutes per proposal. Now itβs under two minutes and the documents look better than ever.