HR document automation
Employment Contract
Send a personalised employment contract to every new hire from the same Google Sheet your team already keeps. Portant merges the row into a Google Doc, collects the candidate's eSignature, and files the signed PDF in Drive.
~5 min setup · Used by 100+ teams
Trusted by 40,000+ teams
Overview
Send a signed employment contract to every new hire from one Google Sheet
People Ops keeps the new hire spreadsheet up to date with names, titles, salaries, start dates, and managers. Then someone copies each row into a Word doc, fixes the spacing, attaches it to an email, and waits days for the candidate to print, sign, and scan it back. By the time the contract returns, the start date is already on the calendar.
This template keeps the Sheet as the source. Portant reads each new hire row, merges the fields into your HR approved Google Doc, and sends the contract to the candidate through eSignatures. The signed PDF lands back in the employee's Drive folder with a clean file name, so HR has the executed copy on day one.
It suits People Ops coordinators, first HR hires, and founders running hiring at SMB and mid-market companies bringing on five to fifty people a year. The full flow ladders up to contracts, alongside offer letters, NDAs, and sales agreements run from the same Sheet.
Who is this for
Is this template right for you?
Legal, sales, and operations teams managing recurring agreements.
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Offers signed the day they're extended. Portant data merge fills the contract from the new hire Sheet and eSignatures sends it straight to the candidate, so most signed offers come back inside a few hours.
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One template the whole HR team trusts. People Ops owns a single Google Doc and Portant only changes the merged candidate fields, so legal stops reviewing one off Word edits each time someone hires a new role.
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Executed PDFs filed in the right Drive folder. Portant output management writes the signed PDF into the employee's department folder with a clean file name, so onboarding, payroll, and audits find it without asking HR.
Setup
How to set up the employment contract workflow
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Step 1: Connect Google Sheets and Google Docs
Open Portant, sign in with the Google account that owns your new hire Sheet, and authorise the Drive folder where People Ops keeps the employment contract template.
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Step 2: Map merge tags to the Sheet columns
In the workflow editor, drop merge tags into the Doc for candidate name, role, salary, manager, start date, and benefits, then point each tag at the matching column in the new hire Sheet.
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Step 3: Add manager and People Ops approval
Turn on approval workflows so the hiring manager and People Ops review the merged Doc before Portant sends it to the candidate.
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Step 4: Send for signature and file the PDF
Add the eSignature step for the candidate, set the file name pattern, and tell output management which Drive folder to drop the executed PDF in.
Frequently asked questions
An employment contract template should include the parties' legal names and addresses, job title, start date, compensation, benefits, working hours, confidentiality terms, and at-will or notice clauses. Portant fills every variable from the new hire row in Google Sheets, so the legal text in the Google Doc never changes between candidates.
No. An offer letter outlines the headline terms a candidate verbally accepted, while an employment contract is the binding agreement they sign before starting. Many HR teams use the same Portant workflow for both, with two Google Docs templates pointing at the same new hire Sheet column for offer status.
Yes. Portant generates each contract from the new hire row in Google Sheets, fills the Google Doc, and sends it to the candidate through eSignatures from the same workflow. The signed PDF saves into the Drive folder you choose, so People Ops never has to chase the file.
Connect your new hire Google Sheet to a Google Docs template in Portant, then add the eSignature and approval steps once. From then on, every row that hits Hired status generates the contract, routes it for sign off, sends it to the candidate, and files the signed PDF in Drive.
Store every commercial field in one column of the new hire Google Sheet and let Portant pull the value into each contract. Finance, HR, and the candidate see the same number on the signed Doc, so equity grants and bonus terms never drift between the offer email and the executed agreement.
Yes. Most HR teams export ATS rows into the same Google Sheet they already maintain, then Portant runs the workflow from there. Recruiters using HubSpot can also trigger the same employment contract template from a deal or company record without rebuilding the Google Doc.
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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 it’s under two minutes and the documents look better than ever.