HubSpot workflow
Order Form (US)
Capture a customer's order straight from a HubSpot deal. Portant fills the customer block, the line items and the calculated order total into a Google Doc with dollar amounts and Sales Tax, then sends it for signature.
~5 min setup Β· Used by 100+ teams
Trusted by 40,000+ teams
Overview
Generate an order form from a HubSpot deal
An order form only helps if it matches what was agreed, and the agreed order is already on the HubSpot deal: the customer, the products, the quantities, the prices. Retyping it into a form is how a quantity typo reaches the warehouse or the invoice.
This template skips the retyping. Data merge fills the customer's address block and attention line, numbers the order from the deal's record ID, and lists each line item with quantity, unit price and amount. The subtotal, Sales Tax and order total are calculated from the line items, and eSignatures send the form to the customer to sign.
It suits distributors, resellers and hardware or product teams that confirm orders through HubSpot. For ongoing supply, it pairs with Sales Agreement (US), and the whole set ladders up to quotes.
Who is this for
Is this template right for you?
Sales reps and RevOps teams who generate quotes from CRM deals.
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An order confirmed while the customer is still engaged. The form is generated from the deal the moment the order is agreed and goes straight to the customer for signature, so the order is documented before anyone moves on.
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Totals that add up. The subtotal, Sales Tax and order total are formulas over the deal's line items, so the form always agrees with the numbers you quoted.
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Terms on the form, not in someone's head. Payment terms, change rules and the cancellation clause are printed on every order, so customers see how changes before dispatch and cancellation costs work.
Setup
How to set up the order form 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 order form template and the generated documents.
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Step 2: Fill the supplier block and terms once
The supplier block is bracketed placeholders: your company name, street address, city, state and postal code, Tax ID (EIN), email and phone. The delivery date, delivery address, delivery method and governing terms are bracketed too, and Shipping is fixed at $0.00. Edit these once, or map the delivery fields to deal properties if they change per order.
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Step 3: Check the deal mapping
The company, contact and line item tags are already mapped to the HubSpot deal. Confirm the properties match how your portal names them, and that tax amounts are set on the line items, since the Sales Tax row adds those up.
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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
An order form is a document that records what a customer is buying: the products, the quantities, the prices, where and when they are delivered, and the terms that apply. This template generates one from a HubSpot deal and its line items, and it ends with signature blocks for both parties.
The customer block uses the company name and the contact's street address, city, state, postal code, first name, last name and email. The order number uses the deal's record ID. Each line item contributes its name, quantity, unit price, net price, pre-discount amount and tax amount, and the signer's job title fills the signature block.
The Sales Tax row adds up the tax amounts on the line items, and the order total is the sum of net prices plus that tax. So tax needs to be set on the line items in HubSpot for it to appear. The template does not look up a tax rate.
No. The Shipping row is fixed text reading $0.00. If you charge shipping, edit that row in the Google Doc, or add a shipping property to the deal and map it in.
The terms state that the customer's signature, or an email confirmation, makes the order binding once the supplier confirms it. They also state payment is net 30 days from invoice, and the governing terms are a bracketed placeholder for you to complete.
Yes. The regional variants are Order Form (GB), Order Form (AU) and Order Form (CA). Pick the one that matches where you operate. This one is the US version, with dollar amounts, Sales Tax wording, an EIN field and MM/DD/YYYY dates.
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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 itβs under two minutes and the documents look better than ever.