HubSpot workflow
Sales Order (GB)
Confirm an accepted customer order from a HubSpot deal. Portant fills the customer block, the order table and the VAT and total lines into a Google Doc written for the United Kingdom, 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 sales order from a HubSpot deal
A sales order is the seller's confirmation that an order has been accepted, and it usually gets built from scratch after the deal closes. The customer's company, the contact, the products and the agreed prices already sit on the HubSpot deal, and someone retypes them into the last order's file, then reconciles the totals twice.
This template takes that job away. Data merge pulls the customer company, the contact and every line item from the deal into a Google Doc laid out for the United Kingdom: VAT No. on the seller block, VAT on its own line in the totals, DD/MM/YYYY order dates and pound amounts. eSignatures go to the seller and the customer from the same workflow.
It suits distributors, wholesalers and sales teams that confirm orders before fulfillment and want a numbered, signed record the operations team can work from. Regional siblings cover Australia, Canada and the US, and the family sits with our quote and order workflows.
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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Orders confirmed the day they are accepted. The document is generated from the deal the moment the order is agreed and goes straight to both parties for signature, so fulfillment starts from a signed record instead of an email thread.
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Names and numbers match the CRM. The customer details come from HubSpot and the totals are formulas over the line items, so the order that operations works from cannot disagree with the deal that sales closed.
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Written for the United Kingdom. VAT No., VAT and DD/MM/YYYY dates are already in the template, with the acceptance and changes clause that tells the customer how an accepted order can be amended or cancelled.
Setup
How to set up the sales order 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 sales order template and the generated documents.
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Step 2: Fill the seller block and terms once
The seller details are fixed text in the template: your company name, address, VAT No., email and phone. Replace the bracketed placeholders once and every order carries them. The terms paragraph also leaves payment, delivery method and the governing agreement as bracketed text, and the template does not name a governing law, so add yours there.
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Step 3: Check the deal mapping
The customer block maps the company name and the contact's street address, city and postal code, name and email, the order number maps to the deal record ID, and the table maps to the deal's line items. The customer PO reference, payment terms, requested delivery date and ship-to address are bracketed text, so edit them in the template or map them to deal properties if you store them in HubSpot.
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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 sales order is the seller's confirmation of a customer order it has received and accepted for fulfillment. It lists the customer, the products, the quantities and the agreed prices, and it complements the customer's order form or purchase order rather than replacing it. This template generates one from a HubSpot deal in about a minute.
A quote is the offer made before the customer commits, a sales order confirms the order the seller has accepted, and an invoice asks for payment. This template covers the middle step, and the order details it carries can then feed your invoice.
The customer block uses the deal's associated company name and the contact's street address, city and postal code, first and last name and email. The order number uses the deal record ID, the table uses each line item's name, quantity, unit price and net price, and the totals use the line items' pre-discount amount, discount and tax amount. The signature block adds the contact's job title, and the order date comes from the run timestamp.
The totals include a VAT line that adds up each line item's tax amount, and the order total is the sum of the net prices plus that tax. The template does not state a rate, so the figure follows whatever tax amount is set on the line items in HubSpot, and the VAT No. sits on the seller block.
Yes. The template has an approval block for the seller and an acceptance block for the customer. Portant sends the document to both for eSignature in the order you choose, and the signed PDF saves back on the HubSpot deal.
Yes. The same workflow ships as Sales Order (AU), Sales Order (CA) and Sales Order (US), each with the tax wording, seller registration number, date format and address layout adjusted for that country. Pick the one that matches where the seller operates.
Related templates
Sales Order (AU)
Confirm an accepted customer order from a HubSpot deal. Portant fills the customer block, the order table and the GST and total lines into a Google Doc written for Australia, then sends it to both parties for signature.
View template
Sales Order (CA)
Confirm an accepted customer order from a HubSpot deal. Portant fills the customer block, the order table and the GST/HST and total lines into a Google Doc written for Canada, then sends it to both parties for signature.
View template
Sales Order (US)
Confirm an accepted customer order from a HubSpot deal. Portant fills the customer block, the order table and the Sales Tax and total lines into a Google Doc written for the United States, then sends it to both parties for signature.
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