How to Automate Deal Tracking and Quotes in HubSpot

Managing a sales process can often feel like a juggling act, especially when you’re trying to keep track of all the details—from deal creation to sending quotes and collecting signatures. But what happens when your tools don’t communicate well with each other? In this guide, we’ll show you how to automate deal tracking, quotes, and eSignatures in HubSpot with Zapier and PandaDoc integration, creating a fully automated sales workflow. These three tools work together to reduce manual tasks, improve accuracy, and save time.

Step 1: HubSpot

If your business is using HubSpot, you may already know that this CRM is the core of your sales operation. It’s where your deals live, your pipelines are tracked, and all customer interactions are recorded. You create a clear, centralized hub for your sales team by organizing everything within HubSpot.

You can use HubSpot for:

• Centralized Deal Tracking: Keep all information related to each deal in one place, ensuring there’s no data loss or miscommunication across your team.
• Customizable Pipelines: Set up pipelines that reflect the stages of your sales, whether it’s “Lead”, “Negotiation”, “Quote Sent”, or “Closed Won”.
• Automating Deal Creation: Use HubSpot’s native forms and workflows to automatically create deals when a lead submits a form, ensuring the sales process kicks off without manual input.

However, HubSpot has limitations when it comes to assigning unique identifiers for each deal or handling highly customized quotes. That’s where Zapier and PandaDoc come in.

Step 2: Zapier—The Automation Bridge

Zapier is the connector that helps HubSpot “talk” to other tools. It’s especially useful for automating repetitive tasks and ensuring consistency across platforms. For today’s topic of assigning unique deal numbers, Zapier plays a crucial role in handling tasks like:

Creating Unique Deal Numbers

Wondering how to assign a unique number to each deal, quote, and invoice? Zapier automates this by generating a unique identifier each time a deal is created in HubSpot. This number is then transferred over to the deal name, making it easier to track orders throughout the sales process.

How to set it up:

• Set up a “Zap” in Zapier that triggers when a new deal is created in HubSpot.
• Use Zapier’s number generator to create a unique deal ID.
• Zapier then updates the deal name in HubSpot with this number, ensuring all related documents (quotes, invoices) are tracked consistently throughout the process.

Automating Data Flow Between HubSpot and Other Tools

Another common challenge is ensuring that data captured through forms (such as customer details or deal requirements) is seamlessly transferred to the deal records.

When a lead submits a form, the information must be accurately transferred from the contact or company record to the deal record in HubSpot. Zapier ensures the data moves automatically, avoiding manual errors. This includes:

• Transferring client details from forms directly into deal properties.
• Automatically populating fields like contact information, company details, and product interests.

Zapier essentially acts as a “translator” between your different tools, ensuring that all the data flows smoothly between HubSpot, PandaDoc, and other systems without manual intervention.

Step 3: PandaDoc—for Quoting and Signatures

Now that your deals are organized and automatically numbered, it’s time to tackle the quoting process. HubSpot is great for tracking deals, but when it comes to creating custom quotes, sending documents, and managing signatures, it falls short. This is where PandaDoc steps in to fill the gaps.

Creating Custom Quotes

If you want to implement specific requirements for your quotes, such as the ability to edit sections, attach additional documents, or CC multiple recipients, PandaDoc offers a flexible solution. Integrated with HubSpot, PandaDoc allows you to personalize the quoting process to fit your business needs.

Once a deal reaches the quoting stage in HubSpot, PandaDoc pulls in all the necessary data—customer information, deal details, product pricing—from HubSpot and automatically generates a custom quote. You can also:

• Edit specific sections to tailor the quote to your client’s exact needs.
• Attach supporting documents, like product specifications or service terms, directly to the quote.
• Send the quote to multiple recipients and CC stakeholders, ensuring that everyone involved in the deal is kept in the loop.

Managing eSignatures and Tracking Document Status

Another part of the sales process that we’re covering is obtaining electronic signatures in a timely and efficient manner. PandaDoc makes this easy by integrating eSignatures directly into the quoting process. Once the quote was sent, you could track when the document was opened, reviewed, and signed—all within HubSpot.

As soon as the document was signed, PandaDoc updated the deal status in HubSpot, allowing the sales team to move forward with the next steps, such as generating invoices or preparing for product delivery.

Step 4: Automating and Customizing the Entire Sales Process

With HubSpot, Zapier, and PandaDoc working together, you now have a fully automated, integrated sales process. But you can still do more to customize the workflow to fit your specific business needs.

Here’s an example of an advanced workflow that we previously implemented:

1. A client fills out a form requesting a quote. HubSpot creates a new deal, and Zapier automatically generates a unique deal number.
2. HubSpot workflows pull data from the form and populate the necessary fields in the deal.
3. PandaDoc pulls this data and generates a custom quote, complete with all the required documents and files.
4. The sales team edits and finalizes the quote, which is then sent back to you for review.
5. You can sign the quote via PandaDoc, which updates the deal in HubSpot and notifies the sales team that the deal is now “Closed Won.”
6. From here, HubSpot workflows kick in to notify the finance team, generate an invoice (if integrated with QuickBooks, for example), and schedule follow-up tasks.

By integrating these systems, you can save time, reduce errors, and create a process that can be easily replicated for every deal. If your business is looking for a way to improve its sales operations, consider these tools part of a comprehensive solution that can adapt to your specific workflows. This way, you’ll be able to manage every aspect of the sales process from HubSpot without constantly switching between platforms.