A private education provider that sends, signs and files partner agreements from HubSpot

The challenge

The client is a private education provider running a sports academy, with partner facilities that sign an agreement before students start. Sales ran in HubSpot, but every agreement still had to be prepared, sent, chased and filed by hand.

What was in the way

• Agreements were prepared by hand for every activated deal.
• Nobody knew which agreements were waiting on a signature, or on whose.
• Signed documents had to be downloaded and filed manually.
• Call and message activity lived outside the deal record.

The system we designed

We made HubSpot’s deal stages drive the whole agreement process through Make.com. When a deal moves to the activation stage, HubSpot triggers a Slack workflow where the team completes a short form. Make.com picks it up, and ChatGPT extracts the details that decide which agreement applies, such as the type of partner and deal. The right DocuSign template goes out automatically. If it can’t, the team gets a message saying so, and every send is logged in Google Sheets.

After that, the system follows the agreement through to the end. When the facility signs but the company’s countersignature is still missing, the person who needs to sign is notified that an agreement is waiting for them. Once it’s fully signed, the document is saved to Google Drive.

Key automations and integrations

• Stage-driven trigger: a deal reaching activation in HubSpot starts the process.
• Slack workflow: the team adds missing details in a Slack form, connected to HubSpot.
• AI preparation: ChatGPT parses the deal and picks the agreement that applies.
• DocuSign sending: templates go out automatically, with a message if a send fails.
• Countersignature reminders: the right person is alerted when an agreement is waiting on them.
• Filing and logging: signed agreements are saved to Google Drive, and every agreement is logged in Google Sheets.
• Activity in the CRM: a calling and texting tool is integrated with HubSpot, so sales activity stays on the record.

The impact

• Agreements go out the moment a deal is ready, without anyone preparing them by hand.
• Every agreement is tracked from sent to fully signed, and nobody has to chase signatures.
• Signed documents are filed automatically, and sales activity stays in HubSpot.

Why it scales

Each new partner follows the same path, whatever the volume. Adding an agreement type means adding a template and a rule, not another manual step for the sales team.