HubSpot to Dropbox Sign: auto-send contracts on deal stage change

Build me an agent workflow that handles contract sending whenever a deal advances in HubSpot.

Trigger: a HubSpot deal property change webhook. The agent should only act when the deal's stage just changed to our Contract Sent stage. Treat the exact stage name as a configurable variable so I can rename it later.

When the trigger fires, do this:

1. Pull the full deal from HubSpot with its associated primary contact and company using Get Deal with associations. I want at minimum the deal name, amount, deal type, region, owner, plus the primary contact's first name, last name, and email, plus the company name.

2. List my Dropbox Sign templates with List Templates and pick the one that fits the deal. Match on deal type first, then region, then amount tier. Write the matching rules in plain English in the workflow so an AE can tweak them later without code. The agent should reason over deal properties to choose the template, not use a hard-coded mapping.

3. Send the contract with Send Signature Request with Template, pre-filling the signer name and email from the primary contact and using the deal name in the request title and subject so it is easy to find later.

4. Create a Note on the HubSpot deal (Create Note, associated to the deal) recording the Dropbox Sign signature request ID, the template that was used, and the date sent.

5. Post a short message to our deal team's Slack channel via Send a Message. Include the contact name, deal amount, template used, and a link back to the HubSpot deal record. Write the copy in plain English so the AE knows the contract went out and what was sent.

Important guardrails: if no template clearly fits the deal, skip the send, post a Slack message explaining why so the AE can step in, and still log a note on the deal so I can follow up. If a signature request has already been sent for this deal (check for an existing signature note before sending), do not re-send. The Slack channel ID and the stage name should both be configurable variables.

What does this prompt do?

Watches your HubSpot pipeline and triggers the moment a deal moves to your Contract Sent stage.
Picks the right Dropbox Sign template by reading the deal's type, region, or amount, then sends it pre-filled with the primary contact's name and email.
Logs a note on the HubSpot deal so the signature request and the template used are recorded right on the record.
Drops a plain-English heads-up in the deal team's Slack channel with the contact name, deal amount, and a link back to HubSpot.

What do I need to use this?

A HubSpot account where you can set up a deal property change webhook.
A Dropbox Sign account with at least one reusable contract template ready to use.
A Slack workspace and the channel where deal updates should land.

How can I customize it?

Change which stage triggers the workflow, like Verbal Yes or Closed Won instead of Contract Sent.
Adjust how the agent picks a template, by deal type, region, dollar tier, or any deal property you choose.
Swap the Slack channel, or have it DM the deal owner directly instead of posting in a shared channel.

FAQs

What if the deal has more than one contact on it?

The agent uses the deal's primary contact for the signature request. You can tell it to also cc additional contacts or the deal owner if that fits your process.

What happens if no template fits the deal?

The agent will skip the send, post the reason in Slack so the AE can step in, and still log a note on the deal so nothing falls through the cracks.

Can I send a different template per region or deal size?

Yes. You describe the rules in plain English (for example, EU deals over $50k use the Enterprise EU template) and the agent applies them when picking a template.

Will it re-send the contract if the deal moves back into Contract Sent later?

By default the agent checks for an existing signature note on the deal and skips the send if it finds one. You can change that behavior if you want re-sends allowed.

Does the Slack message link back to HubSpot?

Yes. The message lists the contact name, deal amount, the template used, and a one-click link to the deal record in HubSpot.

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