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Breakthrough Day Agreement Workflow

Purpose

To ensure proper storage, processing, and communication after a client submits a Breakthrough Day Agreement form, including timely internal notifications, accurate PDF generation, and automatic delivery of a client welcome email with next steps and a copy of the agreement.

 

Agreement Links:

Split Pay

Full Day

Agreement Types & Destination Folders

Agreement Type Google Drive Folder
Full Pay Full Pay Folder
Split Pay Split Pay Folder

Workflow Overview

Step Action Owner Tool
1 Client submits the Agreement form (Full or Split Pay) Client HubSpot
2 Internal notification is sent to Marie and Heather Automated HubSpot
3 Google Doc version of the signed agreement appears in the appropriate Drive folder Automated (via Zapier or manual) Google Drive
4 Marie opens the Doc, converts it to PDF, and re-uploads it to the same Drive folder Marie Google Drive
5 Marie copies the sharable PDF link and pastes it into the Agreement Link custom property on the client’s deal/contact record Marie HubSpot
6 HubSpot detects the field is now known and automatically sends a Welcome Email to the client with agreement and next steps Automated HubSpot

Detailed Instructions

Step 1: Client Submits the Agreement Form

  • Two separate HubSpot forms are used:

    • Full Pay Agreement Form

    • Split Pay Agreement Form

Each form is connected to a workflow that:

  • Sends internal notification to Marie and Heather

  • Saves the submission as a Google Doc into the correct Drive folder

Step 2: Internal Notification

  • A workflow sends a notification email to:

    • Marie Canlas

    • Heather [Last Name]

The notification includes the contact’s name and a link to their HubSpot record.

Step 3: Locate and Convert the Google Doc

  1. Go to the appropriate Drive folder:

  2. Open the client’s Google Doc agreement

  3. Go to File > Download > PDF Document (.pdf)

  4. Re-upload the PDF version back into the same folder for recordkeeping

tep 4: Update HubSpot with PDF Link

  1. Right-click the uploaded PDF in Drive → click “Get link”

    • Set access to “Anyone with the link can view”

  2. Open the client’s contact or deal record in HubSpot

  3. Paste the sharable PDF link into the custom property:

    • Property Name: Agreement Link

This action triggers the welcome email workflow in HubSpot.

Step 5: Automatic Welcome Email Sent

Once Agreement Link is populated:

  • HubSpot sends a welcome email to the client with:

    • A warm thank-you message

    • Clear next steps/expectations

    • A button or link to view/download their signed agreement