A signature on a form seems like a small detail, but in many cases, it’s the final step — the digital handshake that seals the deal, transforms interest into an agreement, or marks the official start of a partnership. However, HubSpot forms don’t offer a built-in way to collect signatures. So, how do you add a signature in HubSpot forms effectively without compromising the user experience or data flow?
There are several ways to work around this limitation, each providing different levels of functionality, security, and integration with HubSpot’s CRM. The best solution depends on the signature: a simple acknowledgment, a legally binding contract, or a formal client agreement.
Here’s a detailed look at how to add a signature in HubSpot forms using different tools and integrations. Each method offers unique benefits, from robust e-signature solutions to straightforward file upload options, fitting smoothly into various business scenarios.
In this blog, I’ll guide you through each approach and show how these methods directly support business workflows within HubSpot, helping you determine the best fit for your needs.
Add a Signature to HubSpot Forms: Here’s Why It Makes a Big Difference
Signatures make processes transparent, protect customer interests, and ensure you meet compliance or legal requirements.
Adding a signature field to a HubSpot form does more than automate a step—it builds trust and affirms your business’s credibility, especially in transactions that require a formal agreement. A signature is a vital checkpoint for digital agreements, contracts, and all essential documentation, ensuring compliance while boosting professionalism.
Let’s look at the options to add a signature in HubSpot forms and the most effective tools and integrations available.
Methods to Add Signature to HubSpot Forms
1. Use E-Signature Integrations
With e-signature tools like DocuSign, PandaDoc, and HelloSign, adding a signature to HubSpot forms becomes simple and streamlined. Integrating these tools directly with HubSpot CRM lets you create, send, and track documents for signatures within HubSpot. These solutions offer fully compliant e-signature functionality, giving you peace of mind that each signed document meets security and legal standards while keeping everything accessible in one place.
How to Integrate DocuSign with HubSpot
Let me walk you through one of the most trusted ways to add a signature in HubSpot forms—using DocuSign. Known for secure and compliant e-signatures, DocuSign is ideal for businesses looking to streamline document signing within HubSpot CRM. Here’s how to set up DocuSign to enhance your workflow with efficient, reliable e-signature management:
a. Install DocuSign Integration
Find and install the DocuSign integration from HubSpot’s App Marketplace. This enables a direct connection between HubSpot CRM and DocuSign for simplified data transfer.
b. Authenticate and Configure DocuSign Permissions
After installation, authenticate the DocuSign account in HubSpot and configure appropriate permissions for the team. This step is critical to controlling access, managing signature requests, and securing documents.
c. Map HubSpot Fields to DocuSign Templates
DocuSign lets you map HubSpot CRM fields (such as name, email, or job title) to DocuSign templates. This ensures that sending a document for signature pre-populates with the correct data, reducing manual data entry and errors.
d. Customize Document Templates
Customizing templates in DocuSign is essential for ensuring a smooth signing process. Add fields such as date, name, and initials directly to the templates to prepare each recipient. Link these fields to HubSpot data for an automated, efficient setup.
e. Send Documents and Track Status
Once set up, send documents directly from HubSpot to a contact or company. DocuSign integration also allows tracking of each document’s status (e.g., “Sent,” “Viewed,” or “Signed”) directly in HubSpot CRM.
f. Sync Signed Documents and Create Automated Follow-ups
When documents are signed, they sync back to HubSpot and appear in the contact’s timeline for easy access. To enhance workflow efficiency, use HubSpot’s workflows to automate follow-up tasks or send reminders for unsigned documents.
Once signed, the document syncs with HubSpot CRM, stored under the relevant contact’s timeline for easy access.
2. Redirect HubSpot Forms to an E-Signature Platform
Another effective approach to add a signature in HubSpot forms is redirecting users from a HubSpot form to an e-signature service. In this method:
a. Create and Set Up Your HubSpot Form: In your HubSpot portal, go to Marketing > Lead Capture > Forms. Choose the type of form you need, such as an Embedded Form or Standalone Form, and add the necessary fields, such as name, email, or job title. Ensure these fields align with what will appear in the e-signature document.
b. Customize the Form’s Thank-You Page as a Redirect: Once your form is created, go to the Options tab in the form editor. Under Thank-you Message or Redirect, select Redirect to another page and enter the URL for your e-signature service or a custom thank-you page that links to the signature platform. Adding instructions or an introductory message on the thank-you page can help guide users smoothly to the next step.
c. Integrate HubSpot with the E-Signature Tool: Go to HubSpot’s App Marketplace to install the integration for your e-signature tool, such as DocuSign or PandaDoc. Follow the on-screen instructions to connect and authenticate your accounts, allowing HubSpot and your chosen e-signature tool to sync data seamlessly.
d. Set Up Data Mapping: In your e-signature tool, configure data mapping to ensure that HubSpot form fields automatically populate the relevant fields in the signature document template. For example, map the “First Name” and “Last Name” fields in HubSpot to their corresponding fields in the signature document.
e. Automate Document Storage Back in HubSpot: In the settings of your e-signature tool, enable automatic document storage to ensure signed documents sync back to HubSpot. You can check this by going to Contacts > Contacts or Deals in HubSpot to verify that completed documents appear in the relevant contact’s or deal’s record.
f. Create a Follow-Up Workflow in HubSpot: Head over to Automation > Workflows in HubSpot and create a workflow that’s triggered by the form submission. Within this workflow, you can add actions to send reminders for unsigned documents, notify team members of signed documents, or set any other automated follow-up actions that support the signing process.
3. Embed Signature Fields Using Custom HTML and JavaScript
If your use case requires capturing signatures directly within a HubSpot form, custom HTML and JavaScript allow you to embed a signature field using a canvas element. This setup lets users draw their signature with a mouse or touchscreen. However, this approach demands coding expertise and familiarity with the HubSpot API.
Below, I’ll guide you through each step to add a signature in HubSpot forms, covering everything you need to capture and securely store signatures within HubSpot. This setup keeps the process smooth and reliable.
Steps to Embed Signature Fields in HubSpot Forms:
1. Insert Custom HTML in the Form
Start by adding a <canvas> element in the form’s HTML, which will serve as the signature field. This element enables users to draw their signatures with a mouse or touchscreen. Adding inline styles or linking a CSS file here can help control the canvas size and appearance.
2. Implement JavaScript for Signature Capture
Use JavaScript to handle the drawing functionality within the <canvas> field, allowing users to draw directly onto the canvas. Additionally, include code that converts the drawn signature to a base64 image or similar format to save it later.
3. Convert the Signature to an Image Format
Once the user submits the form, configure JavaScript to convert the signature data from the canvas into an image format (usually PNG or JPEG). This ensures that the signature can be uploaded as an attachment.
4. Add JavaScript to Send Signature Data on Form Submission
Embed JavaScript code to trigger on form submission, capturing the base64 signature image and storing it in a hidden input field or directly sending it via an AJAX request.
5. Upload the Signature Using HubSpot’s Forms API or Files API
Use HubSpot’s API to upload the captured signature. The Forms API can send form data, while the Files API can handle the image upload. This step attaches the signature image to the contact’s record within HubSpot, making it accessible for future reference.
6. Verify Data and Test the Integration
Test the entire process to ensure the signature captures correctly, uploads as intended, and appears in the contact record. Verify that the image quality and dimensions meet requirements, and troubleshoot any image storage or retrieval issues.
This solution requires familiarity with coding and needs maintenance if HubSpot updates its API or form capabilities. Additionally, it’s not ESIGN or UETA compliant, so it’s better suited for informal consent.
Additional Options for Adding Signatures to HubSpot Forms
4. Automate Workflows with HubSpot Form Redirects
HubSpot’s workflow feature automates document signing processes by redirecting users to an e-signature service once they submit a form. Here’s how it works:
1. Create the Workflow Trigger
Begin by setting up a HubSpot workflow triggered by form submissions. In the Automation > Workflows section, choose the form submission trigger that activates the workflow each time a user completes the form.
2. Add Conditional Logic (If Necessary)
Consider adding conditional branches if you have multiple documents or workflows based on specific form responses. For example, different actions can be created for users based on their responses or their level of interest.
3. Add Action Steps for Document Link Email
Include an automated email in the workflow with a link to the signature tool (such as HelloSign or DocuSign) where the user completes the document. Ensure the email provides clear instructions and a direct link to the e-signature platform.
4. Track Document Status (Optional)
If the e-signature tool integration supports it, set up notifications or update properties in HubSpot based on the document’s status (such as “Sent,” “Viewed,” or “Signed”). This status tracking allows the sales or customer service team to monitor document progress.
5. Sync Signed Documents to HubSpot
Enable document syncing in the integration settings so that signed documents automatically appear in the HubSpot contact or deal record. This step stores completed documents in HubSpot for easy access.
6. Set Up Reminders for Unsigned Documents
Add reminders to follow up on unsigned documents within the workflow. Set actions to send reminder emails or internal notifications at intervals until the document is signed, ensuring no signature request goes unattended.
7. End Workflow with a Final Confirmation Step
Once the document is signed, add a final step to confirm the completed action. This could involve sending a thank-you email to the user or notifying the team that the document process is complete.
This automated approach saves time, reduces manual follow-ups, and centralizes all documents within HubSpot.
5. Add Scanned Signatures to HubSpot Forms with File Upload Fields
A quick fix to add a signature in HubSpot forms: use a file upload field. This allows users to attach scanned signatures, capture sign-offs directly within HubSpot, and skip the need for additional tools.
How to Set Up File Upload for Signatures?
1. Add a File Upload Field to Your HubSpot Form
Go to Marketing > Lead Capture > Forms in HubSpot, then choose the form you want to edit (or create a new one). Add a File Upload field from the options panel, allowing users to upload a scanned image of their signature. Customize the field label to clarify (e.g., “Upload Your Signature”).
2. Guide Users to Upload Signature Images
In the field description or above the upload field, add instructions prompting users to upload a scanned or photo image of their handwritten signature. This will help avoid confusion and ensure users understand the purpose of this upload field.
3. Customize Error Messages and File Requirements
To prevent errors, customize the allowed file types (e.g., JPEG, PNG, PDF) and size limits in the form settings. Set up an error message to inform users if their file doesn’t meet the criteria, helping to ensure that signature images upload correctly.
4. Test the File Upload Functionality
Preview the form and upload a test file to ensure the field functions as expected. This test verifies that the form correctly captures and saves uploaded images before going live.
5. Store Signature Files in HubSpot
Once a user uploads a file and submits the form, the signature image attaches to the contact record in HubSpot. Go to Contacts > Contacts in HubSpot and open the contact record to confirm that the attached signature file is available for reference.
6. Automate Follow-Up Steps if Necessary
If you need further processing (like notifying team members or organizing files), set up an automated workflow triggered by form submission. For instance, you can create a workflow that sends the user an internal notification or an acknowledgment email.
While this approach lacks the convenience of automated signatures, it’s effective in industries where physical copies are often scanned and uploaded.
Best Practices to Follow When You Add a Signature in HubSpot Forms
To ensure you get the best results when you add a signature to HubSpot forms, here are a few best practices to keep everything running smoothly. These tips help create a smooth user experience, ensure thorough record-keeping, and keep your signature process organized and effective:
- Choose the Right Integration: For high-stakes agreements, such as legal documents, use tools like DocuSign or PandaDoc to comply with digital signature laws.
- Optimize the User Experience: Use redirect links for seamless transitions from data collection in HubSpot to signature platforms.
- Automate Follow-ups: Use HubSpot workflows to remind clients to complete documents, reducing the chance of delayed signatures.
- Centralize Document Storage: Ensure signed documents are synced back to HubSpot, manually or through automation, for easy access and record-keeping.
How Can Adding a Signature to HubSpot Forms Change the Way Clients See You?
Every signature brings trust, completion, and professionalism to your process—securing client agreements, recording consents, and completing necessary documentation. Businesses can manage this vital step directly within their CRM by adding a signature to HubSpot forms. For legally binding agreements, tools like DocuSign and PandaDoc offer seamless, compliant solutions, while simpler options, such as custom HTML fields or file uploads, work well for internal needs.
With HubSpot’s integrations and workflows, signed documents remain securely organized under each contact’s record and are accessible anytime without extra steps. This setup creates a smooth, dependable experience that saves your team time and builds client trust. Choosing the right method to add a signature in HubSpot forms elevates every interaction into a structured, streamlined process, reinforcing confidence and making each signature a confident step forward in client relationships.
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