Sales — MySalesHub — Generate Contracts and Take Payments

Audience

• Sales reps creating contracts and taking deposits or full payments in MySalesHub.

• Sales managers who audit contract and payment handling.

Purpose / When to use this

Use this article when you are ready to commit a customer to an order in MySalesHub.
It explains how to generate contracts, send them for signature (in-person or remote), and correctly process or record payments so the deal progresses safely into Deposit.

1. Before you generate a contract

Before opening the contract screen in MySalesHub:

• Make sure your product list is complete and accurate.

• Confirm discounts are final and, if needed, manager-approved.

• Confirm whether the customer wants Delivery or Pickup and where.

2. Screen 4 — Fulfillment and payment setup

On Screen 4 in MySalesHub, you tell the system how the order will be fulfilled and how the customer will pay.

2.1 Select fulfillment type

• Choose Delivery or Pickup.

• If you select Delivery:

  • Enter the complete delivery address (street, unit, city, state, zip) and any relevant notes.

2.2 Choose the payment plan

Select one of:

• 50% Deposit — half now, balance later.

• Full Payment — entire order amount now.

• Custom Amount — a specific upfront amount you set.

This determines how much the system expects when you process payment.

3. Generating the contract

You can deliver the contract in person or via remote e-signature.

3.1 In-person: print, download, or screen share

Use this when the customer is physically with you.

Steps:

1. On Screen 4, click Generate Invoice.

2. A PDF contract opens in a new browser tab.

3. Have the customer review it and:

   • Print it for signature, or

   • Screen share and sign using your in-store process.

4. Each time you click Generate Invoice, an unsigned copy of the PDF is automatically saved to the Attachments section of the HubSpot deal.

After the customer signs:

• Follow your store workflow to store the signed copy (for example, scan and upload to the deal).

3.2 Remote e-signature via BoldSign

Use this when the customer is not in the store or prefers to sign electronically.

Steps:

1. On Screen 4, choose the e-signature option.

2. Enter the customer’s email or mobile phone.

3. Set a contract expiration date (required; must be a future date).

4. Click Send for E-Signature.

5. Then scroll down and click Save & Submit.

What Save & Submit does:

• Records the BoldSign Document ID back into MySalesHub and HubSpot.

• Enables proper tracking of the contract’s signature status.

Tracking signatures:

• HubSpot will email you when the customer signs.

• You can retrieve the fully executed PDF from the shared BoldSign account (e.g., Behalf Documents folder) if needed.

4. Processing payments

4.1 Golden Rule of Payments

• The system cannot process a payment unless there is a signed contract on file.

• Order of operations:

  1. Generate the contract.

  2. Get the contract signed.

  3. Then process or log the payment.

4.2 Using integrated/native payments

For card or integrated payments processed inside MySalesHub:

1. Once the contract is signed, open the payment flow in MySalesHub.

2. Charge the customer the correct amount based on the chosen payment plan:

   • 50% deposit, full amount, or custom amount.

3. The payment is logged and synced to the HubSpot deal automatically.

4.3 Logging manual / external payments

Use this when the customer pays outside the integrated processor:

• Cash

• Check

• Physical card terminal

• External payment link (e.g., ValorPay)

Steps:

1. Click Enter Manual Payment in MySalesHub.

2. Record:

   • Payment amount.

   • Payment type (cash, check, etc.).

   • Any relevant reference numbers (check number, terminal auth code).

3. Upload proof of payment to the HubSpot deal:

   • A receipt, check image, or terminal slip.

   • Attach it in the Attachments section of the deal.

5. How contracts and payments drive deal stages

The contract and payment combination determine the stage:

• Signed contract or payment present → deal can move into Deal Pending.

• Signed contract and payment present → deal moves into Deposit.

You do not drag stages manually in HubSpot:

• MySalesHub uses your contract and payment actions to drive the stage transitions.

• This keeps the system safe for the Reversion Rule and downstream fulfillment.

• Is the contract actually signed and tracked?

• Is the payment visible on the deal?
  Then ref er back to Core Rules — Deal Stages and Reversion Logic.

6. Common pitfalls and how to avoid them

6.1 Forgot to click Save & Submit after sending e-signature

• • Impact:

    • The customer may sign, but the system has no record of the document ID.

  • Avoid by:

    • Always sending the e-signature and then clicking Save & Submit on Screen 4.

6.2 Took payment before the contract was signed

• Impact:

  • Money is taken with no valid contract attached to it.

• Avoid by:

  • Following the Golden Rule: contract first, payment second.

6.3 Didn’t attach proof for a manual payment

• Impact:

  • Payment is hard to reconcile; creates risk for disputes.

• Avoid by:

  • Always uploading receipts or proof of payment to the deal Attachments.

6.4 Changed the order after contract and payment

• Impact:

  • Reversion Rule fires; stages move backward; contract voids.

• Avoid by:

  • Using Sales — Exceptions — Change an Order After Payment when changes are unavoidable, and planning for a new contract.