What is a Smartdoc?
Smartdocs let you turn documents into fillable forms that clients can complete and sign directly through your Hubflo portal.
You can start with a file you already have—like a contract or intake form—and simply drag and drop fields like First Name, Last Name, Company Name, Address, and more. When your client fills out the Smartdoc, Hubflo automatically updates their CRM profile with that information.
You can also create a Smartdoc using flexible building blocks like Headings, Text, Date, Initials, Radio Buttons, and other interactive fields to design fully custom forms or agreements.
Smartdocs are perfect for proposals, service agreements, NDAs, and anything else you need signed and submitted.
Smartdoc usage by plan:
Hubflo Pro: Includes 80 Smartdoc completions per year per user
Hubflo Business: Includes 200 Smartdoc completions per year per user
Need more? You can always reach out to [email protected] to upgrade or add additional usage.
Create a Smartdoc
To get started, go to Smartdocs (left sidebar) and click New smartdoc.
Start from a blank page or upload an existing file (PDF, DOC, JPEG, CSV, etc.).
Drag and drop fields: signature, date, text, checkboxes, etc. Click Save.
From the Smartdocs page, click on the 🔌 (plug icon) to link fields to their profile CRM attributes.
This opens the mapping panel where you can select the corresponding CRM attribute (e.g., First Name, Company Name)
Once your client completes and submits the Smartdoc, Hubflo will automatically update their profile with the mapped information.
Send a Smartdoc
Once your Smartdoc is ready, you have a few flexible ways to send it out.
⚠️ Before you can send a Smartdoc, it needs to include at least one interactive field—like a:
Signature field
Text input
Checkbox
Date field
If your Smartdoc doesn’t include any of these, the Send button will stay grayed out and unclickable.
Option 1: Send to an existing client
Click Send next to the Smartdoc you want to send.
Choose a contact from your existing Hubflo CRM.
The client will receive the Smartdoc by email and in their portal (if they have an active account).
Option 2: Create & send to a new contact
Click Send next to the Smartdoc.
Select Create and send.
Fill in the client's name, email, and any other details.
This will add the client to your CRM and send them the Smartdoc via email.
Option 3: Auto-assign to all new clients
Have a standard contract, intake form, or NDA?
Turn on Auto-assign on a Smartdoc.
From then on, every new client invited to your Hubflo portal will automatically receive this SmartDoc.
This is perfect for onboarding flows where every client needs to complete the same documents. 🎯
Want to preview the Smartdoc experience from your client’s perspective?
Click below to walk through it step-by-step:
Manage Smartdocs
Once your Smartdocs are created and sent, Hubflo makes it easy to keep everything organized and on track.
See which clients have submitted their Smartdocs and which are still pending.
Hubflo will automatically send up to 3 reminders to clients who haven’t completed their documents—so you don’t have to chase them.
Duplicate Smartdocs in one click if you need a similar version.
Archive Smartdocs you’re no longer using. This keeps your dashboard clean while keeping all completed versions accessible. You can always unarchive later.
See Who’s Completed Their Smartdoc
To monitor which clients have completed their Smartdocs:
Head to the Smartdocs page.
Click the Completions tab.
You’ll see a status next to each entry:
Pending – the client hasn’t submitted it yet.
Completed – the document has been filled out and submitted.
Note: You’ll get an instant notification in Hubflo so you can review the document right away.
Need to narrow it down?
Use filters to quickly sort by:
Status (Pending or Completed)
Contact
Smartdoc
Duplicate a Smartdoc
Need to reuse a Smartdoc? No problem—you can duplicate it in one click.
Go to the Smartdocs page.
Click the Duplicate button next to the document you want to copy.
Hubflo will create an exact replica with “(clone)” added to the title. Don’t forget to update the title and remove it.
Archive or Unarchive a Smartdoc
Want to clean up your Smartdocs list without losing access to past documents? You can easily archive what you no longer use.
To archive a Smartdoc:
Go to the Smartdocs page.
Click the Archive button next to the Smartdoc you want to store away.
To unarchive:
Find the Smartdoc you want to bring back and click Unarchive—it’ll return to your active list instantly.
To view archived Smartdocs:
Click on the Archived smartdocs tab to browse your documents.
Signatures & Completion Certificates
Once a client completes and signs a Smartdoc, you can:
Download the completed document
Download a completion certificate, provided by our e-signature partner DocuSeal. This certificate verifies when the document was signed and by whom, providing an added layer of trust and auditability.
How to view the signature and certificate
Go to the Smartdocs > Completions tab.
Find the Smartdoc and click Show Document.
Next to Download Document, click the signature icon to open and download the signature certificate.
This certificate is your verified proof that the Smartdoc was completed and signed by your client.
Need to revoke or revise a signed document?
Revoking a signature in a PDF is not typically a straightforward process. Digital signatures are designed to be permanent markers of consent and agreement.
If you need to make changes:
Communicate with the involved parties.
Create and send a new Smartdoc with the updated information or agreement terms.
What Your Client Sees
Smartdocs are easy for clients to access and complete—whether through the client portal or directly from their email.
📬 Email Notification
When you send a Smartdoc, your client receives an email with a secure link to the document. They can fill it out, sign, and submit it online—no login required.
🖥️ Access via Client Portal
If the client has an active portal account and at least one Smartdoc assigned:
A docs tab will appear in the main left-hand menu.
From there, clients can view, complete, and download assigned documents.
They can also return to review completed Smartdocs anytime. If no Smartdocs are assigned, the tab won’t be visible.
🚀 What’s Next?
Now that you’ve created and sent your Smartdocs, you can use Hubflo Automate to keep building a smooth, hands-off client experience.
With Hubflo Automate, you can automatically:
Create client portal workspaces based on templates
Add task sections (up to 6) when a project or account reaches a specific stage
It’s a simple way to scale your onboarding without the manual work.