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How to enable and use the PandaDoc Integration to Pipeliner
How to enable and use the PandaDoc Integration to Pipeliner

Learn how to activate and integrate PandaDoc with Pipeliner's Automation Hub and how to access, create and send documents.

Updated over a week ago

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This seamless, native integration between Pipeliner CRM Cloud and PandaDoc allows you to use PandaDoc templates which can be populated with information held on Account, Contact, Opportunity and Lead records in Pipeliner. Documents can be viewed, shared and updated from within Pipeliner and can be downloaded and attached to the Documents tab/section of the appropriate record. The integration will also add a new contact in PandaDoc for your Opportunity's primary contact in Pipeliner. When you come to send your proposal, you'll be able to use the pull-down menu for the person in role 1, and your contact will be in there for you.

PRE-REQUISITES: In order to use this integration, you will need to have a Pipeliner Cloud subscription and a PandaDoc Business or Enterprise plan.

How to activate the PandaDoc integration in the Pipeliner Automation Hub

From the Admin Module, click on the Automation Hub Menu Item.

Find the PandaDoc integration and click on “Add” to request activation of the integration for your space ⤵

The integration will show as “Add Pending” until checked and approved by our team.  Activation may be delayed until after payment of the relevant invoice ⤵

Switching on the integration for each user

Once the activation is running, each user who needs to use it will need to enable it in their Settings. Click on “Settings” ⤵

On the “Apps” tab, choose the PandaDoc option and click on “Activate” ⤵

Next, authorize Pipeliner CRM to access the user’s PandaDoc account.

NOTE: Each user will need to have both a current, active Pipeliner account and a PandaDoc login ⤵

Once authorized, the PandaDoc integration will show as “Activated”.

Where can I access the integration?

The PandaDoc integration will now be accessible from the “Documents” tab of Opportunities, Accounts and Contacts.

A new panel will show on the right-hand side allows you to create new documents using PandaDoc templates and also to attach PandaDoc files to the Documents tab ⤵

What are tokens and how do I use them?

Tokens in your PandaDoc template represent the fields that your users fill in on the "Detail" tab of the record (Account, Contact or Opportunity).  Click on "Show Tokens" to see a preview of the data that will be populated into our PandaDoc document. The tokens below are available in the context of Opportunities and include the Opportunity Detail fields as well as Product/Product Line Item fields and also fields related to the Primary Account and Primary Contact ⤵

Opportunity Tokens — these tokens represent the information that your users fill in on the Detail tab of an Opportunity

Product Tokens — these access the Product fields and Product Line Item fields that you have configured and use in the Products & Services section of an Opportunity.

Primary Account Tokens — you can use these tokens to insert the details of the Primary Account that is linked to the Opportunity

Primary Contact Tokens — you can use these tokens to insert the details of the Primary Contact that is linked to the Opportunity

Hover over a Token and you’ll see an option to “Click to Copy” so you can and paste the "Token Name" (including the square brackets) into your PandaDoc template. When you use the template, the data will merge into your Tokens from the corresponding field on the Pipeliner record ⤵

Click here for more information on creating templates in PandaDoc.

Creating the PandaDoc document

Clicking on “Create Document” will bring up a list of PandaDoc templates that you can select from ⤵

Select the template that you want to use ⤵

You’ll be automatically logged into your PandaDoc account and the selected template will open and tokens that you added to your template will be auto-completed by data from records in Pipeliner.

If you’re using a template in the Opportunity area, you’ll be able to auto-fill data from the Opportunity record itself, Role-based tokens can be used from the Primary Account linked to the Opportunity and also Role-based tokens can be used from the Primary Contact linked to the Opportunity ⤵

If there are Tokens in your template that have no data in Pipeliner (fields your users haven’t filled in), when you open the template, you’ll get a notification that there are unfilled Tokens. You’ll be able to see which ones they are in the document as the Token name will still be showing rather than data from Pipeliner ⤵

Use the panel on the right-hand side of your document to find them and fill them in manually. Your document will then update dynamically ⤵

Using the Product table from Pipeliner in your template

If you’re using the Product Catalog from Pipeliner to add Products to your Opportunities, you can embed the "Pricing table" within your PandaDoc template. This is brilliant for producing consistent, branded proposals for your sales team!  In addition, this method will automatically pull and add the Pipeliner Products from your proposals into the PandaDoc Catalogue so they can be stored in one place ⤵

You can customize the columns to include both Product and Product Line Item fields ⤵

Saving as a draft

If you need to go back into Pipeliner (perhaps to fill in some of the empty fields on your record), you can close your document without sending or sharing it and it, and it will then be saved as a Draft in the PandaDoc panel on the right-hand side of the Documents tab. If you click on it, it will open up in a separate tab in PandaDoc for you to continue working on it ⤵

Completing and Sending your document

Once you’re ready to send out your document, click on the "Recipients" button to add your recipients.

NOTE: You can choose to send the document to yourself so you can send it out manually if you choose.

Once you’ve added your recipients, click on “Complete” ⤵

If you’ve still got unfilled Tokens, you’ll be prompted to Review and Fill or replace the ⤵

When that’s done, click on “Continue” and enter a file name for your document ⤵

Clicking on “Save and Continue” will open up the Send-Document dialogue for you to type in a message to your recipient OR access your previously “Saved Messages” list ⤵

NOTE: You can create and save a new message or manage your existing messages right from here!

When you’re ready, click on “Send Document” ⤵

Viewing Document Analytics

Once your document is sent, you can start to review the “Document Analytics” ⤵

Clicking on “Close” will return you to the Documents tab of your Pipeliner record. Your document will show as “Sent” in the PandaDoc panel on the right-hand side ⤵

Clicking on your document will open up the Document Analytics in a separate tab.

Downloading your Document

Clicking on the PandaDoc PDF icon beside your document name allows you to download it to a PDF file ⤵

Depending on your browser, the downloaded file will show in your downloads ribbon at the bottom of your browser window and will be saved to your Downloads folder by default ⤵

Attaching your PandaDoc documents to the Document tab in Pipeliner

You can easily attach your downloaded file to the Documents tab in Pipeliner. First, click on "Attach Document" and then on the PandaDoc section and you’ll be able to see all your PandaDoc documents ⤵

Select your file (or files) and then click on “Attach” and your PDF file will now be visible in the document area and can be launched by double-clicking ⤵

Managing Follow-Ups with Pipeliner Tasks

Now you’ve sent out your Proposal, for example, you want to make that it’s followed up. Pipeliner Tasks are perfect for this job and, as the icing on the cake, you can also attach the proposal directly to the Follow Up activity ⤵


Q › This looks fantastic; how do I get PandaDoc?
A › Our good friends at PandaDoc will help you and you can sign up for a trial directly on the PandaDoc website.

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