Poll Everywhere makes renewals a breeze with PandaDoc

Struggling with manual renewal nightmares 

Poll Everywhere helps presenters bring their audiences to life with live polls, Q&A sessions, and word clouds. Professors, corporate executives, and event hosts swear by it. But internally? Their document management process needed a major upgrade.

Before PandaDoc, many renewal customers did not receive a formal contract for their renewal — just a QuickBooks estimate sent via email, making deal flow inconsistent and leaving too much room for error.

Chase King, Customer Success Operations Manager, and his team were drowning in manual work. They were often chasing down purchase orders, manually tracking invoices, and enduring endless email back-and-forth. It was slow, frustrating, and way too time-consuming.

“Our renewal process was the Wild West,” Chase said. “No official agreements, no automation, just QuickBooks estimates sent via email. No legal documents, no terms of service, and definitely no easy way to track things. With 500+ customers, it was not sustainable.”

From chaos to clarity

Before Poll Everywhere could bring on a major vendor like PandaDoc, they had to prove it was the right choice. That’s where Jeffrey Beaver, Compliance and Security Officer, stepped in.

“For us, selecting a vendor isn’t just about features. We need hard data to justify the investment,” Jeffrey explained. “Employees have to create a data driven document (DDD), presenting it up the chain to show that the product is necessary, the best option for our needs, and within budget.”

What were the must-haves for Poll Everywhere?

• Better user experience: Simple, intuitive, and easy to roll out across teams
• All-in-one functionality: A document library, signing tool, and workstation in one
• Must-have capabilities: Ensuring compliance, automation, and ease of use across departments
• Integration with existing tools: Connecting contract processes with QuickBooks to automate invoicing and eliminate manual data entry

“PandaDoc checked every box. But what really sold us was how seamlessly it fit into our workflow. It wasn’t just another tool — it became a core part of how we operate.” —Jeffrey Beaver, Compliance and Security Officer at Poll Everywhere

Transforming the renewal process with PandaDoc 

As part of their vendor evaluation, Poll Everywhere evaluated Dropbox Sign and Breadwinner, but PandaDoc emerged as the clear winner. Security and compliance and integrations with Salesforce and QuickBooks were critical for success and PandaDoc checked all of those boxes.

With PandaDoc, everything changed. Here’s what got way better:

• Customers now sign a formal agreement created with PandaDoc instead of just getting a QuickBooks estimate.
• As soon as a customer signs a contract, a QuickBooks quote is automatically created and sent for review.
• No more waiting on purchase orders — document signatures now trigger the renewal process.
• Sales and customer success managers no longer waste time on invoice follow-ups, and email chains have dramatically shrunk.

“Before, renewals dragged on for months. Now, it’s a night and day difference, Chase said. “We used to have 30–40 overdue renewals at a time, now it’s under 15. Customers sign contracts 30–60 days ahead of deadlines, keeping everything on track.”

Finding value beyond renewals

What began as a simple solution to fix their renewal process quickly evolved into full-scale PandaDoc adoption across the organization. The sales team now uses PandaDoc to manage contracts and track deal statuses effortlessly, ensuring smoother handoffs and faster closes.

Finance and compliance teams have come to rely on the platform to securely store and manage critical agreements, giving them peace of mind and easy access when needed. Additionally, C-suite executives appreciate the transparency and efficiency it brings. Gone are the days of renewal chaos, replaced by a streamlined system that supports every stage of the customer lifecycle.

Achieving a measurable impact

Since switching to PandaDoc, Poll Everywhere has seen huge wins:

• 33–66% faster renewals: The process now takes 30 to 60 days, down from 90 before PandaDoc. 
• 50% fewer overdue contracts: Down to under 15 from 40 before PandaDoc.
• Zero busywork: No more endless follow-ups and manual emails.

For Poll Everywhere, PandaDoc isn’t just another tool — it’s at the core of their business.