Tapping into PandaDoc’s full potential

TerraSense Analytics is a Canadian AI and machine learning company developing edge-computing software that detects and geolocates objects in real time, without needing a cloud connection. Their tech is designed for disconnected environments, with a growing focus on defense, aviation, and research.

As VP of Finance, Aidan Northcott oversees finance, HR, taxes, and operations. When he joined TerraSense, PandaDoc was already implemented, but he quickly identified that it wasn’t being used to its full potential.

Integrating PandaDoc into internal systems

PandaDoc was already supporting some of TerraSense’s HR and finance workflows, but much of the process remained manual. Document generation was time-consuming, especially for payroll changes and new hire agreements. They relied on BambooHR to manage employee data, but needed a better bridge between the systems.

“It was taking me over an hour to put together a single employment agreement,” said Aidan. “We had the right tool, but we weren’t using it to its full capability.”

Upgrading from Essentials to Business

After reviewing their needs, the team upgraded from the PandaDoc Essential’s Plan to the PandaDoc Business plan. The goal? Reduce time spent on routine admin, improve accuracy, and further integrate with BambooHR.

“We knew there was a lot more we could get out of PandaDoc, especially as our HR and finance needs became more complex. The Business plan gave us the flexibility and automation we were looking for,” Aidan said. “It was a clear next step to help us scale smarter and streamline the repetitive stuff.”

Why the PandaDoc Business Plan made sense:

• Custom-branded templates gave TerraSense the ability to standardize important documents like employment agreements, stock options, and pay adjustments while keeping everything polished and on-brand. Instead of building each document from scratch, they could rely on consistent, professional templates that reflected their company’s voice and visual identity.
  
• The BambooHR integration was another game-changer. With employee data automatically syncing from BambooHR to PandaDoc, they eliminated the need for manual entry. This reduced the risk of errors and saved time across the board, especially when handling high volumes of contracts or payroll updates.
  
• Approval routing helped standardize internal processes, giving teams a structured way to send documents for review and signature. No more chasing people down — just a clean, automated path from draft to signed doc.

Time saved, mistakes avoided

Upgrading to the PandaDoc Business Plan gave TerraSense the tools to streamline their high-volume HR processes. With templates, integrations, and automated approvals now in place, the team spends less time building documents from scratch, and more time on strategic work.

• 90% reduction in time to create and send agreements: Agreements that once took over an hour now take 10 minutes.
• Efficient bulk sends: Easier performance and payroll updates keep high-volume tasks on track during busy cycles.
• Consistent outputs: Templates help avoid formatting issues and keep legal language consistent.
• API Integration: Finalized docs land in BambooHR automatically — no extra steps required.

“We’re a lean team. The PandaDoc Business Plan lets us scale our HR processes without scaling the admin,” Aidan shared.

With the Business plan now embedded in HR and finance, TerraSense is exploring how PandaDoc can support other departments. Its ease of use, time savings, and tight integrations have made it a central part of their operational toolkit. From onboarding new hires to managing compensation changes, TerraSense shows how investing in better document management helps your business scale without the busywork.