Fast, flexible, and scalable document workflows for a growing team

Viva is a fast-growing startup providing executive assistant talent to top-tier companies across the U.S. and beyond. What started as a small venture has grown into a 150-person team supporting major companies like Notion and Rebrandly. As co-founders Fineas Tatar and Adnan Khan built out their team, they needed a better way to streamline contracts, order forms, and payment processes.

We spoke with Fineas Tatar and Dania Maduro, Sr. Executive Assistant at Viva, about how their team is using PandaDoc to speed up onboarding, organize documentation, and close deals faster. Here’s what they had to say: 

Q: What challenges led you to using PandaDoc?

Fineas: Customer acquisition was getting harder to scale, and we had a lot of manual processes for sending order forms, collecting signatures, and tracking onboarding payments. We needed a single place to manage everything, something simple and repeatable. PandaDoc stepped in and made the process so much easier. We could create templates, assign signers, and include one-time payments with Stripe right inside the document. It saved a ton of time.

Q: What are you using PandaDoc for today?

Dania: A few things. Sales uses it for order forms. Customer success can also jump in earlier in the process to help move deals forward. Our people team uses it during recruiting for things like MNDAs and assessments. We even use it for vendor agreements. It’s our go-to for collecting signatures and getting docs out the door quickly.

Q: Who manages your PandaDoc templates?

Dania:  I edit our existing templates to make sure they’re accurate and ready to go. It’s easy to duplicate and customize them when we need to, and then our sales, talent acquisition, and customer success teams can access them when they need to.

Q: How does your team collect payments through PandaDoc?

Fineas: We use the Stripe integration to collect onboarding fees directly through the order form. If it applies, the payment field is right there and clients can sign and pay in one smooth step. The rest of our billing happens via invoicing and renewals.

Q: Any integrations you’ve found especially helpful?

Dania: Definitely. We use the PandaDoc HubSpot integration to track payments and sync everything with our CRM. We’re also using Zapier to send signed documents straight into Google Drive. That keeps us organized without adding extra steps.

Q: Can you give an example of how PandaDoc helped speed up your processes?

Fineas: Just recently we had an intro call with a prospect, and within 40 minutes of the call ending, she had signed the order form. That whole process used to take up to 24 hours with email back and forth. When your promise is to get someone staffed within 24 hours, every minute counts. PandaDoc has been huge for that.

Q: How would you describe your PandaDoc experience overall?

Dania: Super easy. We’ve looked at other tools, but PandaDoc wins on ease of use. There’s very little guesswork, just drop in your template, assign the signers, and send. Compared to the email chaos we had before, it’s night and day.

Q: Would you say that PandaDoc is helping you grow?

Fineas: It’s helped us scale without hiring more people for manual admin. Instead of emailing back and forth for every contract or payment, we’ve got a streamlined, professional experience for our customers — and that frees up our time for more strategic work.

Q: Any advice for others considering PandaDoc?

Dania: If you’re comparing tools, look at how easy it is to actually use them. PandaDoc makes everything clear right from the start. And if your process relies on speed like ours, there’s no better option.