BaseCRM Integration with PandaDoc

Focus:  The focus of this article is to provide step-by-step setup information necessary to integrate BaseCRM with PandaDoc.

What does this integration do? This integration will allow you to create, send, and track quotes, proposals, and contracts from within BaseCRM. Create PandaDoc documents within BaseCRM and all of your custom fields and contact information will be pre-filled into your documents automatically. Included is options to send over BaseCRM product information over to PandaDoc Pricing tables.

Please note: In order for this integration to work, you must use the same email address for your BaseCRM account and your PandaDoc account. If these email addresses are different, this integration will not work.

Step 1-A: Enable the Integration to your BaseCRM account.  Login into your BaseCRM account, here and then go to the Profile icon on the top right and then click on Settings.
BaseCRM - Enable in Base - 1

Step 1-B: Adding the new tool Over on the left, click on “Deals”, then go to “Smart Links” and click on “Add Tool”
BaseCRM - Enable in Base - 2

Step 1-C: Setup of the Smart Link. In the tool setup, enter in the following.
1. App Name – Use “Create PandaDoc Quote”
2. Web App URL – Paste the following URL:{}
3. Destination – Select to “Open in new window”.
4. Click Save

Step 2: Log in to your BaseCRM account and open a Deal.
Open any BaseCRM Deal, over on the right, you will see the new “Tool”, the “Create PandaDoc Quote”.

BaseCRM -- Send document Via PandaDoc

Step 3-A: Set up your tokens in PandaDoc to pre-populate your documents with deal data.
Tokens are very helpful timesavers that will auto-fill information from a deal or organization record into your documents. Learn more about tokens here.

Let’s say you want to pre-populate your standard proposal template with the following data from a BaseCRM deal: client information (Owner Name) and a deal value (Deal Value) To do so, first log in to PandaDoc and open the template you want to use, as shown below. Click on Content tab on the right, and then the “Tokens” menu.

As shown in the above example, when you add tokens to your document, they’ll be dynamically filled with data from Base CRM. From now on every document that you create from a deal within BaseCRM — using this template — will be pre-filled with the Owner Name and Deal Value.

Step 3-B: List of BaseCRM fields and the token examples you can use in PandaDoc.  For reference, here is a list of the currently available tokens for Deal Values in BaseCRM that can be connected to PandaDoc:

Deal Values in BaseCRM PandaDoc Token To Use
Created At [Deal.CreatedAt]
Updated At [Deal.UpdatedAt]
Deal Name [Deal.Name]
Deal Value [Deal.Value]
Owner Fields in BaseCRM PandaDoc Token To Use
Owner Name [Deal.Owner.Name]
Owner Email Address [Deal.Owner.Email]
Primary Organization Fields in BaseCRM PandaDoc Token To Use
Company Name [Deal.Company.Name]
Company Email [Deal.Company.Email]
Company Mobile Phone [Deal.Company.MobilePhone]
Company Work Phone [Deal.Company.WorkPhone]
Company Address [Deal.Company.Address]
Company Country [Deal.Company.Country]
Primary Contact Fields in BaseCRM PandaDoc Token To Use
First Name [Deal.Contact.FirstName]
Last Name [Deal.Contact.LastName]
Title [Deal.Contact.Title]
Email Address [Deal.Contact.Email]
Mobile Phone [Deal.Contact.MobilePhone]
Work Phone [Deal.Contact.WorkPhone]
Address Phone [Deal.Contact.Address]

Step 3-C: Custom Fields from BaseCRM.  You can also send over custom fields that you created in BaseCRM. Here is an example of the tokens you could use for “Deal”, “Contact” and “Company”:

Examples of Custom Fields in BaseCRM PandaDoc Token To Use
Deal Custom Fields:
Example: Deal.Dollar Amount
[Deal.Dollar Amount]
Example: Contact.SkypeNumber
Example: Company.NumberOfEmployees
[Deal.Company.Number of Employees]


Step 4: Use of PandaDoc Roles to send over BaseCRM Deal Contact information. Inside of PandaDoc, you can create Roles for your templates to send over the Deal Contact information, First name, Last Name, Email Address, Company. Shown below is an Role we setup called “Decision Maker”. Click here for more information on how to setup PandaDoc Roles.

Next, you will see four tokens that have been created because we setup this Role.

Here is a BaseCRM deal with the Contact of Baseball Jones. We can now send this information over to PandaDoc:

BaseCRM -- Contact information

Here we are matching up the PandaDoc Role to the contact from BaseCRM:

As you see inside of the PandaDoc document, the Contact information from BaseCRM is now been filled in.

Step 5: Using fields to pass over data from BaseCRM to PandaDoc. What is a field?

In the example below, we want to pass over the data “Deal.Owner.Name” to a field.

Add the Textfield,  in the “Name” section, add the value of the token name, found in Step 3-B, without the [brackets].  In this example, we have used “Deal.Owner.Name” to populate the field.

Step 6: Passing BaseCRM Product information over to PandaDoc Pricing tables.  This integration offers the options to send over product information: Name, Description, Price, QTY, “line item discounts” and total discounts from Products added to BaseCRM deals.

Example of a product in BaseCRM:
BaseCRM product Data

Step 6a: Setup of PandaDoc Templates and pricing tables to accept Products and enable discounts   Shown below, you will need to enable “Automatically add products to this table” to be set to “ON” to accept products from BaseCRM. As shown below is three examples of tables:
1)  Product information Only.
2) Product information and setup “line” item discounts to be pulled from each “line item discount” in BaseCRM.
3) Product information and setup “Total” Discount to import the “total discount” from BaseCRM.
Click for more details about PandaDoc Pricing table block.

Step 6b: Example view of Pricing tables populated with Product data from BaseCRM:

BaseCRM - Example - Completed

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