HubSpot CRM Integration with PandaDoc


Focus:  The focus of this self-help article is to provide the steps and information necessary to integrate HubSpot CRM with PandaDoc.

What does this Integration do? For this integration, you will be able to do the following:

  1. This integration will allow you to create, send, and track quotes, proposals, and contracts from within HubSpot CRM. Create PandaDoc documents within HubSpot CRM for Contact, Companies and Deal Objects.
  2. Use your HubSpot CRM fields and custom fields to send data from HubSpot CRM to PandaDoc via tokens and textfield field.
  3. Be able to track PandaDoc document status directly inside of the HubSpot CRM object.
  4. Track Document Status by using the HubSpot CRM “Contact – Event” tracker to track the progress of your PandaDoc Documents.

PandaDoc Plans: This integration is available for all PandaDoc plans.

Before you get started, however, please make sure that you have a PandaDoc account (Don’t have one yet? Start 14-day free trial!)

Step 1: Setup and connection. In order to use this integration, we must go through the installation of the PandaDoc integration into HubSpot CRM.

Step 1a: Enable via PandaDoc Add-ons Store. Login into PandaDoc, go to Add-ons Store, go to Integrations Category and Find Hubspot. Click on Hubspot and then click on the green button “Add to PandaDoc”.

Hubspot - Addon store - find Hubspot - Addon store - use and enable

Step 1b: Finding HubSpot integration in PandaDoc.  Next, in PandaDoc, go to Settings > Integrations > HubSpot  and you will see a list of instructions. Click on the Green button “Connect HubSpot Integration”.

Hubspot - Step 1

Step 1c: Authorization the connection – Next, we will need to authorize the integration by logging into your HubSpot account.
Hubpot - Step 2 - Login and connect

Once connected, you will be presented with a “Successful Authentication” window. This shows PandaDoc has been connected with Hubspot.
Hubspot - Step 3 - Authenticated

Step 2: Access PandaDoc integration in Hubspot.  Open any Contact, Companies and Deal Objects. Then Scroll down until you see PandaDoc.  Here you will see the options to “Create Document” and “Actions-Show PandaDoc Tokens”.Hubspot - Step 4- Showing Module

Step 3: Setup of PandaDoc Templates to be used with HubSpot.  Next, we need to setup our templates and how we want to pull in data from HubSpot.   In the following sections, we will discuss the setup of “Roles” and “Tokens”.

Step 3-A: Use of PandaDoc Roles and templates to import Contact information. With the use of PandaDoc Roles, we can import from HubSpot Deal object, contact information. The following information: First Name, Last Name, Email Address and Company. Click here for more details about how to use PandaDoc Roles.   

Step 3-B: Setup your tokens to pre-populate your documents with potential data.

Tokens are very helpful timesavers that will auto-fill information from a Deal, Contact or Organization records into a document. Learn more about tokens here.
To view all of the available data that you can push from the HubSpot objects, in the PandaDoc section, click on “Actions” then “Show PandaDoc Tokens”.
Hubspot - Step 5- Showing token list

Here you can see a full list of the tokens used for this object in HubSpot.

Hubspot - Step 6 - Token list

Let’s say you want to pre-populate your standard proposal template with the following data from a HubSpot potential: client information (company name) and (Company Phone)

To do so, first go to PandaDoc and open your template. Then copy and paste token IDs from the PandaDoc panel within HubSpot into your template. The most important thing is to place them into square brackets. This is what differentiates them from regular text.

Hubspot - Tokens

From now on every document that you create from a property within HubSpot — using this template — will be prefilled with the contact’s company and company’s address.

Step 3-C: Example list of tokens that can be used from HubSpot:

HubSpot CRM Fields PandaDoc Token to Use
Company Name [Company.Name]
Company Phone [Company.Phone]
Company Website [Company.Website]
Company Description [Company.Description]
Company About Us [Company.AboutUs]
Company ID [Company.CompanyID]
Company Domain [Company.Domain]
Company Address [Company.Address]
Company Address 2 [Company.Address2]
Company City [Company.City]
Company Zip [Company.Zip]
Company Country [Company.Country]
Company Founded Year [Company.FoundedYear]
Company Industry [Company.Industry]
Company Domain [Company.Domain]
Company About Us [Company.AboutUs]
Company is Public [Company.IsPublic]
Company Notes Last Contacted [Company.NotesLastContacted]
Company Recent Deal Amount [Company.RecentDealAmount]
Company Timezone [Company.Timezone]
Company Total Revenue [Company.TotalRevenue]
Company Type [Company.Type]
HubSpot CRM Deal Fields PandaDoc Token to Use
Deal Amount [Deal.Amount]
Deal ID [Deal.DealID]
Deal Name [Deal.Dealname]
Deal Description [Deal.Description]
Deal Close Date [Deal.Closedate]
Deal Created Date [Deal.Createdate]
Deal Stage [Deal.Dealstage]
Deal Type [Deal.Dealtype]
Owner Email [Deal.OwnerEmail]
Owner First Name [Deal.OwnerFirstName]
Owner Last Name [Deal.OwnerLastName]
Deal Notes Last Updated [Deal.NotesLastUpdated]
Deal Number Associated Contacts [Deal.NumAssociatedContacts]
HubSpot CRM Contact Fields PandaDoc Token to Use
Contact First Name [Contact.Firstname]
Contact Last Name [Contact.Lastname]
Contact Salutation [Contact.Salutation]
Contact Email [Contact.Email]
Contact Company Name [Contact.Company]
Contact Phone Number [Contact.Phone]
Contact Fax [Contact.Fax]
Contact Mobile Phone [Contact.Mobilephone]
Contact Job Title [Contact.Jobtitle]
Contact Website [Contact.Website]
Contact IP Address [Contact.Ipaddress]
Contact Address [Contact.Address]
Contact City [Contact.City]
Contact State [Contact.State]
Contact Zip [Contact.Zip]
Contact Country [Contact.Country]
Contact Vid [Contact.Vid]
Contact Owner First Name [Contact.OwnerFirstName]
Contact Owner Last Name [Contact.OwnerLastName]
Contact Owner Email Address [Contact.OwnerEmail]
Contact Industry [Contact.Industry]
Contact Notes Last Contacted [Contact.NotesLastContacted]
Contact Message [Contact.Message]
Contact Number Conversion Events [Contact.NumUniqueConversionEvents]
Contact Recent Deal Amount [Contact.RecentDealAmount]
Contact Total Revenue [Contact.TotalRevenue]

Step 3-E: Examples of Custom Fields in HubSpot and how to use Tokens.
You can also send over custom fields that you created in HubSpot. Here is an example of the tokens you could use for “Deal”, “Contact” and “Company”. Please note that if your HubSpot custom fields have “Spaces”, the tokens would NOT use spaces

Examples of Custom Fields in HubSpot CRM PandaDoc Token to Use
Deal Custom Fields:
Ex: Number of Employees [Deal.NumberOfEmployees]
Ex: OS Version Used [Contact.OsVersionUsed]
Ex: Number Of Employees [Company.NumberOfEmployees]

Step 4: Using Fields.
Similar to tokens, you can pass data into PandaDoc fields. Unlike the tokens, you will not need the square brackets.

In the list of tokens found in Step 3-D above, you will need to copy the token without the square brackets into the “Title” of the PandaDoc field.


Step 5: Tracking Documents. Once you have sent out a document using the Integration, the documents will be shown In the PandaDoc section for that HubSpot object.

Hubspot - Step 7 - Tracking
Step 6: Using HubSpot CRM Contact Event tracker to track status updates for documents created in a HubSpot Deal. Click on “Filter timeline” and check the box for PandaDoc. The document events (status updates: sent, viewed, completed, etc..) will be displayed in the event tracker.

If you create a PandaDoc document from a  HubSpot “Deal”, document tracking will appear on the associated HubSpot “Contact” timeline.

If you create a PandaDoc document from a Hubspot “Contact”, document tracking will appear on the associated HubSpot “Contact” timeline.

Step 7: Removing PandaDoc Integration from Hubspot.   To remove, please go through the following steps. In Hubspot, go to Settings > Integrations > Find PandaDoc, Click Uninstall and then confirm the installation.

Hubspot - Uninstall Integration

Step 8: Removing documents  If you want to remove the documents that are associated to the HubSpot object, you would need to delete those documents from your PandaDoc account.

PandaDoc / Hubspot integration via Google Chrome Store (old integration), how to uninstall.   If you have installed the new version (steps above), you can uninstall the Google Chrome extension, as this version is no longer needed. To uninstall,  go to Chrome Settings >Settings > Extensions. Find “Documents Automation for HubSpot CRM” and click on the “trashcan” icon to remove it. Please note: If you had created existing PandaDoc documents using the Chrome Extension, those same documents will appear in the new version of the integration.
Hubspot - remove chrome extension

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