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? 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 contacts, companies, and deals with all of your HubSpot CRM custom properties.
HubSpot timeline Tracking of documents: 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 contact timeline.
Before you get started, please make sure that you have a PandaDoc account (Don’t have one yet? Start a 14-day free trial!) and that you’ve installed the PandaDoc Chrome extension for HubSpot (currently this integration is only available for Chrome browser users).
Step 1: Log in to your HubSpot CRM account and access the PandaDoc panel.
To access the PandaDoc panel, open any contact, company, or deal. If you see a screen like this, please click “Connect” and login to your PandaDoc account.
Once you’re connected, you will see a list of related documents to a contact, company, or deal.
Step 2: Connecting your PandaDoc account to HubSpot CRM. In PandaDoc, go to Settings > Integrations > HubSpot. Here you will see a list of directions, follow the steps below.
Find your Hub ID from HubSpot and copy the ID to the field. Click “Connect HubSpot Integration” when completed.
Step 2-A: Authorize the connection. Click the blue button “Authorize” to connect to your HubSpot account.
Once connected, PandaDoc will let you know it has been connected and which Hub ID is associated with your account.
Step 3: Setup of PandaDoc templates to be used with HubSpot CRM. Next, we need to setup our templates and how we want to pull in data from HubSpot CRM. 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 CRM Opportunity 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 contact, company or deal data.
Tokens are very helpful time savers that will auto-fill information from a contact, company, or deal record into a document. Learn more about tokens here.
To view all of the available data that you can push from a contact, company or deal record via tokens to a document, click on the gear icon -> “Tokens” tab.
Let’s say you want to pre-populate your standard proposal template with the following data from a HubSpot CRM property: client information (company address) and Company ID number (a custom field).
Step 3-C: Using Tokens for your PandaDoc Templates.
Let’s say you want to pre-populate your standard proposal template with the following data from a HubSpot CRM contact, company or deal: client information (company address) and company ID number (a custom field).
To do so, first, go to PandaDoc and open your template. Then copy and paste token IDs from the PandaDoc panel within HubSpot CRM into your template. The most important thing is to place them into square brackets. This is what differentiates them from regular text.
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-D: Example list of tokens that can be used from HubSpot:
|HubSpot CRM Fields||PandaDoc Token to Use|
|Company About Us||[company.about_us]|
|Company Address 2||[company.address_2]|
|Company Founded Year||[company.founded_year]|
|Company About Us||[company.about_us]|
|Company is Public||[company.is_public]|
|Company Notes Last Contacted||[company.notes_last_contacted]|
|Company Recent Deal Amount||[company.recent_deal_amount]|
|Company Total Revenue||[company.total_revenue]|
|HubSpot CRM Deal Fields||PandaDoc Token to Use|
|Deal Close Date||[deal.closedate]|
|Deal Created Date||[deal.createdate]|
|Owner First Name||[deal.owner_first_name]|
|Owner Last Name||[deal.owner_last_name]|
|Deal Notes Last Updated||[deal.notes_last_updated]|
|Deal Number Associated Contacts||[deal.num_associated_contacts]|
|HubSpot CRM Contact Fields||PandaDoc Token to Use|
|Contact First Name||[contact.firstname]|
|Contact Last Name||[contact.lastname]|
|Contact Company Name||[contact.company]|
|Contact Phone Number||[contact.phone]|
|Contact Mobile Phone||[contact.mobilephone]|
|Contact Job Title||[contact.jobtitle]|
|Contact IP Address||[contact.ipaddress]|
|Contact Owner First Name||[contact.owner_first_name]|
|Contact Owner Last Name||[contact.owner_last_name]|
|Contact Owner Email Address||[contact.owner_email]|
|Contact Notes Last Contacted||[contact.notes_last_contacted]|
|Contact Number Conversion Events||[contact.num_unique_conversion_events]|
|Contact Recent Deal Amount||[contact.recent_deal_amount]|
|Contact Total Revenue||[contact.total_revenue]|
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 token would be used with underscores (_)
|Examples of Custom Fields in HubSpot CRM||PandaDoc Token to Use|
|Deal Custom Fields:|
|Ex: Number of Employees||[deal.number_of_employees]|
|Ex: OS Version Used||[contact.os_version_used]|
|Ex: Number Of Employees||[company.number_of_employees]|
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 Chrome extension, you can find the related documents in the PandaDoc module.
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.
Disabling the PandaDoc Chrome extension: If needed, you can hide them module to see the full details in HubSpot. Click on the PD Icon on the top right of your web browser. This acts like an On/Off switch: