Insightly Integration with PandaDoc

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

What does this integration do? This integration will allow you to create, send, and track quotes, proposals, and contracts from within Insightly. Simply create PandaDoc documents within Insightly Contacts, Organizations, Leads, Opportunities and Projects with all of the fields from your Insightly contact, company, opportunity, leads and projects information.

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

Integration Support: The Insightly development team has created this integration. If you have any questions or concerns of how to use and setup this integration, please contact them directly for support.

For support details by Insightly, please review this Insightly integration FAQ.

Step 1-A: Enable the integration. Login to your Insightly account and go to Settings > Billing & Account > Integrations > Find PandaDoc and click Install.

Step 1-B: Complete the installation. Next, click “Install Integration”

Insightly Install

Step 1-C: Confirming installation is complete. Once the installation is complete, you will receive a notification like the one below.

Insightly install confirmation PandaDoc

Step 2: Using PandaDoc integration. To access the PandaDoc toggle, open any Contacts, Organizations, Leads, Opportunities or Projects, then go to “Files”. In the example below, we have opened an Insightly Contact.

Insightly - Process

Step 3: Setup of PandaDoc Templates to be used with Insightly.  Next, we need to setup our templates and how we want to pull in data from Insightly.   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 Insightly. Opportunity, Project, or Organization, contact information. The following information: First Name, Last Name, Email Address and Company. Click here for more details about how to use PandaDoc Roles. We can use Custom Links as shown below in Step 3-B

Step 3-B: Custom Links. Any Insightly Opportunity, Project, or Organization that has Contacts and/or Leads linked to it (and provided the link has an email), will be added to the recipient list of the generated document. Below the example opportunity shows “Ian Insightly” was added as a contact custom link, and this contact will be sent to PandaDoc. We use Roles as shown in Step 3-A to pass this information over from Insightly to PandaDoc.

Insightly - Custom Links

Step 4: Set up your tokens to pre-populate your documents with contact, company or deal information data.

Tokens are huge time savers that auto-fill information from Contacts, Organizations, Leads, Opportunities and Projects records into a document. You can learn more about tokens here.

Let’s say you want to pre-populate your standard proposal template with the following data from an Insightly Contact: contact first name, last name, and company. To do this, go to PandaDoc and open your template. Then add your token IDs from the list below. Do not forget the square brackets. This is important as the brackets are what differentiates the tokens from regular text.

List of tokens you can use for each object from Insightly:

Insightly Record TypeToken to Use in PandaDoc
Contacts and Organizations
Work Address
Home Address
Postal Address
Pipeline (Shared by Projects & Opportunities)[Pipeline.Name]

Step 5: Using Custom Fields in Insightly. Custom Fields that have a value in any Insightly entity (Project, Opportunity, Organization, Contact) will be passed to the document, given that the token is included in the template.

Business Rules:

  • Custom field names with spaces, or any special characters will be trimmed. Example: “Katy’s Custom Field?$” will become “KatysCustomField”.
  • Custom field names with only special characters will be excluded. Example: “$$$”.
  • Custom field token names are case sensitive.
  • The left part of any token is determined based on the entity type. For Contact custom fields the token will be [Contact.KatysCustomField].

Step 6: Tracking your documents. Once you have created a PandaDoc document from an Insightly object, you can go back to that object and see that the PandaDoc document has been added as a file. Here is an example from a contact object within Insightly:

Insightly - Tracking Documents

Have questions? For faster support please:

  1. Log in to PandaDoc
  2. Then click on the help button
  3. Choose Contact Support option

Or feel free to contact us using our public form:

Contact Support