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How to scale smarter and configure quotes 80% faster

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How to set up your guided selling workflow in PandaDoc

Prep time: 60–90 minutes. Saves hours every week after.

Step 1: Create your workflow

In PandaDoc, go to Workflows and click Create Workflow. Start from a blank workflow so you can tailor each step to your quoting process.

Step 2: Set your trigger

This is what kicks off the workflow. To replicate HAAS Alert’s setup, use an API Call from HubSpot as your trigger. This allows reps to start the quote-building experience directly from a deal record.

Step 3: Build the guided form

This is where the rep experience comes to life. Use PandaDoc’s form builder to create a clean, intuitive flow for product and service selection.

  • Add dropdowns for core offerings (e.g., Product 1, Product 2, Services)
  • Use quantity fields for each line item
  • Add Yes/No toggles for optional services like installation

Step 4: Add conditional logic

Make your workflow smarter by tailoring what reps see based on their selections.

  • If “Product 1” is selected, show options for Hardware Add-on and Activation Fee
  • If “Product 2” is selected, skip those add-ons

Process

This keeps quotes consistent and ensures reps don’t forget critical components — a key win for Emerson’s team at HAAS Alert.

Step 5: (Optional) Connect to your product catalog

If you’re using PandaDoc’s product catalog, tie your form fields to it. This pulls in up-to-date pricing and SKU-level detail automatically.

Step 6: Design your quote template

Create a PandaDoc template that will receive the data from your form and the HubSpot deal. Use variables like [[form.product_1]], [[deal.amount]], or [[form.quantity_product_1]] to map the fields.

Quote

Step 7: Map form and deal data to your template

Use the Map Data tool to connect everything. This ensures that what your reps select in the form shows up exactly where it should in the quote.

Step 8: Add document creation and approvals

Insert a Document Creation step to automatically generate the quote.

Optional: Add approval logic if certain thresholds are met — like discount percentages or deal size. This keeps oversight intact without slowing things down.

Set Up Approval Workflow

Step 9: Publish your workflow

Once tested, publish the workflow to make it available inside HubSpot. You can always revisit it later to make updates or improvements.