Replay Webinar : Pipedrive & PandaDoc Integration – From Setup to Signed PDF

Pipedrive & PandaDoc Integration: From Setup to Signed PDF

This webinar walks through how to connect Pipedrive with PandaDoc in order to generate documents faster, reduce manual work, and improve follow-up during the sales process.

The session is mostly a live demonstration rather than a slide presentation. Alex explores the tools directly and shows how to build a practical workflow: connect both platforms, create a template, map Pipedrive data into PandaDoc, send a document for signature, track its status, and automate actions after signing.

Webinar context

BLC introduces itself as a Pipedrive partner and integrator, helping companies with training, support, automations, integrations, data imports, and custom setups. This webinar is part of their recurring series, held every two weeks in English and alternating with French sessions.

The presenters also remind attendees that they can use the webinar chat and question area to interact during the live session.

Overview of PandaDoc

Before going into the integration itself, Alex gives a tour of the PandaDoc platform.

Main areas of PandaDoc

PandaDoc includes several key sections:

• Dashboard/Homepage: overview of document activity such as drafts, sent documents, approved files, and completed documents
• Documents: all created documents, with filtering options
• Templates: reusable document models for quotes, contracts, NDAs, presentations, and more
• Contacts: recipients and signers, which can also be synced from external systems
• Forms: used to collect information from clients
• Notary: a more specific feature not explored in this session
• Catalog: product catalog, although products can also come directly from Pipedrive
• Automations and Workflows: actions triggered by document events
• Reports
• Developer Center: webhooks and technical integrations

Alex highlights that PandaDoc is a strong platform not only for e-signature, but also for workflow automation and API-based use cases.

Connecting PandaDoc to Pipedrive

The integration can be set up in two ways:

Option 1: Start from PandaDoc

In PandaDoc settings, users can go to the Integrations page, select Pipedrive, and begin the connection process.

Option 2: Start from Pipedrive

In Pipedrive, users can open the Marketplace under Tools and Apps, search for PandaDoc, and install it from there.

Authentication and user access

During setup, PandaDoc asks whether the integration should apply to:

• a single user
• selected users
• the whole organization

Once access is granted, the connection becomes active and PandaDoc appears inside Pipedrive deals.

Important note about the sidebar

Alex mentions a practical issue: sometimes the PandaDoc panel may disappear from the Pipedrive sidebar even though the integration is installed. In such cases, users may need to:

• check whether the panel is hidden
• deactivate and reactivate the sidebar element
• uninstall and reinstall the integration if needed

This appears to be more of a refresh or synchronization issue than a setup problem.

Using PandaDoc inside a Pipedrive deal

Once connected, PandaDoc appears directly in the deal view in Pipedrive.

This allows users to create and manage documents from inside the CRM, without switching between systems too much. It also means document statuses become visible from the deal record, which is useful for sales follow-up.

Mapping Pipedrive data into PandaDoc

A major benefit of the integration is the ability to map variables from Pipedrive into PandaDoc documents.

Instead of copying data manually, users can automatically insert information such as:

• deal title
• deal ID
• organization name
• contact person name
• custom fields
• default deal, person, and organization fields

Two ways to access variables

Variables can be accessed from:

1. the PandaDoc panel inside a Pipedrive deal
2. the PandaDoc document or template editor

Alex shows how variable placeholders turn yellow in the editor, confirming that they are linked correctly.

This feature saves time and reduces mistakes because the document is generated directly from CRM data.

Creating a template in PandaDoc

The webinar then moves into template creation.

Alex opens a template, edits it, and explains how users can either:

• start from a PandaDoc example template
• import existing content from tools like Google Drive, OneDrive, or Canva
• create their own template from scratch

What can be added to a template

PandaDoc templates can include:

• text blocks
• pricing tables
• page breaks
• videos
• images and custom design elements
• dynamic variables from Pipedrive

This makes PandaDoc suitable for more than just quotes. It can also be used for contracts, proposals, presentations, and onboarding documents.

Building a quote template with a pricing table

The main live example is a quote template.

Alex removes unnecessary default rows and inserts a pricing table that pulls products directly from Pipedrive. The goal is to ensure that when products are already attached to a deal, they appear automatically in the generated PandaDoc document.

Example of mapped pricing fields

Field in PandaDoc table	Data source
Product name	Pipedrive product
Price	Pipedrive product/deal
Quantity	Pipedrive deal product
Tax	Pipedrive product/deal
Subtotal	Calculated in PandaDoc

He also shows that additional columns can be added, such as:

• tax
• discount
• SKU
• cost

Some of these can remain hidden if needed.

Tax formatting

One useful detail shown during the session is that tax formatting can be adjusted. For example, instead of displaying tax as a currency amount, it can be shown as a percentage.

A useful lesson about product updates

During the demo, Alex notices that tax is still showing as 0% in the generated document even though he changed the product tax in Pipedrive.

He explains why: the products had already been added to the deal before the tax update. As a result, PandaDoc was pulling the older value already stored in the deal.

The fix was simple:

1. remove the products from the deal
2. add them again after the tax update
3. recreate the document

After doing this, the correct 10% tax appeared in PandaDoc.

This is a very practical reminder: if product values are changed after products are already attached to a deal, the deal may need to be refreshed by re-adding those products.

Generating a document from the template

From the Pipedrive deal, Alex creates a PandaDoc document using the quote template.

During this process:

• PandaDoc asks which template to use
• the client is automatically mapped as the signer
• data from Pipedrive populates the document
• document placeholders can be reviewed and edited if needed

Some missing values can also be filled manually before sending.

This mix of automation and manual review makes the process flexible while still saving time.

Signature setup and signer roles ✍️

At one point in the webinar, the presenters realize they forgot to configure signature fields in the template.

Alex then goes back into the template and adds the correct signature blocks.

Roles created in the template

He defines two roles:

• Client
• Manager or internal signer

Each signature field is assigned to one of these roles. This makes it possible to create documents requiring one or multiple signatures.

He later simplifies one example so that only the client needs to sign.

Saved signatures

Another useful feature shown is that PandaDoc users can save their own signature in their personal settings. This means that when an internal user needs to sign, PandaDoc can reuse the stored signature automatically.

Sending, viewing, and tracking documents

Once the document is sent, PandaDoc tracks its status.

The webinar shows the following states in action:

• draft
• sent
• viewed
• completed

These statuses are visible:

• in PandaDoc
• directly inside the Pipedrive deal

This is one of the strongest benefits of the integration. Sales teams can immediately see whether the client has opened the document, which helps them time their follow-up better.

Why “viewed” is valuable

Alex makes an important sales point here. If a client has viewed the proposal but not signed it yet, that often means the deal is active but may need a conversation.

A salesperson can use that signal to follow up quickly with a message such as asking whether anything needs clarification or whether pricing should be discussed.

This helps keep the deal warm and reduces the risk of losing momentum.

Downloading the signed PDF

Once both sides sign, the document status changes to completed.

From PandaDoc in Pipedrive, the signed file can then be downloaded directly. The final PDF includes:

• the pricing table
• the terms and conditions
• the signatures

This confirms that the full process works end-to-end: from deal data in Pipedrive to signed PDF in PandaDoc.

Automations between PandaDoc and Pipedrive ⚙️

The final part of the webinar focuses on automation.

Alex explores PandaDoc’s automation section and creates an example workflow connected to Pipedrive.

Automation example shown live

The use case demonstrated is:

• when a document based on a specific template is completed
• PandaDoc automatically updates the related Pipedrive deal status

In the demo, once the document is signed, the deal is marked as won in Pipedrive.

This action is triggered through PandaDoc’s automation system using the Pipedrive connection and API key.

Why this matters

This opens the door to many more workflows, such as:

• moving deals to another stage
• creating follow-up tasks
• triggering billing or project delivery processes
• sending additional forms
• launching other automations in connected tools

An important benefit mentioned is that these automations live in PandaDoc, so they do not consume Pipedrive automation limits.

Other document and workflow possibilities

The webinar is not limited to quotes.

Alex explains that the same integration can support many other document types, including:

• contracts
• NDAs
• proposals
• sales presentations
• onboarding or identification forms
• post-demo recap documents

The presenters also discuss cases where some information is still missing before generating the final PDF. In those situations, users can:

• collect the missing data through PandaDoc forms
• collect it through another external form tool
• push that data into Pipedrive first
• then generate the final PandaDoc document with all fields completed

This can also be automated when a deal reaches a certain stage.

Key takeaways

Main strengths of the integration

Benefit	Why it matters
Automatic field mapping	Avoids copy-paste and reduces errors
Product and pricing sync	Speeds up quote generation
Document status visibility	Helps sales teams follow up at the right moment
E-signature workflow	Simplifies approval and signing
Signed PDF generation	Produces a final ready-to-store document
Automations	Connects signed documents to next business steps

Best practices mentioned during the demo

• Always verify that the PandaDoc sidebar is visible in Pipedrive
• Use templates to standardize document creation
• Map variables carefully to avoid manual edits
• Re-add products to the deal if product values were changed afterward
• Add signer roles and signature blocks before sending
• Use document statuses as sales signals for smarter follow-up

Final impression

The webinar presents the Pipedrive–PandaDoc integration as a solid and practical tool for sales teams. It is especially useful for teams that want to generate documents quickly, track engagement, collect signatures, and connect signed documents to the rest of their CRM workflow.

The presenters also note that PandaDoc has newer features they did not fully explore, such as smarter forms, deeper workflows, and lookup tables. They suggest that a future webinar with PandaDoc directly could be useful to go further into those advanced capabilities.