HubSpot CRM

Use HubSpot custom properties as variables

Similarly, you can pull custom properties created in HubSpot to PandaDoc documents. A custom property created in HubSpot for a specific object (Deal, Contact, or Company) will show up in the corresponding tokens/variables list.

1. Open your Deal, go to Actions > select View all properties;
2. Next, click on Set default properties on the left panel and set up this property to be viewed in the About this deal section > Save;
3. Open the Deal > find your property on the left > fill in the value;
4. After that, scroll down to the PandaDoc module on the right, and click Actions > Show PandaDoc tokens to find your variable there. To have it populated in the documents, simply copy the variable and paste it into a text block in your template.  

Passing information from HubSpot into PandaDoc (via fields)

You can pass data into PandaDoc fields similarly to how variables operate. Unlike with variables, however, you must not include square brackets.

In the list of tokens, copy the token without square brackets into Merge field.

Once the document has been sent, the recipient will see the pre-filled data and be able to update this field, provided the field has been assigned to them.

Use Roles and Role Variables to populate contact info

Contact information is not populating when you are creating documents from a deal or company object? Unfortunately, contact variables are not available within a deal or company, but there's a workaround. Template Roles and Role variables are a great way to pass some contact data while still creating documents within a deal/company. You will be able to pass the first name, last name, email address, phone, company name, job title, street address, city, postal code, country, and state/region of a contact associated with a deal or company. Please note, that variables are not available to eSignature plan users.

In case you pre-assign a recipient on the template level, they will be automatically assigned to the role when the document is created.

1. In your template, click + Add roles at the top and add one
2. Click on Variables and find your specific Role name
3. Click the duplicate icon next to a variable to copy, and paste it into your template. Example: [Client.Name]
4. When creating a document from a deal/company, assign the contact associated with it to the Role you created

FAQ 

Push product information in PandaDoc

Send product information to a PandaDoc pricing table 

What information will be transferred:

1. Price
2. Quantity
3. Discount on the Line Item level
4. Line Item name
5. Line Item description

What’s not supported:

1. Taxes (since taxes are not supported in HubSpot);
2. Recurring payments set up in HubSpot will be transferred as a one-time payment option to PandaDoc, since PandaDoc doesn’t support recurring fees
3. Products list order. In a PandaDoc pricing table, products might be listed in an order different from the one in HubSpot.

How to send products from HubSpot

1. In your template, select the pricing table you’d like to populate. Then click Properties at the top of the table, in the table's properties on the right, make sure that Data merge is enabled. When it's enabled you'll see blue data merge placeholders in the pricing table.
2. Make sure your products are attached to your Deal record in HubSpot.
3. Create your document from your Deal record in HubSpot. Check your pricing table to make sure your products are populated.
4. In order for the discount to be displayed in the pricing table, click the plus sign on the right of the pricing table and select Discount from the hidden columns. You can add the Discount column in advance in your template.

Send product information to a quote builder block in PandaDoc

To send product information from your HubSpot deals to the quote builder block, first, add the quote builder block to your template. Then create a document from a deal in HubSpot.

Once you create a document using this template, the following product information will be sent to the quote block:

• Price
• Quantity
• Discount on the Line Item level
• Line Item name
• Line Item description
• Billing frequency (annually and monthly only)

To unhide custom fields in the created document click on the quote builder block > select Edit quote on the floating panel, select Add column at the top right of a section > and select your custom column from the dropdown under “Show hidden”.

Create and track documents

1. Go to HubSpot and open any Contact, Company, or Deal record. Then click on ‘Create Document’;
2. Choose the template you’d like to use and assign your recipients. Then review your document and make any necessary changes to customize it for your recipient;
3. Click Send, and follow the prompts to customize your document’s title and email message;
4. Go to the PandaDoc module in your HubSpot record to track the status of your document.

Link a document to a deal in HubSpot

If you’ve created a document in PandaDoc that you’d like to link to a deal in HubSpot, we’ve got you covered!

1. Make sure you’re logged into both HubSpot and PandaDoc.
2. In your PandaDoc tab, open the document, then click the HubSpot icon on the right. 
3. Click Link document and you’ll be prompted to select a deal from your HubSpot account. Choose a deal and click Link. The list will display all deals you have access to, and the ten deals you’ve most recently updated will be listed at the top. 
4. On the right, under “Deal Info,” you can view the deal’s created date, status, and total amount. Please note, the deal info displayed in PandaDoc may need to be refreshed to ensure you’re viewing the latest update. If the deal amount or created date shows “Unknown,” it means this field is empty in HubSpot.
5. Now go to the HubSpot deal record. The document will be displayed in the PandaDoc module as if it were created through HubSpot!

In order to unlink a document from a deal or link it to another one, select three vertical ellipses next to the deal's name and select Unlink Deal from the dropdown. If you’ve created the document from another object (Company, Contact), you’ll be unable to unlink it from that object, and also unable to link it to a deal or view related information.

If the integration with HubSpot isn’t connected to your account, you’ll see one of the errors shown on the screenshots below. Either contact your PandaDoc Workspace Admin to have the integration connected or, if you are the Admin, connect it yourself in Settings > Integrations.

Update a document with values from HubSpot

If you update information in your deal after the document has already been created or linked to the deal, you can easily update your document with the new values from the linked deal. Here’s how:

1. Within the PandaDoc document, go to the Integrations panel by clicking the HubSpot icon on the right.
2. Under Document Data, click Import from CRM.
3. The variables and product information in your pricing table (quantity, unit price, and unit discount) will be updated with the correct information from HubSpot. You’ll be unable to update PandaDoc fields or role variables. 

HubSpot workflows

You can set up a workflow in HubSpot to automate certain actions based on PandaDoc document activity. Learn more here.

FAQ

Can I update deal status once a document has been signed?

Not within our integration. However, you can use Zapier to update deal status once a document has been signed. You can also use our automations (in closed beta) to update the deal stage once the document status changes.

Troubleshooting

PandaDoc continuously asks you to sign in

1. It’s likely you have the “Block third-party cookies” setting enabled in your browser. Depending on which browser you’re using, follow one of these links to disable this setting:

• Firefox
• Chrome
• Microsoft Edge

In Safari, go to Preferences > Privacy > Manage website data. Click Remove all, or select hubspot.com and pandadoc.com and click Remove.

2. Additionally, you may need to disable "Prevent cross-site tracking" setting in Safari (it should be turned off):

Follow this link of the links below to learn how to disable this setting in other browsers.

 

I see an error in the HubSpot app in my PandaDoc document “We support record details and the ability to import data from Deals. Create a new one or open the existing document created in PandaDoc.”

PandaDoc documents can only be linked to/unlinked from the Deals object in HubSpot. If you see this error in your PandaDoc document, it means that this document was created from a different object (Company or Contact). You’ll be unable to unlink it from that object to link it to a deal or view related information. You can make duplicate this document and link it to a deal in PandaDoc, or create a new one directly via the Deal in HubSpot.