It can be useful to update your PandaDoc document status to reflect any offline document completion or payment. This way, all of your signed contracts can be kept in one place.
Availability: All plans
You can manually change your document to Completed, Expired, Declined, or Paid statuses.
Manual Status change matrix:
Completed
To keep your documents legally binding, all of our signed and recipient-completed documents will provide a signature certificate when the document is finalized. If you manually change a document to the "Completed" status, there is no signature certificate generated.
Use case: You send a PandaDoc document and your recipient prints, signs, scans, and sends it back to you as an email attachment. The deal is closed but the document is stuck in your PandaDoc dashboard as "Sent" or "Viewed". Manually change the status in order to move the document from "Viewed" to "Completed".
Expired
If you have a document that is no longer valid and doesn’t need a signature certificate, you can manually expire the document.
Use Case: You send a PandaDoc document and the recipients don’t sign it. You no longer want the recipients to have access to the document (terms of the deal have expired, etc.) so you want to expire the document right away.
Paid
If you have a document with a payment app, and the client completed the document (filled in, signed, and finalized), but did not complete the payment, the document status will be "Waiting for Payment". In the event the client pays with an alternative payment method, you can manually change the document to "Paid".
Note: Draft, Declined, and Expired documents can only be changed to Paid if they contain a payment block.
Example Use Case: Recipient completes a document with a payment field but pays in cash or mail-in check, you can use the manual status change to move the document status from "Waiting for Payment" to "Paid".
How to manually change the status
Warning: You can't change the status from Home or inside a document. You can only change the status from the Document list.
If you don't see the option to manually change the document status, please ask your Account Owner to enable it in the Marketplace (found in the left panel of your PandaDoc account).
Go to the Document list
Hover over the document on the far right
Select the vertical ellipses
Select Change status from the dropdown
Status change options
When you click Change Status you'll see the options:
Status From/To: change a document status per the “status matrix” above.
Private Notes: Provide “private notes” regarding the manual status change.
Attach a file: Attach a file that will be accessible by the Author and the recipients when the manual change is completed. This is useful when the document was signed or paid offline and a receipt/signed copy was sent to you via email.
Note: You can add files that are up to 25 MB in size.
Notifications: Send a notification email about the status change to all recipients.
Warning: Please note that if you manually change a document's status to "Completed," recipients will still receive an email notification with an attached PDF if the "Attach a PDF to email" option is enabled in the recipient settings. This will occur even if you disable the "Send notification to all recipients" option during the status change.
Private notes and attachments added during the manual status change can later be found in the audit trail section.
Example of a notification email
If you have set up the manual changes to notify your recipients, here's an example of this email below.
If you upload any attachments when manually changing a document status, they will be included in the email notification.
