Send documents in bulk

See below to learn how to send one document to multiple recipients. Each recipient will receive a unique copy to complete or view.

Availability: Business Annual* and Enterprise Annual* plans + a volume package for an additional fee. This feature is not available for accounts during the trial.

* 250 docs per year per account are included. Additional volume can be purchased at $2 per document. The additional volume will expire at the end of the subscription period.

Watch an overview video:

Register for our self-paced learning course on how to send documents in bulk.

What you need:

• A template with at least one role
• A CSV file with your recipients' data. We recommend using Google Spreadsheets to create and download your CSV file.
• Enable ‘Bulk Send’ in the Marketplace. (This must be done by the account owner.)

Choosing a template

Go to the Documents app and select the arrow next to +Document, then select Bulk send from the dropdown.

Select a template from the list. Note, all fields must be assigned to roles.

We’re going to use a template with one role: Client.

Reviewing template variables, creating a CSV file to upload your recipients’ data

First, review the variables that can be filled with your recipients’ data.

All default role variables are displayed on each role dropdown. We'll unfold the Client dropdown to uncover all the default variables.

Custom variables (if you have any) show up in a separate dropdown.

Create a CSV file containing your recipients data.

PandaDoc generates a blank CSV file based on the template you’re using. Download this CSV file and fill it out with your recipients data.

Besides variables, this CSV file will include:

1. Document title – you can customize document name for each recipient.
2. Email message – you can customize email messages for individual recipients.

 

Uploading your CSV file

Now, you’re ready to upload your CSV file. You can drag and drop or choose from your device, importing from Google Drive, Dropbox, Box and OneDrive are also available.  

Review warnings and errors

After the CSV file has been processed, PandaDoc will show you the errors and blank spots it has found.

Errors (highlighted in red): Missing or invalid email addresses. You cannot proceed with errors, therefore you should make the necessary changes to the file and upload it again.

Warnings (highlighted in yellow): Unfilled variables. You can proceed to sending with warnings, the unfilled variables will be displayed as blanks on the sent documents.

Sending out your documents

Once you’re ready to send your documents, click Continue anyway. This will take you to the last step of the process.

Here, you can review how many documents will be sent and add an email message if you haven’t specified it in your CSV file.

What happens after sending

After you click Send, PandaDoc will create a folder in your documents section named “Template name – Date” – using the name of the template you picked,  and the date you sent it.

The folder will contain all the documents sent within this bulk.

When all documents have been sent, we’ll send you an email confirmation.

Notes and functional limitations

• You can send a maximum of 1000 documents per hour.
• A template used in bulk send must have at least one role.
• If an approval workflow is set up in your template, all documents created through bulk send will be automatically generated. However, the approver must manually approve each document, and the document must then be sent manually by either the approver or the document owner.
• All fields must be assigned to roles.
• The file must be formatted as a comma-separated values (CSV) file and cannot contain more than 1000 recipients.
• The same email address cannot be used for multiple recipients.
• We recommend using Google Sheets to create and download your CSV file.
• The first row in the CSV file must specify the variables you will populate in the documents.
• The email variable is required and must be filled out; other variables/columns are optional.