PandaDoc Documents

PandaDoc Document Management

Overview

Documents in PandaDoc represent proposals, quotes, contracts, statements of work (SOWs), managed service agreements (MSAs), and any other business documents that need to be created, sent, signed, and tracked. MSPs use PandaDoc documents to formalize client engagements -- from initial proposals through signed contracts. Documents are typically created from templates, populated with client-specific content, sent for e-signature, and archived after completion.

MCP Tools

Available Tools

Tool	Description	Key Parameters
pandadoc-list-documents	List and filter documents	status, q, tag, count, page, order_by, template_id, folder_uuid
pandadoc-get-document	Get full document details	id (required)
pandadoc-get-document-status	Get document status	id (required)
pandadoc-create-document	Create a document from template	template_uuid, name, recipients, tokens, fields, pricing_tables, folder_uuid
pandadoc-send-document	Send a document for signature	id (required), message, subject, silent
pandadoc-download-document	Download a completed document	id (required)

Create a Document

Call pandadoc-create-document with:

• Template: Set template_uuid to the template ID
• Name: Set name to the document title (e.g., "Acme Corp - Managed Services Agreement")
• Recipients: Provide recipients array with email, first_name, last_name, role, and optionally signing_order
• Content tokens: Set tokens array with name and value pairs to populate template variables
• Pricing tables: Set pricing_tables to populate line items with services and pricing
• Folder: Optionally set folder_uuid to organize the document

Example: Create an MSA from template:

• pandadoc-create-document with template_uuid=abc123, name="Acme Corp - MSA", recipients=[{"email":"john@acme.com","first_name":"John","last_name":"Smith","role":"Client"}], tokens=[{"name":"Client.Company","value":"Acme Corporation"}]

List Documents

Call pandadoc-list-documents with optional parameters:

• Search by name: Set q to a document name or keyword
• Filter by status: Set status to a document status value (see status reference below)
• Filter by tag: Set tag to a document tag
• Sort: Set order_by to date_created, date_modified, name, or date_status_changed
• Paginate: Set page (1-based) and count (up to 100)

Example: List all sent documents:

• pandadoc-list-documents with status=document.sent, count=100

Example: Search for a client's documents:

• pandadoc-list-documents with q=Acme Corp, count=100

Get Document Details

Call pandadoc-get-document with the id parameter to get full document details including recipients, tokens, pricing, and metadata.

Check Document Status

Call pandadoc-get-document-status with the id parameter to get the current status and recipient completion information.

Send a Document

Call pandadoc-send-document with:

• Document ID: Set id to the document ID (required)
• Message: Optionally set message for the email body
• Subject: Optionally set subject for the email subject line
• Silent: Set silent=true to create a signing link without sending an email

Example: Send with a cover message:

• pandadoc-send-document with id=msFYActMfJHqNTKH9tcPFa, message="Please review and sign the attached managed services agreement.", subject="MSA for your review - Acme Corp"

Download a Document

Call pandadoc-download-document with the id parameter to download the completed, signed document as a PDF.

Key Concepts

Document Lifecycle

Template --> Create (Draft) --> Send --> Viewed --> Completed (Signed)
                  |                        |              |
            waiting_approval         declined        download
                  |                  rejected
               approved              expired
                  |
                voided

Document Statuses

Status	API Value	Description
Draft	document.draft	Created but not yet sent to recipients
Sent	document.sent	Sent to recipients, awaiting action
Completed	document.completed	All recipients have signed
Viewed	document.viewed	At least one recipient has opened the document
Waiting Approval	document.waiting_approval	Internal approval required before sending
Approved	document.approved	Internal approval granted
Rejected	document.rejected	Internal approval rejected
Waiting Payment	document.waiting_pay	Payment collection pending
Paid	document.paid	Payment collected
Voided	document.voided	Document cancelled/voided after sending
Declined	document.declined	Recipient declined to sign
Expired	document.expired	Document passed its expiration date

Document Types for MSPs

Type	Description	Typical Template
MSA	Managed Service Agreement	Long-term IT management contract
SOW	Statement of Work	Project-specific deliverables and scope
Proposal	Service proposal	Proposed services with pricing
Quote	Hardware/software quote	Line-item pricing for products
NDA	Non-disclosure agreement	Confidentiality before engagement
Change Order	Scope change request	Modifications to existing agreements

Content Tokens

Tokens are template variables that get replaced with client-specific values when creating a document:

Token Pattern	Example Value	Use Case
Client.Company	Acme Corporation	Client company name
Client.Name	John Smith	Client contact name
Client.Email	john@acme.com	Client email
Client.Address	123 Main St, Springfield, IL	Client address
MSP.Company	TechForce IT Solutions	Your MSP name
Contract.StartDate	March 1, 2026	Agreement start date
Contract.Term	12 months	Agreement duration
Contract.Value	$5,000/month	Monthly recurring revenue

Pricing Tables

Pricing tables contain line items for services and products:

{
  "pricing_tables": [
    {
      "name": "Services",
      "sections": [
        {
          "rows": [
            {
              "options": {
                "optional": false,
                "optional_selected": true
              },
              "data": {
                "name": "Managed IT Services - Per User",
                "description": "24/7 monitoring, helpdesk, patching, endpoint security",
                "price": 125.00,
                "qty": 50,
                "discount": 0
              }
            },
            {
              "data": {
                "name": "Backup & Disaster Recovery",
                "description": "Cloud backup with 1-hour RPO, 4-hour RTO",
                "price": 250.00,
                "qty": 1,
                "discount": 0
              }
            }
          ]
        }
      ]
    }
  ]
}

Field Reference

Document Fields

Field	Type	Description
id	string	Document unique identifier
name	string	Document display name
status	string	Current document status
date_created	datetime	When the document was created
date_modified	datetime	When the document was last modified
date_completed	datetime	When all signatures were collected
expiration_date	datetime	When the document expires
version	string	Document version number
template	object	Source template reference
recipients	array	List of document recipients
tokens	array	Content token values
pricing	object	Pricing tables and totals
grand_total	object	Document total amount and currency
tags	array	Document tags for organization
folder_uuid	string	Folder the document belongs to

Recipient Fields

Field	Type	Description
email	string	Recipient email address
first_name	string	Recipient first name
last_name	string	Recipient last name
role	string	Recipient role (e.g., "Client", "Signer", "Approver")
signing_order	integer	Order in which recipient signs (1, 2, 3...)
has_completed	boolean	Whether recipient has completed their action

Common Workflows

Create and Send a Proposal

1. Find the appropriate template with pandadoc-list-templates using q to search
2. Call pandadoc-create-document with template_uuid, name, recipients, and tokens
3. Verify the document was created by calling pandadoc-get-document with the returned id
4. Call pandadoc-send-document with id and an optional cover message

Check Document Status

1. Search for the document with pandadoc-list-documents using q set to the document name
2. Call pandadoc-get-document-status with id to get current status
3. Review recipients to see who has and has not signed

Download a Signed Document

1. Verify the document status is document.completed using pandadoc-get-document-status
2. Call pandadoc-download-document with id to get the signed PDF

Track All Sent Documents

1. Call pandadoc-list-documents with status=document.sent and count=100
2. For each document, check date_created to calculate age
3. Flag documents that have been sent for more than 7 days without action

Void a Stale Proposal

1. Find the document with pandadoc-list-documents
2. Verify it is in a sent or viewed state
3. The document can be voided through the PandaDoc UI or API

Response Examples

Document:

{
  "id": "msFYActMfJHqNTKH9tcPFa",
  "name": "Acme Corp - Managed Services Agreement",
  "status": "document.sent",
  "date_created": "2026-01-15T10:30:00.000000Z",
  "date_modified": "2026-01-16T14:22:00.000000Z",
  "expiration_date": "2026-02-15T00:00:00.000000Z",
  "version": "2",
  "recipients": [
    {
      "email": "john@acme.com",
      "first_name": "John",
      "last_name": "Smith",
      "role": "Client",
      "signing_order": 1,
      "has_completed": false
    }
  ],
  "grand_total": {
    "amount": "5000.00",
    "currency": "USD"
  }
}

Document Status:

{
  "id": "msFYActMfJHqNTKH9tcPFa",
  "status": "document.viewed",
  "date_created": "2026-01-15T10:30:00.000000Z",
  "date_modified": "2026-01-17T09:15:00.000000Z"
}

Error Handling

Common Errors

Error	Cause	Resolution
Document not found	Invalid document ID	Verify the ID with pandadoc-list-documents
Cannot send document	Document not in draft status	Check status -- only drafts can be sent
Cannot download	Document not completed	Wait for all recipients to sign
Template not found	Invalid template UUID	Verify with pandadoc-list-templates
Invalid recipient	Missing or invalid email	Ensure all recipients have valid email addresses
Token not found	Token name does not match template	Check template for exact token names

Status Transition Errors

Current Status	Attempted Action	Notes
document.sent	Create	Document already exists -- modify or void instead
document.completed	Send	Already completed -- download instead
document.voided	Send	Cannot send a voided document -- create a new one
document.expired	Send	Cannot send expired -- create a new document
document.declined	Send	Recipient declined -- create a new document or void and recreate

Best Practices

1. Use templates - Always create documents from templates for consistency and branding
2. Name documents clearly - Use a pattern like "Company Name - Document Type" for easy searching
3. Set expiration dates - Add expiration to proposals to create urgency and keep pipeline clean
4. Tag documents - Use tags for client name, document type, and project for easy filtering
5. Include cover messages - Personalize the email when sending for signature
6. Monitor sent documents - Check for documents sent more than 7 days ago without action
7. Archive completed documents - Download and archive signed documents in your PSA or file system
8. Use signing order - For multi-party agreements, set signing order to control the flow
9. Verify before sending - Review document details after creation and before sending
10. Track grand totals - Use the grand_total field to track proposal values in your pipeline

Related Skills

• PandaDoc API Patterns - MCP tools reference and connection info
• PandaDoc Templates - Template library and management
• PandaDoc Recipients - Recipient and signature management
• PandaDoc Proposals - MSP proposal workflows