PandaDoc Proposals

PandaDoc MSP Proposal Workflows

Overview

MSPs use PandaDoc to create, send, and track proposals for managed services engagements. The proposal workflow covers the full lifecycle from initial client interest through signed contract -- creating professional proposals from templates, populating with client-specific content and pricing, sending for e-signature, and tracking the pipeline. PandaDoc's template system, content tokens, and pricing tables make it ideal for standardizing the MSP sales process while personalizing each proposal.

MCP Tools

Available Tools

Tool	Description	Key Parameters
pandadoc-list-templates	Find proposal templates	q, tag, count, page
pandadoc-get-template	Review template tokens and fields	id (required)
pandadoc-create-document	Create a proposal from template	template_uuid, name, recipients, tokens, pricing_tables
pandadoc-send-document	Send proposal for signature	id, message, subject
pandadoc-list-documents	Track proposals by status	status, q, tag, count, order_by
pandadoc-get-document	Get proposal details and recipient status	id (required)
pandadoc-get-document-status	Quick status check	id (required)
pandadoc-download-document	Download signed proposal	id (required)

Key Concepts

MSP Proposal Types

Proposal Type	Description	Typical Value	Template
Managed Services Agreement (MSA)	Ongoing IT management contract	$3,000-$50,000/month	MSA template with pricing table
Statement of Work (SOW)	Project-based engagement	$5,000-$100,000 one-time	SOW template with milestones
Hardware Quote	Equipment and licensing proposal	$1,000-$500,000	Quote template with line items
Project Proposal	IT project scope and pricing	$10,000-$250,000	Proposal template with phases
Security Assessment	Cybersecurity evaluation proposal	$2,500-$25,000	Security template
Cloud Migration	Cloud migration project scope	$15,000-$200,000	Migration template with phases

Content Tokens for MSP Proposals

Standard tokens to define in MSP proposal templates:

Token	Description	Example Value
Client.Company	Client company name	Acme Corporation
Client.Name	Client contact name	John Smith
Client.Title	Client contact title	CEO
Client.Email	Client email	john@acme.com
Client.Address	Client address	123 Main St, Springfield, IL 62704
Client.Phone	Client phone	(555) 123-4567
Client.UserCount	Number of users/endpoints	50
MSP.Company	Your MSP company name	TechForce IT Solutions
MSP.Contact	MSP contact name	Sarah Johnson
MSP.Email	MSP contact email	sarah@techforce.com
MSP.Phone	MSP phone	(555) 987-6543
Contract.StartDate	Agreement start date	March 1, 2026
Contract.Term	Agreement duration	36 months
Contract.RenewalTerms	Auto-renewal language	12-month auto-renewal periods
SLA.ResponseTime	SLA response time	15 minutes for critical, 1 hour for high
SLA.Uptime	Uptime guarantee	99.9%
Proposal.ValidUntil	Proposal expiration	March 15, 2026
Proposal.Number	Proposal reference number	PROP-2026-0047

Pricing Tables for MSP Services

Managed Services Pricing Table

{
  "pricing_tables": [
    {
      "name": "Managed Services",
      "sections": [
        {
          "title": "Monthly Recurring Services",
          "rows": [
            {
              "data": {
                "name": "Managed IT Services - Per User",
                "description": "24/7 monitoring, helpdesk, patching, endpoint management",
                "price": 125.00,
                "qty": 50
              }
            },
            {
              "data": {
                "name": "Managed Security - Per User",
                "description": "EDR, email security, DNS filtering, SIEM",
                "price": 45.00,
                "qty": 50
              }
            },
            {
              "data": {
                "name": "Backup & Disaster Recovery",
                "description": "Cloud backup, 1-hour RPO, 4-hour RTO",
                "price": 500.00,
                "qty": 1
              }
            },
            {
              "data": {
                "name": "Microsoft 365 Management",
                "description": "License management, configuration, support",
                "price": 15.00,
                "qty": 50
              }
            }
          ]
        },
        {
          "title": "One-Time Setup",
          "rows": [
            {
              "data": {
                "name": "Onboarding & Migration",
                "description": "Documentation, agent deployment, policy configuration",
                "price": 5000.00,
                "qty": 1
              }
            }
          ]
        }
      ]
    }
  ]
}

Hardware Quote Pricing Table

{
  "pricing_tables": [
    {
      "name": "Hardware & Licensing",
      "sections": [
        {
          "title": "Hardware",
          "rows": [
            {
              "data": {
                "name": "Dell OptiPlex 7020 Desktop",
                "description": "Intel i7, 16GB RAM, 512GB SSD, Win 11 Pro",
                "price": 1249.00,
                "qty": 10
              }
            },
            {
              "data": {
                "name": "Dell P2423D 24\" Monitor",
                "description": "QHD 2560x1440, USB-C, adjustable stand",
                "price": 329.00,
                "qty": 10
              }
            }
          ]
        },
        {
          "title": "Licensing",
          "rows": [
            {
              "data": {
                "name": "Microsoft 365 Business Premium",
                "description": "Annual commitment, per user/month",
                "price": 22.00,
                "qty": 50
              }
            }
          ]
        }
      ]
    }
  ]
}

Proposal Pipeline Stages

Map PandaDoc document statuses to MSP sales pipeline stages:

Pipeline Stage	PandaDoc Status	Action
Drafting	document.draft	Creating and reviewing the proposal
Internal Review	document.waiting_approval	MSP management approval
Sent to Client	document.sent	Awaiting client response
Client Reviewing	document.viewed	Client has opened the proposal
Won	document.completed	Client has signed
Lost - Declined	document.declined	Client declined to sign
Lost - Expired	document.expired	Proposal expired without action
Cancelled	document.voided	MSP voided the proposal

Common Workflows

Create and Send an MSA

1. Find the MSA template:

   • Call pandadoc-list-templates with q=Managed Services Agreement
   • Select the appropriate template and note the id

2. Review template requirements:

   • Call pandadoc-get-template with the template id
   • Note required tokens, roles, and pricing table structure

3. Create the document:

   • Call pandadoc-create-document with:
     • template_uuid set to the template ID
     • name set to "Client Name - Managed Services Agreement"
     • recipients with client signer (order 1) and MSP signer (order 2)
     • tokens populated with client and contract details
     • pricing_tables with service line items

4. Review the document:

   • Call pandadoc-get-document with the returned id
   • Verify all tokens, recipients, and pricing are correct

5. Send for signature:

   • Call pandadoc-send-document with id and a personalized message

6. Track progress:

   • Call pandadoc-get-document-status to monitor signing progress

7. Download signed copy:

   • After completion, call pandadoc-download-document to archive the signed MSA

Send a Project Proposal

1. Find the proposal template with pandadoc-list-templates
2. Create the document with project-specific tokens (timeline, budget, scope)
3. Include a pricing table with project phases and deliverables
4. Set expiration date to create urgency (e.g., 14 days)
5. Send with a cover message explaining the proposed solution
6. Follow up if not viewed within 3 business days

Track the Proposal Pipeline

1. Get draft proposals:

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

2. Get sent proposals:

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

3. Get viewed proposals:

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

4. Get completed proposals:

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

5. Compile pipeline summary:

   • Count documents by status
   • Sum grand_total amounts by status for pipeline value
   • Calculate average age of documents in each stage
   • Flag stale proposals (sent > 7 days, viewed > 3 days without completion)

Handle a Stale Proposal

1. Identify proposals in document.sent or document.viewed status for more than 7 days
2. Check recipient completion to see who has not acted
3. Options:
   • Follow up with the client
   • Void the current proposal and create a revised version
   • Extend the expiration date
   • Accept the loss and move on

Response Examples

MSA Proposal Created:

{
  "id": "msFYActMfJHqNTKH9tcPFa",
  "name": "Acme Corp - Managed Services Agreement",
  "status": "document.draft",
  "date_created": "2026-02-24T10:30:00.000000Z",
  "recipients": [
    {
      "email": "john@acme.com",
      "first_name": "John",
      "last_name": "Smith",
      "role": "Client",
      "signing_order": 1,
      "has_completed": false
    },
    {
      "email": "sarah@techforce.com",
      "first_name": "Sarah",
      "last_name": "Johnson",
      "role": "MSP",
      "signing_order": 2,
      "has_completed": false
    }
  ],
  "grand_total": {
    "amount": "14250.00",
    "currency": "USD"
  }
}

Pipeline Summary:

Proposal Pipeline Summary
================================================================
Generated: 2026-02-24

Draft:      8 proposals   $127,500 total value
Sent:       12 proposals  $234,000 total value
Viewed:     5 proposals   $89,000 total value
Completed:  23 proposals  $412,000 total value (this quarter)
Declined:   3 proposals   $45,000 total value
Expired:    2 proposals   $18,000 total value

Win Rate: 76.7% (23 won / 30 resolved)
Avg. Time to Sign: 4.2 days
================================================================

Error Handling

Common Errors

Error	Cause	Resolution
Template not found	MSA/SOW template does not exist	Create the template in PandaDoc first
Token mismatch	Token names don't match template	Get template details and use exact token names
Pricing table error	Table structure doesn't match template	Check template pricing table layout
Recipient role error	Role not defined in template	Verify template roles match recipient assignments
Expiration error	Invalid expiration date	Set expiration to a future date

Best Practices

1. Standardize templates - Create one template per proposal type and iterate on it
2. Include pricing tables - Always use structured pricing rather than static text
3. Set expiration dates - 14 days for proposals, 30 days for quotes, 60 days for MSAs
4. Use signing order - Client signs first, MSP countersigns after
5. Personalize cover messages - Reference the client's specific pain points or goals
6. Tag proposals - Tag with client name and document type for pipeline tracking
7. Track pipeline weekly - Review proposal pipeline at least weekly
8. Follow up on viewed - When a proposal is viewed, follow up within 24-48 hours
9. Archive signed documents - Download completed proposals to your PSA/file system
10. Analyze win rates - Track completed vs. declined/expired to improve proposal quality
11. Use optional line items - Mark non-essential services as optional to give clients flexibility
12. Include SLA details - Always reference SLA terms (response times, uptime) in service proposals
13. Version proposals - When revising, create a new document rather than voiding and recreating

Related Skills

• PandaDoc API Patterns - MCP tools reference and connection info
• PandaDoc Documents - Document creation and lifecycle
• PandaDoc Templates - Template library for proposals
• PandaDoc Recipients - Recipient management for multi-party signing