Accounting & HR
Set up PandaDoc
Connect PandaDoc to bring your proposals, quotes and contracts in as documents — each one becomes its own PDF, the actual paper, carried with its signing state, so “what did we quote this customer, and did they sign” answers from the document itself. Read-only — nothing is ever written or sent.
Before you start
- The credential is a single API key: in PandaDoc open Settings → Integrations → API and copy the production key. It reads the workspace's documents — nothing else is granted.
- A sandbox key works too, but reaches sandbox documents only; use the production key for the real workspace.
- Only reads are ever issued with it: nothing is created, sent or changed in PandaDoc.
- Documents → PandaDoc, paste the API key.
- Optionally open Advanced and set Drafts to Include drafts — the default leaves them out.
- Choose access groups, Test, then Sync.
What comes in
- Each PandaDoc document — proposal, quote or contract — as one PDF, titled with the document's own name and marked with its status: sent, viewed, completed, paid, declined or voided.
- Parties and totals are read from the PDF itself, so the names and figures on the paper are what gets cited; the listing supplies only the name, the status and the dates.
- A document's date is its completion date when it has one, otherwise the date it was last modified, otherwise the date it was created.
- A PDF is fetched only when the document changes — a new version, a status move or an edit — so an unchanged contract is never downloaded again on a sync.
- Drafts only when explicitly included; an unsent proposal isn't an agreement yet.
| Drafts | Whether unsent drafts sync too. Sent, viewed, completed, declined and voided documents always sync — they are the record. Drafts are left out by default: an unsent proposal isn't an agreement yet, and half-written ones add noise. Include them when work-in-progress should be findable too. |
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Access
Access is allow-only: PandaDoc exposes no per-document viewers of its own, so the access groups chosen when the source is set up cover everything it brings in — every synced document is visible to everyone in those groups.
Completed and paid documents carry the executed agreement; voided and declined ones stay findable but rank last, and a document still out — sent or viewed — counts as pending. Listing runs newest-modified first and is capped at 5,000 documents: when a workspace holds more, the sync summary says the 5,000 most recently changed documents are synced and the rest stay as already ingested — nothing older reads as deleted. Test lists a few documents and reports how many are reachable; a wrong or deleted key makes it say PandaDoc rejected the credentials, and a blank one asks you to set the PandaDoc API key. If the key is regenerated in PandaDoc, paste the new one and Test again.
Last updated 20 Sep 2026