Forms & Agreements
You already know PandaDoc can handle your proposals, contracts, and agreements. The problem is building it out correctly, keeping templates current, and making sure nothing falls through the cracks takes consistent time you do not have. Nacho's fractional specialists work directly inside your PandaDoc account to build and maintain the document infrastructure your team actually uses. You stay in control of approvals and decisions while we handle the execution.
What we do
Concrete work our fractional specialists take on inside your PandaDoc account. No vague promises.
We create reusable templates in PandaDoc using your brand fonts, colors, and logo, with content blocks, pricing tables, and signature fields placed correctly for your document type. Templates are built to be cloned and customized quickly so your team is not starting from scratch on every deal. We document naming conventions and folder structure so templates are easy to find and use consistently.
We map your custom tokens and variables so recipient-specific details like name, company, deal value, and start date populate automatically from your CRM or manually entered data. This reduces copy-paste errors and cuts the time your team spends customizing each document before sending. We test each field to confirm it pulls correctly before any template goes live.
We configure multi-step approval workflows so documents route to the right internal reviewers before they reach a recipient. Role assignments, view-only access, and editing permissions are set at the workspace or document level based on your team structure. This ensures no contract goes out without the right sign-off and no one edits a document they should only be reviewing.
If your PandaDoc account has accumulated outdated templates, duplicate documents, or inconsistent folder structures, we conduct a full audit and clean it up. We archive obsolete versions, standardize naming conventions, and reorganize folders so your team can locate the right document in seconds. You get a written summary of what changed and why.
We set up and test integrations between PandaDoc and platforms like HubSpot, Salesforce, Stripe, or QuickBooks so document status, signed agreements, and payment completions sync without manual data entry. If a native integration does not cover your exact use case, we build the connection in Zapier using PandaDoc triggers like document viewed, completed, or declined. Every integration is documented with a plain-language description of what fires and when.
If you are moving from DocuSign, HelloSign, or an older PandaDoc workspace, we handle the migration of your existing templates and content blocks into your current account. We reformat documents to match PandaDoc's native structure rather than just uploading PDFs, so they remain editable and trackable. We flag any documents that require legal review before being moved to a new format.
The handoff
During onboarding, your dedicated Client Success Manager reviews your current PandaDoc setup, including existing templates, folder structure, integrations, and any active workflows, to identify what is working and what needs to be built or fixed. From there, we create a Strategic Delegation Plan that prioritizes tasks based on where you are losing the most time or where errors are most likely to occur. Your specialist works directly inside your PandaDoc account, not a sandbox, so changes are real and immediately usable by your team. Every workflow, template, or integration we build is documented in plain language so you are never dependent on us to understand what is running in your account. You review and approve the work before anything goes live with a client or connects to a live integration.
Use cases
A few of the most common workflows our team has deployed with PandaDoc.
When a deal moves to a specific pipeline stage in HubSpot, a Zapier automation creates a pre-filled PandaDoc proposal using token data from the contact and deal records, then notifies the assigned rep in Slack to review and send. This removes the manual step of pulling deal details and populating a template before each proposal goes out.
When a PandaDoc document status changes to completed, a Zap creates a new project in Asana or ClickUp, assigns onboarding tasks to the relevant team members, and logs the signed document link in the project. The client receives a confirmation email automatically so nothing waits on someone checking their PandaDoc inbox.
A Typeform or JotForm submission triggers a Zapier workflow that maps response fields into PandaDoc tokens and generates a pre-filled service agreement ready for review and send. This is particularly useful for service businesses that collect scope details through an intake form before issuing a contract.
When a recipient completes payment inside a PandaDoc document, the transaction data passes to QuickBooks Online via Zapier, creating a paid invoice with the correct line items, amounts, and client details. This eliminates duplicate data entry between your document tool and your accounting system.
When a PandaDoc document is declined or expires without a signature, a Zapier automation logs a note on the related contact record in your CRM and creates a follow-up task assigned to the deal owner with a due date. This ensures no unsigned agreement goes unaddressed without relying on someone to manually monitor document status.
Talent Budget
Drag the sliders to build a monthly plan that fits your workload.
Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a discovery callGood questions
Ready when you are
Book a free discovery call and we will audit your current PandaDoc setup, identify the highest-priority gaps, and give you a clear roadmap for what a specialist would tackle first. No commitment required to have the conversation.