Closing deals shouldn’t be a slow, manual grind. If you’re still toggling between tabs, copying deal info into proposals, or manually chasing signatures, it’s time to upgrade your sales process. With PandaDoc and HubSpot, you get a seamless, two-way integration that eliminates busywork and gives reps full visibility into the deal lifecycle.
When used together, PandaDoc and HubSpot empower your team to move faster, stay organized, and close more deals in less time. Here’s exactly how this integration works and how to set it up to accelerate your sales pipeline.
Why PandaDoc + HubSpot Are Built for Speed?
PandaDoc is a powerful document automation platform, while HubSpot is one of the most intuitive and popular CRMs on the market. When integrated, they create a fully connected sales experience where proposals, contracts, quotes, and eSignatures flow naturally within your existing CRM workflows.
The integration eliminates redundant steps, allowing your team to stay focused on selling rather than formatting. Whether you’re managing a single deal or scaling across an entire pipeline, this combo helps you move quickly without losing control.
Templates, Approvals, eSign - All in PandaDoc
Setup & Templates – Branded templates, content library, variables, and catalog so reps build proposals fast and on-brand.
Smart Integrations – One-click signatures, payment links, and dynamic pricing tables/discounts to shorten time-to-close.
Approvals & Compliance – Role-based approvals, clause control, and audit trails to keep Legal & Finance happy.
eSign, Payments & CPQ – Dashboards, call scoring, and coaching loops so leaders can improve conversion and CSAT with data.
Auto-Fill Documents with HubSpot Deal, Contact, and Company Data
The magic starts with document generation. As soon as you trigger a proposal or contract from HubSpot, PandaDoc auto-populates the document using live data from the deal, contact, and company records.
This means no more copying and pasting names, addresses, prices, or contract terms. All of it gets pulled directly into your PandaDoc templates through dynamic fields (tokens). Everything is accurate, personalized, and ready to go in seconds.
This reduces human error and significantly reduces document preparation time. Your reps can create a polished, professional proposal with just a few clicks.
One-Click Send from Inside the HubSpot Deal Record
Once the document is generated, reps don’t need to jump into PandaDoc to send it. They can send it directly from the HubSpot deal view with a single click.
This saves time, reduces distractions, and keeps the rep working within the CRM where they already spend most of their day. The document is emailed to the client instantly, and any interaction with it is logged right back into HubSpot.
You keep everything in one place, with no extra logins or messy switching between apps.
Real-Time Tracking of Open, View, and Sign Status
After your document is sent, PandaDoc tracks every interaction and automatically feeds that data back into HubSpot.
From inside the HubSpot deal record, you can see when the proposal is opened, which pages are viewed, and when the document is signed. This insight allows your sales team to time follow-ups perfectly and identify which deals are hot based on buyer engagement.
A client viewed your pricing page twice in one day? That’s your signal to reach out. They haven’t opened it in three days? Time for a follow-up nudge.
This level of tracking gives your team the edge they need to close faster.
Automate Workflows When a Document is Signed or Expires
HubSpot’s workflow automation becomes even more powerful when synced with PandaDoc. You can trigger actions based on document status, like when a document is signed, viewed, or expires.
Here’s what that could look like:
- When a proposal is signed, automatically move the deal to “Closed Won”
- Trigger a welcome email and onboarding sequence
- Assign a task to the account manager or customer success team
- Notify the finance department to send an invoice
- Reassign the deal owner if the document expires without action
These workflows ensure nothing slips through the cracks and reduce the manual work required to move deals forward.
Example Workflow That Speeds Up Every Step
Let’s say your sales process includes sending a proposal at the negotiation stage. Here’s how a fully automated workflow using PandaDoc and HubSpot could look:
- The deal reaches the “Proposal Sent” stage in HubSpot.
- PandaDoc automatically creates a proposal using the contact, company, and deal data.
- The rep reviews and sends the document directly from within the deal record.
- PandaDoc tracks client activity, including opens, views, and time spent per page.
- HubSpot automation kicks in: If the document is opened but not signed within 3 days, a task is assigned or a Slack alert is triggered.
- Once signed, HubSpot updates the deal stage to “Closed Won” and notifies the post-sale team.
This full-cycle workflow eliminates unnecessary steps, ensures timely follow-up, and provides crystal-clear visibility to both sales managers and representatives.
Why This Integration Gives Your Team a Competitive Advantage?
When PandaDoc and HubSpot work together, your deal cycle shortens and your sales team becomes more efficient. Here’s why:
- Less manual work means more time selling
- Instant visibility helps you focus on high-engagement deals
- Fewer errors from data syncing reduce revisions and back-and-forth
- Automated follow-ups prevent pipeline bottlenecks
- Streamlined handoffs between departments make for a smoother client experience
Instead of waiting days to finalize contracts, deals can move from quote to signature in hours. That’s a game-changer for fast-moving sales teams.
Final Thoughts on Using PandaDoc and HubSpot to Accelerate Deals
The PandaDoc and HubSpot integration isn’t just convenient, it’s a performance upgrade. By automating the proposal process, syncing key data, and giving real-time visibility into buyer behavior, this combo helps you close deals faster and more efficiently.
Whether you’re managing five deals or five hundred, this integration gives your team the tools to operate with precision and speed. In today’s sales environment, speed is the key to success.
