The HubSpot PandaDoc Integration, Set Up Right

What do you need for PandaDoc and HubSpot?

A PandaDoc Business or Enterprise plan, and a PandaDoc owner or admin who is also a HubSpot admin with App Marketplace access. PandaDoc's sync rules need its External automations feature, a paid add-on on Business and included on Enterprise. HubSpot workflows that react to documents need a HubSpot Professional or Enterprise subscription.

• Workspaces: the integration is enabled per PandaDoc workspace, and users must be in the connected workspace.
• eSignature plan: PandaDoc says pulling HubSpot data isn't available to eSignature plan users.
• EU accounts: start the connection from PandaDoc.

How do you set up PandaDoc in HubSpot, in order?

In PandaDoc, open Settings, Integrations, HubSpot and connect your HubSpot account. If you want sync rules, also connect HubSpot automations, using the same HubSpot account. Add the PandaDoc card to record views, add a step to each template that pulls data from HubSpot, set up variables and pricing tables, then create a test document from a deal.

1. Connect from PandaDoc's integration settings.
2. Connect automations if you'll use sync rules; both connections must use the same HubSpot account.
3. Add the card through HubSpot's record customization.
4. Prepare templates with a pull-data step, variables and a pricing table. PandaDoc notes up to five minutes' delay after changes.
5. Set rules for stage changes, PDF attachment and property updates.
6. Test with a deal that has line items and an associated contact.

How do tokens and pricing tables work?

Variables pull HubSpot properties, including custom ones, and are case-sensitive. Which ones work depends on the starting record: deal documents can use deal and company variables, company documents only company ones, and contact data needs role variables. Pricing tables take line item name, description, price, quantity and discount. Taxes aren't supported, and recurring prices become one-time.

• Sensitive data: PandaDoc doesn't support HubSpot's sensitive data properties as tokens.
• Refresh: HubSpot data can only be refreshed while the document is a draft.
• Discounts on line items show as a flat amount.
• New recipients who aren't in HubSpot are created as contacts after the document is sent.

What can PandaDoc update in HubSpot?

With sync rules: change the deal stage when a document reaches a status such as Completed, attach the PDF when it's sent or completed, write PandaDoc field values to deal properties, and update deal line items, optionally without changing the deal amount. HubSpot contact-based workflows can also trigger on document events, from created and viewed to completed, paid or declined.

Rules don't apply to documents that already exist, and only text, date, dropdown, checkbox and radio fields sync back. Agree which stage a signed contract should set before you build the rule; our deal stages guide covers exit criteria.

What happens if you disconnect PandaDoc?

Disconnect each connection in PandaDoc's HubSpot settings, then uninstall the app in HubSpot. PandaDoc says uninstalling doesn't delete existing data in HubSpot, but it stops being updated. If you use classic PandaDoc cards, note that HubSpot retires classic CRM cards in late 2026, and PandaDoc has moved to an app card.

HubSpot PandaDoc checklist