If you work in B2B sales, you know the drill: endless proposals, contracts bouncing around inboxes, lost edits, and deal cycles that drag on because someone’s still “reviewing the PDF.” It’s not glamorous, and it eats up time you could spend actually selling. This review is for sales leaders, ops folks, and anyone tired of the document chaos.
I’ve put Pandadoc through its paces with real sales teams. Here’s what matters, what’s overblown, and what you can actually expect if you want less admin and more closed-won.
What is Pandadoc, Really?
Pandadoc is a cloud-based tool for creating, sending, and tracking sales documents—think proposals, quotes, contracts, NDAs, and more. It’s pitched as a “GTM (go-to-market) platform,” but let’s cut through that: it’s a document automation and e-signature tool with some workflow bells and whistles.
If you’re using Word, PDF, and email to manage sales docs, Pandadoc’s promise is simple: fewer mistakes, faster cycles, and more visibility.
Who Should (and Shouldn't) Use Pandadoc
Best fit: - B2B sales teams with 3+ reps who send a steady volume of proposals or contracts. - RevOps folks who want to keep deals moving and cut down on manual follow-ups. - Teams who need to get signatures fast and track who’s stalling.
Not worth it if: - You only send a handful of docs per month (it’s overkill for light use). - You need deep, complex contract logic or redlining (think DocuSign CLM or Ironclad). - You’re stuck on “we always use paper” (seriously, don’t bother).
Core Features That Actually Matter
1. Document Builder
- Drag and Drop: The editor is pretty intuitive. You can start with a template, drop in text blocks, pricing tables, videos, or images.
- Templates: Save time by standardizing proposals and contracts. No more copy-paste errors.
- Variables: Dynamic fields for things like client name, pricing, or dates. This is a lifesaver for scaling.
What works: The builder is quick once you’ve set up your templates. No coding, no design degree required.
What’s clunky: Formatting can get weird if you import from Word or try to get too fancy. Keep it simple.
2. E-Signature and Workflow
- Legally Binding E-Signatures: Click, sign, done. No more “please print, sign, scan, email.”
- Approval Workflows: Need manager sign-off before sending? Set it up once, forget about it.
- Notifications: Get pinged when someone opens or signs your doc. Great for nudging deals along.
What works: The e-signature process is smooth for both sender and recipient. No logins or app downloads for your customers.
What’s annoying: Sometimes emails land in spam or get missed. Always double-check your client got the link.
3. CRM Integrations
- Native Integrations: Works with Salesforce, HubSpot, Pipedrive, Zoho, and a few others.
- Data Sync: Pull in deal data automatically—no more retyping company names or deal values.
What works: If you live in your CRM, this saves real time and reduces mistakes.
What’s patchy: Integrations can break with CRM updates. Test before rolling out to your whole team.
4. Document Analytics
- Tracking: See who opened, how long they spent, and where they dropped off.
- Reminders: Automated follow-ups if someone lags.
Why care: You’ll know if your contract is lost in legal limbo—or if the client just isn’t that into you.
Digging Deeper: Real-World Pros and Cons
The Good
- Speed: You can send out a polished, trackable proposal in minutes. It feels fast.
- Consistency: Templates mean reps don’t go rogue with ugly docs or outdated terms.
- Visibility: No more guessing if someone’s seen your proposal. Less “just checking in” emails.
The Bad
- Template Setup: The first time through, building templates takes effort. Don’t expect to roll this out in an afternoon.
- Formatting Limitations: Trying to make it look exactly like your old PDF? You’ll get close, but not perfect.
- Price: Not cheap. If you’re a small team or margins are tight, the cost can sting.
The Meh
- Content Library: Handy for standard clauses, but not a total game-changer unless you’re managing dozens of products or legal terms.
- Mobile Experience: Works in a pinch, but you’ll want a laptop for anything serious.
How To Streamline Your Sales Docs with Pandadoc
If you’re sold on the basics, here’s how to actually make Pandadoc work for your team:
1. Map Your Current Process
- List every doc you send (proposals, MSAs, NDAs, SOWs, etc).
- Note who creates them, who approves, and how they get signed.
- Identify bottlenecks—where do deals slow down?
2. Build (or Import) Templates
- Start simple. Use your most common proposal or contract.
- Use Pandadoc’s template builder, not Word imports (trust me).
- Add variables for anything that changes per deal.
Pro tip: Don’t try to “boil the ocean.” Get one solid template live, then expand.
3. Connect Your CRM
- Pick one CRM to integrate (don’t get fancy).
- Test a few deals end-to-end before rolling out to everyone.
- Set up field mapping so deal data flows automatically.
Honest take: Integrations are great, but can get buggy—always check mapping and test regularly.
4. Train Your Team
- Walk them through creating, sending, and tracking a doc.
- Show them how notifications work (and how to avoid spamming clients).
- Set clear rules: when to use Pandadoc, when not to.
5. Iterate and Improve
- After a month, ask your team: what’s working, what’s a pain?
- Update templates, tweak workflows, and fix bottlenecks.
- Don’t be afraid to trash features you don’t need.
What to Ignore (Unless You’re Huge)
- API and advanced automations: Unless you have a full-time ops person, skip this.
- Deep content library management: Start with a few templates, not a library of 50.
- Custom branding: Get your logo and colors in, but don’t obsess over pixel-perfect layouts.
Honest Answers to Common Questions
Can clients negotiate and redline in Pandadoc?
Basic commenting, yes. Full contract negotiation with tracked changes, no. If you need deep legal back-and-forth, look elsewhere.
Is it really more secure than PDF/email?
It’s better—there’s an audit trail, and e-signatures hold up legally. But no tool is foolproof. Always check your own compliance requirements.
How’s the support?
Decent, but not world-class. Expect chat and email, not a dedicated account manager unless you’re paying a lot.
Will it replace my legal ops platform?
No. It’s for sales docs, not full contract lifecycle management.
Summary: Keep It Simple, Iterate Fast
Pandadoc is solid for B2B teams who want to stop wasting time on manual proposals and contracts. It’s not magic, but it does what it promises—if you don’t try to get too clever. Start small, get a win, and build from there. If you keep things simple and listen to your team, you’ll spend less time chasing signatures and more time closing deals.