PandaDoc Proposals

PandaDoc MSP Proposal Workflows

Overview

MSPs use PandaDoc to create, send, and track proposals for managed services engagements. The proposal workflow covers the full lifecycle from initial client interest through signed contract -- creating professional proposals from templates, populating with client-specific content and pricing, sending for e-signature, and tracking the pipeline. PandaDoc's template system, content tokens, and pricing tables make it ideal for standardizing the MSP sales process while personalizing each proposal.

Anti-triggers

• Document mechanics rather than the sales motion — the status enum, transition rules, and pricing-table schema are pandadoc-documents.
• The pipeline as the CRM sees it — proposal status is a proxy for deal stage, not the system of record; use hubspot-deals or salesbuildr-opportunities.
• Producing the priced quote the proposal wraps — use salesbuildr-quotes, connectwise-cpq-quotes, or kaseya-quote-manager-quotes.

MCP Tools

Available Tools

Key Concepts

MSP Proposal Types

Content Tokens for MSP Proposals

Standard tokens to define in MSP proposal templates:

Pricing Tables for MSP Services

Managed Services Pricing Table

{
  "pricing_tables": [
    {
      "name": "Managed Services",
      "sections": [
        {
          "title": "Monthly Recurring Services",
          "rows": [
            {
              "data": {
                "name": "Managed IT Services - Per User",
                "description": "24/7 monitoring, helpdesk, patching, endpoint management",
                "price": 125.00,
                "qty": 50
              }
            },
            {
              "data": {
                "name": "Managed Security - Per User",
                "description": "EDR, email security, DNS filtering, SIEM",
                "price": 45.00,
                "qty": 50
              }
            },
            {
              "data": {
                "name": "Backup & Disaster Recovery",
                "description": "Cloud backup, 1-hour RPO, 4-hour RTO",
                "price": 500.00,
                "qty": 1
              }
            },
            {
              "data": {
                "name": "Microsoft 365 Management",
                "description": "License management, configuration, support",
                "price": 15.00,
                "qty": 50
              }
            }
          ]
        },
        {
          "title": "One-Time Setup",
          "rows": [
            {
              "data": {
                "name": "Onboarding & Migration",
                "description": "Documentation, agent deployment, policy configuration",
                "price": 5000.00,
                "qty": 1
              }
            }
          ]
        }
      ]
    }
  ]
}

Hardware Quote Pricing Table

{
  "pricing_tables": [
    {
      "name": "Hardware & Licensing",
      "sections": [
        {
          "title": "Hardware",
          "rows": [
            {
              "data": {
                "name": "Dell OptiPlex 7020 Desktop",
                "description": "Intel i7, 16GB RAM, 512GB SSD, Win 11 Pro",
                "price": 1249.00,
                "qty": 10
              }
            },
            {
              "data": {
                "name": "Dell P2423D 24\" Monitor",
                "description": "QHD 2560x1440, USB-C, adjustable stand",
                "price": 329.00,
                "qty": 10
              }
            }
          ]
        },
        {
          "title": "Licensing",
          "rows": [
            {
              "data": {
                "name": "Microsoft 365 Business Premium",
                "description": "Annual commitment, per user/month",
                "price": 22.00,
                "qty": 50
              }
            }
          ]
        }
      ]
    }
  ]
}

Proposal Pipeline Stages

Map PandaDoc document statuses to MSP sales pipeline stages:

Common Workflows

Create and Send an MSA

1. Find the MSA template:

   • Call pandadoc-list-templates with q=Managed Services Agreement
   • Select the appropriate template and note the id

2. Review template requirements:

   • Call pandadoc-get-template with the template id
   • Note required tokens, roles, and pricing table structure

3. Create the document:

   • Call pandadoc-create-document with:
     • template_uuid set to the template ID
     • name set to "Client Name - Managed Services Agreement"
     • recipients with client signer (order 1) and MSP signer (order 2)
     • tokens populated with client and contract details
     • pricing_tables with service line items

4. Review the document:

   • Call pandadoc-get-document with the returned id
   • Verify all tokens, recipients, and pricing are correct

5. Send for signature:

   • Call pandadoc-send-document with id and a personalized message

6. Track progress:

   • Call pandadoc-get-document-status to monitor signing progress

7. Download signed copy:

   • After completion, call pandadoc-download-document to archive the signed MSA

Send a Project Proposal

1. Find the proposal template with pandadoc-list-templates
2. Create the document with project-specific tokens (timeline, budget, scope)
3. Include a pricing table with project phases and deliverables
4. Set expiration date to create urgency (e.g., 14 days)
5. Send with a cover message explaining the proposed solution
6. Follow up if not viewed within 3 business days

Track the Proposal Pipeline

1. Get draft proposals:

   • Call pandadoc-list-documents with status=document.draft, count=100

2. Get sent proposals:

   • Call pandadoc-list-documents with status=document.sent, count=100

3. Get viewed proposals:

   • Call pandadoc-list-documents with status=document.viewed, count=100

4. Get completed proposals:

   • Call pandadoc-list-documents with status=document.completed, count=100

5. Compile pipeline summary:

   • Count documents by status
   • Sum grand_total amounts by status for pipeline value
   • Calculate average age of documents in each stage
   • Flag stale proposals (sent > 7 days, viewed > 3 days without completion)

Handle a Stale Proposal

1. Identify proposals in document.sent or document.viewed status for more than 7 days
2. Check recipient completion to see who has not acted
3. Options:
   • Follow up with the client
   • Void the current proposal and create a revised version
   • Extend the expiration date
   • Accept the loss and move on

Response Examples

MSA Proposal Created:

{
  "id": "msFYActMfJHqNTKH9tcPFa",
  "name": "Acme Corp - Managed Services Agreement",
  "status": "document.draft",
  "date_created": "2026-02-24T10:30:00.000000Z",
  "recipients": [
    {
      "email": "john@acme.com",
      "first_name": "John",
      "last_name": "Smith",
      "role": "Client",
      "signing_order": 1,
      "has_completed": false
    },
    {
      "email": "sarah@techforce.com",
      "first_name": "Sarah",
      "last_name": "Johnson",
      "role": "MSP",
      "signing_order": 2,
      "has_completed": false
    }
  ],
  "grand_total": {
    "amount": "14250.00",
    "currency": "USD"
  }
}

Pipeline Summary:

Proposal Pipeline Summary
================================================================
Generated: 2026-02-24

Draft:      8 proposals   $127,500 total value
Sent:       12 proposals  $234,000 total value
Viewed:     5 proposals   $89,000 total value
Completed:  23 proposals  $412,000 total value (this quarter)
Declined:   3 proposals   $45,000 total value
Expired:    2 proposals   $18,000 total value

Win Rate: 76.7% (23 won / 30 resolved)
Avg. Time to Sign: 4.2 days
================================================================

Error Handling

Common Errors

Best Practices

1. Standardize templates - Create one template per proposal type and iterate on it
2. Include pricing tables - Always use structured pricing rather than static text
3. Set expiration dates - 14 days for proposals, 30 days for quotes, 60 days for MSAs
4. Use signing order - Client signs first, MSP countersigns after
5. Personalize cover messages - Reference the client's specific pain points or goals
6. Tag proposals - Tag with client name and document type for pipeline tracking
7. Track pipeline weekly - Review proposal pipeline at least weekly
8. Follow up on viewed - When a proposal is viewed, follow up within 24-48 hours
9. Archive signed documents - Download completed proposals to your PSA/file system
10. Analyze win rates - Track completed vs. declined/expired to improve proposal quality
11. Use optional line items - Mark non-essential services as optional to give clients flexibility
12. Include SLA details - Always reference SLA terms (response times, uptime) in service proposals
13. Version proposals - When revising, create a new document rather than voiding and recreating

Related Skills

• PandaDoc API Patterns - MCP tools reference and connection info
• PandaDoc Documents - Document creation and lifecycle
• PandaDoc Templates - Template library for proposals
• PandaDoc Recipients - Recipient management for multi-party signing