PandaDoc

PandaDoc enables your fast-moving teams with a simple, sophisticated and all-in-one solution to efficiently manage document creation, editing, and e-signing.

Chargebee supports the following features in this integration:

• You can configure a contract template in PandaDoc with all the specifics of fields and blocks, where you want the customer to sign.
• Map the fields from Chargebee's quote to the fields in the PandaDoc template, so that, each time you send out Chargebee's quote as a contract in PandaDoc, the fields automatically get pre-filled along with the sender's signature.
• Send the Chargebee quote as a contract via PandaDoc.
• PandaDoc automatically follows up until the customer e-signs the contract.
• Set actions on Chargebee to change the quote's status to 'Accepted' or automatically 'Create a Subscription' with Auto Collection OFF.

Pre-requisites

Following pre-requisites must be met in able to proceed with the integration.

• Enable Chargebee quotes.
• Create a PandaDoc Enterprise Account.
• Create templates in PandaDoc with all the necessary text fields.

Integration setup

• To integrate PandaDoc with Chargebee, install the PandaDoc app from Chargebee's App Marketplace.
• You can either connect to an existing PandaDoc account or sign-up for a new account to complete the integration with Chargebee.

Follow these steps to complete the integration:

1. Install the PandaDoc app. When you click 'Install', PandaDoc's Oauth gets triggered and redirects you to the PandaDoc's authentication page. After successful authentication, it redirects you back to Chargebee's integration steps.

   

2. Sign up on PandaDoc.

Setting up the integration for your individual sales teams

When you have multiple sales executives sending out documents to your prospects, each of the individual sales users who have access to Chargebee with the role of ‘Sales Manager', will be able to set up the integration with their custom configurations.

To enable PandaDoc on their individual Chargebee accounts, they will have to follow the steps mentioned above to set up an integration instance of their own to send Chargebee Quotes via PandaDoc.

Configurations for PandaDoc

Follow the steps below to configure the required setup in Chargebee:

1. As a user, you can configure how the quote format needs to be sent to the customer. In the document preferences step, you have the following options:
   1. Choose a template from PandaDoc.
   2. Enable the toggle button to attach the Chargebee quote to the PandaDoc template.
      1. Choose the quote type you like to send. It can be either consolidated or Detailed. A detailed quote has information about each billing term while a consolidated quote provides overall information about the entire subscription term.
      2. Click Proceed to save all the selected configurations in Chargebee.
         
2. Configure sync rules As a user, you can configure to specify what happens when a quote is signed by the end customer. In the configure sync rules step, you have the below options:
   1. Configure the action to follow when a PandaDoc document is signed.
      • Mark quote as accepted - Changes the quote status to Accepted in Chargebee. You can then manually convert the quote into a subscription or charge the customer.
      • Mark quote and create subscription - Change quote status to Accepted and create a subscription for that quote. Auto-collection is set to OFF by default, you can navigate to the customer profile in Chargebee to change it.
   2. Click Proceed to save all the selected configurations in Chargebee.
      

Sending Quotes for E-signature

Follow these steps to send quotes via PandaDoc:

1. Navigate to Quotes> quote details page, where the quote is in an open state.

2. Click Send via PandaDoc to send the quote to be e-signed. Once you click, Send via PandaDoc, the quote details will be pre-filled with configurations set earlier.

   

3. Click Proceed to send your quote via PandaDoc.

   

Once the Chargebee Quote is sent via PandaDoc, a contract document is created in PandaDoc from the selected PandaDoc template with the fields mapped from the Chargebee Quote. You can also pass additional fields to the recipient by creating a merge field to the Pandadoc template.

Upon creating a contract document on PandaDoc, the contract is sent to the recipient's email address. When the recipient opens the contract and signs the document the automation workflow is triggered in Chargebee, depending on the configuration selected while configuring sync rules. If there is more than one role associated with the selected PandaDoc template, the second signatory receives an email based on the approval workflows defined on the PandaDoc template.

Mapping Chargebee fields to PandaDoc template

Chargebee fields can be passed into the PandaDoc document by using the custom variables in PandaDoc.

To create your own variables in PandaDoc, follow these steps:

1. Open your PandaDoc Template.
2. Drag and drop a content block.
3. Type a custom name of the variable in square brackets. Example:[Client.Address]

The table below has the list of fields that can be from Chargebee to your PandaDoc document.

Example: If you want to show the field, total payable amount with currency, you will need to mention this as, [quote.currency_code][quote.total_payable]

Description	Chargebee field
ID of the Chargebee quote	Quotes ID
Name of the Chargebee quote	quote.name
PO Number	quote.po_number
Pricing type used	quote.price_type
Quote validity	quote.valid_till
Date of quote creation	quote.date
Total payable amount	quote.total_payable
Charge amount (in cents) to be paid on accepting the quote	quote.charge_on_acceptance
Subtotal (in cents) of the first quote line group.	quote.sub_total
Total (in cents) of the first quote line group.	quote.total
Credits applied (in cents) for the first quote line group.	quote.credits_applied
Existing outstanding payments (in cents) if any, applied to the first quote line group.	quote.amount_paid
Amount due (in cents) for the first quote line group.	quote.amount_due
Currency code of the currency in quote	quote.currency_code
Billing address First name	quote.billing_address.first_name
Billing address last name	quote.billing_address.last_name
Billing address Email	quote.billing_address.email
Billing address Company name	quote.billing_address.company
Billing address Phone number	quote.billing_address.phone
Billing address Address line 1	quote.billing_address.line1
Billing address Address line 2	quote.billing_address.line2
Billing address Address line 3	quote.billing_address.line3
Billing address City	quote.billing_address.city
Billing address State code	quote.billing_address.state_code
Billing address State	quote.billing_address.state
Billing address Country	quote.billing_address.country
Billing address Zip code	quote.billing_address.zip
Shipping address First name	quote.shipping_address.first_name
Shipping address last name	quote.shipping_address.last_name
Shipping address Email	quote.shipping_address.email
Shipping address Company name	quote.shipping_address.company
Shipping address Phone number	quote.shipping_address.phone
Shipping address Address line 1	quote.shipping_address.line1
Shipping address Address line 2	quote.shipping_address.line2
Shipping address Address line 3	quote.shipping_address.line3
Shipping address City	quote.shipping_address.city
Shipping address State code	quote.shipping_address.state_code
Shipping address State	quote.shipping_address.state
Shipping address Country	quote.shipping_address.country
Shipping address Zip code	quote.shipping_address.zip

View documents sent via PandaDoc

Upon sending the quote via PandaDoc, when you view the quotes page, you will be able to see the following document details against the Chargebee quote:

• Sent via PandaDoc.
• Sent on.
• Sent by.
• Link to the document on PandaDoc (which when clicked redirects to the document in PandaDoc).
• Document status.