Creating PandaDoc documents from Insightly

The integration with PandaDoc helps automate the process of creating proposals, quotes, contracts, and other documents by merging information from an Insightly record with PandaDoc templates.

Installing the PandaDoc integration

Your Insightly administrator will need to enable the PandaDoc option from the System Settings > Integrations page to get started. Insightly will then display the PandaDoc icon on the Files subtab for leads, contacts, organizations, opportunities, and projects.

Creating a new document

To begin creating a document, you must first create a document template in PandaDoc using the Insightly tokens provided at the bottom of this article.

It will be helpful for you to include the Insightly record types in the name of your PandaDoc templates. For example, if the document will be used to send quotes to leads, it could be "Leads - Sales Quote." If it will be used for contacts, "Contacts - Contract." This will make it easier to select the correct template when you're in a lead or a contact in Insightly.
  1. Open the lead, contact, organization, opportunity, or project you would like to create a document from.
  2. Click the Files subtab, then the PandaDoc icon.
  3. If you are not signed in PandaDoc on another tab, click the Connect button.
    If you are already logged in, skip to step 5.
  4. Log in to PandaDoc, then return to Insightly and click the Refresh once logged in link. This will open the PandaDoc interface.
  5. Select your PandaDoc template. Depending on the type of record you're viewing, the template will be populated with the field values from the current record or its related records.

    When viewing...  Tokens are populated from fields in...
    Contacts The current contact
    Leads The current lead
    Opportunities
    or
    Projects

    The first linked contact and the default linked organization for the first linked contact

    (Custom contact and organization fields are unavailable)


    If you're viewing an Insightly opportunity, project, or organization linked to contacts or leads with email addresses, Insightly will add those contacts or leads to the document's recipient list.

  6. You can now edit and review the document in PandaDoc, make changes, and send or download the completed document.
    When you send a PandaDoc document, it is sent from PandaDoc, not Insightly.
  7. When you return to Insightly, a link to the document will appear under the Files subtab for this record. You can return to PandaDoc and view the document by clicking the link.

PandaDoc tokens and their related Insightly fields

When building your template in PandaDoc, copy and paste these Insightly tokens (including the brackets) into the template. These tell Insightly where to place the corresponding information from your CRM record.

A few notes about custom fields:

  • Replace "CustomField" with the custom field name you have created in Insightly.
  • Remove any spaces or special characters from the custom field name. For example, "No. of Units/Person" will become [Opportunity.NoofUnitsPerson].
  • Capitalize the name of the field just as it is in Insightly. Tokens are case sensitive.
Insightly Record Type Token
Contacts [Contact.Prefix]
  [Contact.First_Name]
  [Contact.Last_Name]
  [Contact.Organization]
  [Contact.CustomField]
  [Contact.Email]
  [Contact.RecordId]
  Phone/Fax Numbers
  [Contact.Phone]
  [Contact.HomePhone]
  [Contact.MobilePhone]
  [Contact.OtherPhone]
  [Contact.Fax]
  Mailing Address
  [Contact.MailStreet]
  [Contact.MailCity]
  [Contact.MailState]
  [Contact.MailCountry]
  [Contact.MailZipCode]
  Other Address
  [Contact.OtherStreet]
  [Contact.OtherCity]
  [Contact.OtherState]
  [Contact.OtherCountry]
  [Contact.OtherZipCode]
Organizations [Organization.Name]
  [Organization.Phone]
  [Organization.Fax]
  [Organization.Website]
  [Organization.CustomField]
  [Organization.RecordId]
  Shipping Address
  [Organization.ShippingStreet]
  [Organization.ShippingCity]
  [Organization.ShippingState]
  [Organization.ShippingCountry]
  [Organization.ShippingZipCode]
  Billing Address
  [Organization.BillingStreet]
  [Organization.BillingCity]
  [Organization.BillingState]
  [Organization.BillingCountry]
  [Organization.BillingZipCode]
Leads [Lead.First_Name]
  [Lead.Last_Name]
  [Lead.Organization]
  [Lead.Title]
  [Lead.EmailAddress]
  [Lead.Website]
  [Lead.Phone]
  [Lead.Mobile]
  [Lead.Street]
  [Lead.City]
  [Lead.State]
  [Lead.Zipcode]
  [Lead.Country]
  [Lead.CustomField]
  [Lead.RecordId]
Opportunities [Opportunity.Name]
  [Opportunity.ResponsibleUser]
  [Opportunity.Probability]
  [Opportunity.BidAmount]
  [Opportunity.BidCurrency]
  [Opportunity.BidType]
  [Opportunity.BidDuration]
  [Opportunity.State]
  [Opportunity.ForecastCloseDate]
  [Opportunity.ActualCloseDate]
  [Opportunity.CustomField]
  [Opportunity.RecordId]
Projects [Project.Name]
  [Project.ResponsibleUser]
  [Project.Status]
  [Project.StartedDate]
  [Project.CompletedDate]
  [Project.DueDate]
  [Project.CustomField]
  [Project.RecordId]
Projects and Opportunities  
  Pipeline Information
  [Pipeline.Name]
  [Pipeline.Stage]
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