BaseCRM Integration with PandaDoc

Focus:  The focus of this article is to provide step-by-step setup information necessary to integrate BaseCRM with PandaDoc.

What does this integration do? This integration will allow you to create, send, and track quotes, proposals, and contracts from within BaseCRM. Create PandaDoc documents within BaseCRM and all of your custom fields and contact information will be pre-filled into your documents automatically. Included is options to send over BaseCRM product information over to PandaDoc Pricing tables.

Step 1-A: Enable the Integration to your BaseCRM account.  Login into your BaseCRM account, here and then go to the Profile icon on the top right and then click on Settings.
BaseCRM - Enable in Base - 1

Step 1-B: Adding the new tool Over on the left, click on “Deals”, then go to “Smart Links” and click on “Add Tool”
BaseCRM - Enable in Base - 2

Step 1-C: Setup of the Smart Link. In the tool setup, enter in the following.
1. App Name – Use “Create PandaDoc Quote”
2. Web App URL – Paste the following URL:
https://app.pandadoc.com/integrations/basecrm/new?deal_id={resource.id}
3. Destination – Select to “Open in new window”.
4. Click Save

Step 2: Connect PandaDoc to BaseCRM. Next, login into your PandaDoc account, and then go to Settings > Integrations > Find BaseCRM and click on it to access.
BaseCRM - Settings - Integrations - BaseCRM

Step 2-A: Follow direction and click on the green button “Connect PandaDoc to BaseCRM”.
BaseCRM - Settings - Integrations - BaseCRM - Connect

Step 2-B: Enter in your credentials for BaseCRM and click on Login:
BaseCRM - Settings - Integrations - BaseCRM - Authorize

Step 2-C: Authorize… Click on the Green “Authorize” button to connect the two accounts together.
BaseCRM - Settings - Integrations - BaseCRM - Authorize 2

Congrats, you are now connected.

Step 3: Log in to your BaseCRM account and open a Deal.
Open any BaseCRM Deal, over on the right, you will see the new “Smart Links”, then “Create PandaDoc Quote”.

Step 4-A: Set up your tokens in PandaDoc to pre-populate your documents with deal data.
Tokens are very helpful timesavers that will auto-fill information from a deal or organization record into your documents. Learn more about tokens here.

Let’s say you want to pre-populate your standard proposal template with the following data from a BaseCRM deal: client information (Owner Name) and a deal value (Deal Value) To do so, first log in to PandaDoc and open the template you want to use, as shown below. Click on Content tab on the right, and then the “Tokens” menu.


As shown in the above example, when you add tokens to your document, they’ll be dynamically filled with data from Base CRM. From now on every document that you create from a deal within BaseCRM — using this template — will be pre-filled with the Owner Name and Deal Value.

Step 4-B: List of BaseCRM fields and the token examples you can use in PandaDoc.  For reference, here is a list of the currently available tokens for Deal Values in BaseCRM that can be connected to PandaDoc:

Deal Values in BaseCRM PandaDoc Token To Use
Created At [Deal.CreatedAt]
Updated At [Deal.UpdatedAt]
Deal Name [Deal.Name]
Deal Value [Deal.Value]
Owner Fields in BaseCRM PandaDoc Token To Use
Owner Name [Deal.Owner.Name]
Owner Email Address [Deal.Owner.Email]
Primary Organization Fields in BaseCRM PandaDoc Token To Use
Company Name [Deal.Company.Name]
Company Email [Deal.Company.Email]
Company Mobile Phone [Deal.Company.MobilePhone]
Company Work Phone [Deal.Company.WorkPhone]
Company Address [Deal.Company.Address]
Company Country [Deal.Company.Country]
Primary Contact Fields in BaseCRM PandaDoc Token To Use
First Name [Deal.Contact.FirstName]
Last Name [Deal.Contact.LastName]
Title [Deal.Contact.Title]
Email Address [Deal.Contact.Email]
Mobile Phone [Deal.Contact.MobilePhone]
Work Phone [Deal.Contact.WorkPhone]
Address Phone [Deal.Contact.Address]

Step 4-C: Custom Fields from BaseCRM.  You can also send over custom fields that you created in BaseCRM. Here is an example of the tokens you could use for “Deal”, “Contact” and “Company”:

Examples of Custom Fields in BaseCRM PandaDoc Token To Use
Deal Custom Fields:
Example: Deal.Dollar Amount
[Deal.Dollar Amount]
Deal.Contact.Custom-Fields
Example: Contact.SkypeNumber
[Deal.Contact.SkypeNumber]
Deal.Company.Custom-Fields
Example: Company.NumberOfEmployees
[Deal.Company.Number of Employees]


Step 5: Use of PandaDoc Roles to send over BaseCRM Deal Contact information.
Inside of PandaDoc, you can create Roles for your templates to send over the Deal Contact information, First name, Last Name, Email Address, Company. Shown below is an Role we setup called “Decision Maker”. Click here for more information on how to setup PandaDoc Roles.

Next, you will see four tokens that have been created because we setup this Role.

Here is a BaseCRM deal with the Contact of Baseball Jones. We can now send this information over to PandaDoc:

BaseCRM -- Contact information

Here we are matching up the PandaDoc Role to the contact from BaseCRM:

As you see inside of the PandaDoc document, the Contact information from BaseCRM is now been filled in.

Step 6: Using fields to pass over data from BaseCRM to PandaDoc. What is a field?

In the example below, we want to pass over the data “Deal.Owner.Name” to a field.

Add the Textfield,  in the “Name” section, add the value of the token name, found in Step 4-B, without the [brackets].  In this example, we have used “Deal.Owner.Name” to populate the field.

Step 7: Passing BaseCRM Product information over to PandaDoc Pricing tables.  This integration offers the options to send over product information: Name, Description,  Selling Price, QTY, line item discounts and total discounts from Products added to BaseCRM deals. Please note:  This integration allows up to 100 BaseCRM products to be sent to PandaDoc pricing tables for each document that is created.

BaseCRM Product Data

Step 7a: Setup of PandaDoc Templates and pricing tables to accept Products and enable discounts   Shown below, you will need to enable “Automatically add products to this table” to be set to “ON” to accept products from BaseCRM.

basecrm - pricing table - enable

Click for more details about PandaDoc Pricing table block.

1)  Product information Only, BaseCRM “Selling Price” to populate Price In PandaDoc pricing table.

2) Product information and Total discount used in BaseCRM. Configured in PandaDoc pricing tables to allow Total discount to be used.

total discount used setup in PD

Step 7c: Adding custom columns to PandaDoc Pricing table via template

You can define the custom columns to be populated at the template level in order to bring over specific information. To do this, add a blank column to your pricing tables, click on the column header, then over on the right “check” the box for “Map column to custom field” and the add the following values for  that specific information.Please note if you add these columns they will NOT be included in the PandaDoc pricing table calculation.

basecrm_markup_discount_value — Value of line item discount
basecrm_markup_percent — Value of line item markup in percentage
basecrm_unit_price  — Value of the line item Unit Price
basecrm_discount_percent — Value of line item discount in percentage

Basecrm -Template-Custom column

Step 7d: Adding custom columns to PandaDoc Pricing table via document level.

Custom Columns can be added to the pricing table at the document level once the BaseCRM products have been populated in the PandaDoc pricing tables. Click on “+ Add Column” and you will see four values to add. Please note if you add these columns they will NOT be included in PandaDoc pricing table calculation.

basecrm_markup_discount_value — Value of line item discount
basecrm_markup_percent — Value of line item markup in percentage
basecrm_unit_price  — Value of the line item Unit Price
basecrm_discount_percent — Value of line item discount in percentage

basecrm - Custom Columns shown and added

 

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