Automate Acuity Scheduling & PandaDoc

Stop paying for mismatched spreadsheets. Sync data between Acuity Scheduling and PandaDoc in real-time, so you can manage your operations without the busywork.

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Acuity Scheduling"]
        T1(["Appointment Canceled"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["PandaDoc"]
        A1(["Create Attachment"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Acuity-scheduling appointments are not integrated with Pandadoc, the sales team faces significant challenges. For instance, when a client books a meeting through Acuity, the appointment details such as client name, email, and appointment time must be manually entered into Pandadoc to generate the necessary eSignature documents. This manual entry leads to errors in client information and appointment dates, causing delays in document processing and frustrating both clients and the sales team. The sales representatives waste valuable time on repetitive data entry instead of focusing on closing deals.

Top Ways to Automate Acuity Scheduling & PandaDoc

Automated Appointment Confirmation: Seamlessly sync Acuity Scheduling with PandaDoc to automatically generate and send contract proposals upon appointment confirmation, ensuring your clients receive timely documentation without manual input.
Streamlined Client Follow-Up: Trigger follow-up emails and reminders through PandaDoc based on scheduled appointments in Acuity, enhancing client engagement and reducing no-shows.
Centralized Data Management: Automatically update client records in PandaDoc with appointment details from Acuity, maintaining accurate and comprehensive client profiles for improved service delivery.

How to Build the Acuity Scheduling → PandaDoc Sync

Set up a webhook in Acuity-scheduling to listen for the 'Appointment Scheduled' event. This will trigger whenever a new appointment is created.
Configure the webhook to send a POST request to your integration endpoint with the following payload: { 'client_name': '{{client.first_name}} {{client.last_name}}', 'client_email': '{{client.email}}', 'appointment_time': '{{appointment.start_time}}' }.
On your integration endpoint, extract the payload data from the Acuity webhook. Ensure you capture the 'client_name', 'client_email', and 'appointment_time' fields.
Use the extracted data to construct a POST request to the Pandadoc API endpoint https://api.pandadoc.com/public/v1/documents. Include the necessary headers for authentication and the body should contain the document template ID and the extracted data mapped accordingly.
Test the integration by scheduling an appointment in Acuity and verifying that a new document is created in Pandadoc with the correct client details.

Developer Warnings & API Gotchas

Ensure that the client email format is validated before sending it to Pandadoc, as an incorrect format will result in a failed document creation.
Be cautious with time zone discrepancies; Acuity-scheduling may return appointment times in UTC, so convert them to the required time zone for Pandadoc to avoid confusion.
When mapping appointment details to the Pandadoc document, verify that the template ID used in the request matches the expected document structure, or the API will reject the request.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Acuity Scheduling... Appointment Canceled

Do this in PandaDoc Create Attachment
When this happens in Acuity Scheduling... Appointment Rescheduled

Do this in PandaDoc Create Document
When this happens in Acuity Scheduling... Appointment Start

Do this in PandaDoc Create or Update Contact
When this happens in Acuity Scheduling... Appointment Types

Do this in PandaDoc Send Document

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I can see you're looking at mapping Acuity Scheduling to PandaDoc. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?