SyncMatrix.
PandaDoc logo + Acuity Scheduling logo

Automate PandaDoc & Acuity Scheduling

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

Get This Workflow Built
Custom API Integration
Secure Data Transfer
Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["PandaDoc"]
        T1(["Document Completed"])
    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 ["Acuity Scheduling"]
        A1(["Add Blocked Off Time"])
    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 Pandadoc and Acuity Scheduling operate independently, the sales team faces significant delays in contract execution. For instance, when a client signs a document in Pandadoc, the corresponding appointment in Acuity Scheduling may not be updated automatically, leading to double bookings. This results in manual data entry by the operations team to reconcile the signed contracts with the scheduling system, wasting hours each week and increasing the risk of human error.

Top Ways to Automate PandaDoc & Acuity Scheduling

  • Automated Document Generation: Instantly create personalized proposals and contracts in PandaDoc when a client books an appointment through Acuity Scheduling, ensuring timely and relevant documentation.
  • Real-Time Calendar Sync: Automatically update your PandaDoc status based on Acuity Scheduling appointments, eliminating double bookings and ensuring that your team is always informed of client engagements.
  • Streamlined Client Follow-Ups: Trigger automated follow-up emails with relevant documents from PandaDoc after a scheduled meeting, enhancing client communication and improving conversion rates.

How to Build the PandaDoc → Acuity Scheduling Sync

  1. Set up a webhook in Pandadoc to listen for the 'document.signed' event. This webhook will trigger when a document is signed.
  2. Configure the webhook to send a payload to your integration endpoint. Extract the 'recipient_email' and 'document_id' from the incoming payload.
  3. Use the Acuity Scheduling API endpoint POST /appointments to create a new appointment. In the request body, include the extracted 'recipient_email' and any necessary appointment details such as date and time.
  4. Ensure you handle the response from the Acuity API to confirm the appointment was successfully created, and log any errors for troubleshooting.

Developer Warnings & API Gotchas

  • Ensure that the 'recipient_email' from the Pandadoc payload matches the email format expected by Acuity Scheduling; otherwise, the appointment creation will fail.
  • Be cautious with time zones; the appointment time in Acuity must be in UTC format, while Pandadoc may provide local times based on the recipient's settings.
  • Validate that the document_id received from Pandadoc corresponds to an active contract; if not, the appointment may be created without a valid context, leading to confusion.

Supported API Operations

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

  • When this happens in PandaDoc... Document Completed
    Do this in Acuity Scheduling Add Blocked Off Time
  • When this happens in PandaDoc... Document Paid
    Do this in Acuity Scheduling Add Coupon Code
  • When this happens in PandaDoc... Document Sent
    Do this in Acuity Scheduling Add Package Code
  • When this happens in PandaDoc... Document Status Changed
    Do this in Acuity Scheduling Add or Update Client

SyncMatrix Experts

Available for Hire

We are an AI-powered automation team. We build custom, reliable API workflows that eliminate manual data entry.

Speak with an Integration Architect

We build custom API workflows that don't hit rate limits.

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