Automate PandaDoc & Keap

Stop paying for mismatched spreadsheets. Sync data between PandaDoc and Keap 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 ["Keap"]
        A1(["Add a Product to an Invoice"])
    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 Keap operate independently, critical client data such as signed documents and contact information can fall through the cracks. For instance, when a contract is signed in Pandadoc, the sales team must manually enter the client's details into Keap, risking typos and missing fields. This manual entry not only consumes valuable time but also leads to discrepancies in client records, forcing the marketing team to chase down accurate data for follow-ups.

Top Ways to Automate PandaDoc & Keap

Automated Document Creation: Instantly generate and send personalized proposals and contracts from PandaDoc using client data stored in Keap, eliminating manual entry and reducing turnaround time.
Streamlined Follow-Ups: Automatically trigger follow-up emails in Keap when a document is viewed or signed in PandaDoc, ensuring timely communication and enhancing customer engagement.
Centralized Reporting: Consolidate data from both platforms to create comprehensive reports that track sales performance, document status, and customer interactions, providing valuable insights for strategic decision-making.

How to Build the PandaDoc → Keap Sync

In Pandadoc, navigate to the 'Webhooks' section and create a new webhook for the 'Document Signed' event.
Set the webhook URL to your endpoint that will handle incoming requests, e.g., https://yourserver.com/pandadoc-webhook.
In your server code, listen for POST requests containing the signed document data. Extract the relevant payload fields such as document.id, document.signer.email, and document.signer.name.
Construct a JSON object with the extracted data: { "email": document.signer.email, "name": document.signer.name, "documentId": document.id }.
Make a POST request to the Keap API endpoint https://api.keap.com/v1/contacts with the constructed JSON object to create a new contact.
Ensure to include the necessary headers for authentication, such as Authorization: Bearer YOUR_ACCESS_TOKEN.

Developer Warnings & API Gotchas

Be aware that the document.signer.email field may not always match an existing contact in Keap, leading to duplicate entries if not handled properly.
Ensure that the payload from Pandadoc is correctly parsed; any changes in the webhook structure could lead to missing data in your Keap integration.
When creating a contact in Keap, if the email already exists, the API will return an error. Implement logic to check for existing contacts before attempting to create new ones.

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 Keap Add a Product to an Invoice
When this happens in PandaDoc... Document Paid

Do this in Keap Create Company
When this happens in PandaDoc... Document Sent

Do this in Keap Create Invoice
When this happens in PandaDoc... Document Status Changed

Do this in Keap Create Note
When this happens in PandaDoc... Fetch Custom Actions

Do this in Keap Create Product

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 Keap. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?