Automate PandaDoc & Smartsheet

Stop paying for mismatched spreadsheets. Sync data between PandaDoc and Smartsheet 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 ["Smartsheet"]
        A1(["Add Attachment to Row"])
    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 Smartsheet operate independently, the Sales and Project Management teams face significant delays. For instance, when a contract is signed in Pandadoc, the project details such as client name, contract value, and project timelines must be manually entered into Smartsheet. This manual entry often leads to transcription errors, causing discrepancies in project tracking. As a result, the Project Managers spend hours reconciling data, which could have been automatically populated.

Top Ways to Automate PandaDoc & Smartsheet

Automated Document Creation: Instantly generate and send PandaDoc proposals based on Smartsheet data, ensuring that all project details are accurate and up-to-date.
Real-Time Status Updates: Automatically update Smartsheet project statuses when a PandaDoc document is signed, providing your team with immediate visibility into project progress.
Streamlined Data Management: Sync client information between PandaDoc and Smartsheet, reducing manual entry and minimizing the risk of errors, allowing your team to focus on what truly matters.

How to Build the PandaDoc → Smartsheet Sync

Set up a webhook in Pandadoc to listen for the 'document.signed' event. This will trigger whenever a document is signed.
In the webhook payload, extract the following data: document.id, recipient.name, recipient.email, and contract.value.
Use the Smartsheet REST API to insert a new row into the desired sheet. The endpoint to POST to is https://api.smartsheet.com/2.0/sheets/{sheetId}/rows.
Construct the JSON body for the POST request with the extracted data, mapping recipient.name to the 'Name' column, contract.value to the 'Contract Value' column, and any other relevant fields.
Send the POST request to Smartsheet and verify the response for success or failure.

Developer Warnings & API Gotchas

Ensure that the column names in Smartsheet match exactly with the keys you are sending in the JSON body. Any mismatch will result in failed inserts.
Be aware that Pandadoc may send multiple events for the same document if there are multiple signers. Implement logic to handle duplicates in Smartsheet.
Check the data types in Smartsheet; for instance, if 'Contract Value' is a number field, ensure that the value sent from Pandadoc is formatted correctly to avoid errors during insertion.

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 Smartsheet Add Attachment to Row
When this happens in PandaDoc... Document Paid

Do this in Smartsheet Add Discussion to Row
When this happens in PandaDoc... Document Sent

Do this in Smartsheet Add Row to Sheet
When this happens in PandaDoc... Document Status Changed

Do this in Smartsheet Copy Folder
When this happens in PandaDoc... Fetch Custom Actions

Do this in Smartsheet Copy Row

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