PandaDoc MSP Proposal Workflows

Overview

MSPs use PandaDoc to create, send, and track proposals for managed services engagements. The proposal workflow covers the full lifecycle from initial client interest through signed contract -- creating professional proposals from templates, populating with client-specific content and pricing, sending for e-signature, and tracking the pipeline. PandaDoc's template system, content tokens, and pricing tables make it ideal for standardizing the MSP sales process while personalizing each proposal.

MCP Tools

Available Tools

Key Concepts

MSP Proposal Types

Content Tokens for MSP Proposals

Standard tokens to define in MSP proposal templates:

Pricing Tables for MSP Services

Managed Services Pricing Table

{
  "pricing_tables": [
    {
      "name": "Managed Services",
      "sections": [
        {
          "title": "Monthly Recurring Services",
          "rows": [
            {
              "data": {
                "name": "Managed IT Services - Per User",
                "description": "24/7 monitoring, helpdesk, patching, endpoint management",
                "price": 125.00,
                "qty": 50
              }
            },
            {
              "data": {
                "name": "Managed Security - Per User",
                "description": "EDR, email security, DNS filtering, SIEM",
                "price": 45.00,
                "qty": 50
              }
            },
            {
              "data": {
                "name": "Backup & Disaster Recovery",
                "description": "Cloud backup, 1-hour RPO, 4-hour RTO",
                "price": 500.00,
                "qty": 1
              }
            },
            {
              "data": {
                "name": "Microsoft 365 Management",
                "description": "License management, configuration, support",
                "price": 15.00,
                "qty": 50
              }
            }
          ]
        },
        {
          "title": "One-Time Setup",
          "rows": [
            {
              "data": {
                "name": "Onboarding & Migration",
                "description": "Documentation, agent deployment, policy configuration",
                "price": 5000.00,
                "qty": 1
              }
            }
          ]
        }
      ]
    }
  ]
}

Hardware Quote Pricing Table

{
  "pricing_tables": [
    {
      "name": "Hardware & Licensing",
      "sections": [
        {
          "title": "Hardware",
          "rows": [
            {
              "data": {
                "name": "Dell OptiPlex 7020 Desktop",
                "description": "Intel i7, 16GB RAM, 512GB SSD, Win 11 Pro",
                "price": 1249.00,
                "qty": 10
              }
            },
            {
              "data": {
                "name": "Dell P2423D 24\" Monitor",
                "description": "QHD 2560x1440, USB-C, adjustable stand",
                "price": 329.00,
                "qty": 10
              }
            }
          ]
        },
        {
          "title": "Licensing",
          "rows": [
            {
              "data": {
                "name": "Microsoft 365 Business Premium",
                "description": "Annual commitment, per user/month",
                "price": 22.00,
                "qty": 50
              }
            }
          ]
        }
      ]
    }
  ]
}

Proposal Pipeline Stages

Map PandaDoc document statuses to MSP sales pipeline stages:

Common Workflows

Create and Send an MSA

1. Find the MSA template:

   • Call pandadoc-list-templates with q=Managed Services Agreement
   • Select the appropriate template and note the id

2. Review template requirements:

   • Call pandadoc-get-template with the template id
   • Note required tokens, roles, and pricing table structure

3. Create the document:

   • Call pandadoc-create-document with:
     • template_uuid set to the template ID
     • name set to "Client Name - Managed Services Agreement"
     • recipients with client signer (order 1) and MSP signer (order 2)
     • tokens populated with client and contract details
     • pricing_tables with service line items

4. Review the document:

   • Call pandadoc-get-document with the returned id
   • Verify all tokens, recipients, and pricing are correct

5. Send for signature:

   • Call pandadoc-send-document with id and a personalized message

6. Track progress:

   • Call pandadoc-get-document-status to mon