PandaDoc Proposals

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

| Tool | Description | Key Parameters | |------|-------------|----------------| | pandadoc-list-templates | Find proposal templates | q, tag, count, page | | pandadoc-get-template | Review template tokens and fields | id (required) | | pandadoc-create-document | Create a proposal from template | template_uuid, name, recipients, tokens, pricing_tables | | pandadoc-send-document | Send proposal for signature | id, message, subject | | pandadoc-list-documents | Track proposals by status | status, q, tag, count, order_by | | pandadoc-get-document | Get proposal details and recipient status | id (required) | | pandadoc-get-document-status | Quick status check | id (required) | | pandadoc-download-document | Download signed proposal | id (required) |

Key Concepts

MSP Proposal Types

| Proposal Type | Description | Typical Value | Template | |---------------|-------------|---------------|----------| | Managed Services Agreement (MSA) | Ongoing IT management contract | $3,000-$50,000/month | MSA template with pricing table | | Statement of Work (SOW) | Project-based engagement | $5,000-$100,000 one-time | SOW template with milestones | | Hardware Quote | Equipment and licensing proposal | $1,000-$500,000 | Quote template with line items | | Project Proposal | IT project scope and pricing | $10,000-$250,000 | Proposal template with phases | | Security Assessment | Cybersecurity evaluation proposal | $2,500-$25,000 | Security template | | Cloud Migration | Cloud migration project scope | $15,000-$200,000 | Migration template with phases |

Content Tokens for MSP Proposals

Standard tokens to define in MSP proposal templates:

| Token | Description | Example Value | |-------|-------------|---------------| | Client.Company | Client company name | Acme Corporation | | Client.Name | Client contact name | John Smith | | Client.Title | Client contact title | CEO | | Client.Email | Client email | john@acme.com | | Client.Address | Client address | 123 Main St, Springfield, IL 62704 | | Client.Phone | Client phone | (555) 123-4567 | | Client.UserCount | Number of users/endpoints | 50 | | MSP.Company | Your MSP company name | TechForce IT Solutions | | MSP.Contact | MSP contact name | Sarah Johnson | | MSP.Email | MSP contact email | sarah@techforce.com | | MSP.Phone | MSP phone | (555) 987-6543 | | Contract.StartDate | Agreement start date | March 1, 2026 | | Contract.Term | Agreement duration | 36 months | | Contract.RenewalTerms | Auto-renewal language | 12-month auto-renewal periods | | SLA.ResponseTime | SLA response time | 15 minutes for critical, 1 hour for high | | SLA.Uptime | Uptime guarantee | 99.9% | | Proposal.ValidUntil | Proposal expiration | March 15, 2026 | | Proposal.Number | Proposal reference number | PROP-2026-0047 |

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:

| Pipeline Stage | PandaDoc Status | Action | |---------------|-----------------|--------| | Drafting | document.draft | Creating and reviewing the proposal | | Internal Review | document.waiting_approval | MSP management approval | | Sent to Client | document.sent | Awaiting client response | | Client Reviewing | document.viewed | Client has opened the proposal | | Won | document.completed | Client has signed | | Lost - Declined | document.declined | Client declined to sign | | Lost - Expired | document.expired | Proposal expired without action | | Cancelled | document.voided | MSP voided the proposal |

Common Workflows

Create and Send an MSA

1. Find the MSA template:
2. Call pandadoc-list-templates with q=Managed Services Agreement
3. Select the appropriate template and note the id

1. Review template requirements:
2. Call pandadoc-get-template with the template id
3. Note required tokens, roles, and pricing table structure

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

1. Review the document:
2. Call pandadoc-get-document with the returned id
3. Verify all tokens, recipients, and pricing are correct

1. Send for signature:
2. Call pandadoc-send-document with id and a personalized message

1. Track progress:
2. Call pandadoc-get-document-status to mon