PandaDoc Templates

PandaDoc Template Management

Overview

Templates in PandaDoc are reusable document blueprints that define the structure, layout, content, and fields of a document. MSPs use templates to standardize their business documents -- managed service agreements (MSAs), statements of work (SOWs), proposals, hardware quotes, and NDAs. Templates contain placeholders (tokens) for client-specific content, signature fields, and pricing tables that get populated when a document is created. A well-organized template library is the foundation of an efficient MSP sales process.

MCP Tools

Available Tools

| Tool | Description | Key Parameters | |------|-------------|----------------| | pandadoc-list-templates | List and search templates | q (search query), count, page, tag, folder_uuid | | pandadoc-get-template | Get template details | id (required) |

List Templates

Call pandadoc-list-templates with optional parameters:

• Search by name: Set q to a template name or keyword (e.g., "MSA", "proposal", "quote")
• Filter by tag: Set tag to a template tag (e.g., "msp", "managed-services")
• Filter by folder: Set folder_uuid to filter by a specific folder
• Paginate: Set page (1-based) and count (up to 100)

Example: Find MSA templates:

• pandadoc-list-templates with q=Managed Services Agreement, count=100

Example: Find all proposal templates:

• pandadoc-list-templates with q=proposal, count=100

Example: List all templates:

• pandadoc-list-templates with count=100, page=1

Get Template Details

Call pandadoc-get-template with the id parameter to get full template details including fields, tokens, roles, and pricing table structure.

Example:

• pandadoc-get-template with id=tpl_abc123def456

Key Concepts

Template Structure

| Component | Description | Example | |-----------|-------------|---------| | Layout | Page structure and design | Header, body sections, footer | | Content blocks | Static text and formatting | Terms and conditions, scope descriptions | | Tokens | Dynamic text placeholders | {{Client.Company}}, {{Contract.StartDate}} | | Fields | Interactive form fields | Text inputs, checkboxes, dropdowns | | Signature fields | E-signature placeholders | Signature, initials, date signed | | Pricing tables | Line-item pricing | Services, hardware, recurring fees | | Roles | Recipient roles | Client, MSP, Approver |

Common MSP Templates

| Template | Purpose | Key Tokens | |----------|---------|-----------| | Managed Services Agreement (MSA) | Long-term IT management contract | Client.Company, Contract.Term, Contract.Value, MSP.Company | | Statement of Work (SOW) | Project-specific scope and deliverables | Project.Name, Project.Timeline, Project.Budget | | Service Proposal | Proposed managed services with pricing | Client.Company, Services.Description, Pricing | | Hardware Quote | Equipment and licensing quote | Client.Company, Quote.ValidUntil, Items | | NDA | Non-disclosure agreement | Client.Company, Client.Name, Effective.Date | | Change Order | Modifications to existing agreements | ChangeOrder.Number, Original.Agreement, Changes | | Quarterly Business Review (QBR) | Review document for client meetings | Client.Company, Review.Period, Metrics |

Template Versioning

Templates in PandaDoc support versioning:

| Field | Description | |-------|-------------| | version | Current version number | | date_created | When the template was first created | | date_modified | When the template was last updated |

Important: When a template is updated, existing documents created from earlier versions are not affected. New documents will use the latest version.

Template Tags

Use tags to organize templates by category:

| Tag | Purpose | |-----|---------| | msp | General MSP templates | | managed-services | Managed service agreements | | project | Project-based templates (SOWs) | | security | Security service templates | | compliance | Compliance-related documents | | onboarding | New client onboarding documents |

Field Reference

Template Fields

| Field | Type | Description | |-------|------|-------------| | id | string | Template unique identifier | | name | string | Template display name | | date_created | datetime | When the template was created | | date_modified | datetime | When the template was last modified | | version | string | Template version number | | tags | array | Template tags for organization | | folder_uuid | string | Folder the template belongs to | | roles | array | Recipient roles defined in the template | | tokens | array | Content tokens (dynamic variables) | | fields | array | Interactive form fields | | pricing_tables | array | Pricing table structures |

Token Fields

| Field | Type | Description | |-------|------|-------------| | name | string | Token name (e.g., "Client.Company") | | value | string | Default value (if any) |

Common Workflows

Find the Right Template

1. Call pandadoc-list-templates with q set to the document type (e.g., "MSA", "proposal", "SOW")
2. Review the returned templates for the best match
3. Call pandadoc-get-template with the id to review template details, tokens, and fields
4. Use the template ID to create a new document with pandadoc-create-document

List All Available Templates

1. Call pandadoc-list-templates with count=100 and page=1
2. If more than 100 templates exist, paginate through additional pages
3. Compile a list of template names, IDs, and tags

Use a Template to Create a Document

1. Find the template with pandadoc-list-templates using q
2. Get template details with pandadoc-get-template to identify required tokens and fields
3. Call pandadoc-create-document with template_uuid, name, recipients, and tokens
4. Verify the document was created with pandadoc-get-document

Audit Template Usage

1. Call pandadoc-list-documents with template_id set to a specific template UUID
2. Count the documents created from each template to identify most/least used templates
3. Review documents by status to see conversion rates (draft -> sent -> completed)

Response Examples

Template List:

{
  "results": [
    {
      "id": "tpl_abc123def456",
      "name": "Managed Services Agreement (MSA)",
      "date_created": "2025-06-15T10:00:00.000000Z",
      "date_modified": "2026-01-20T14:30:00.000000Z",
      "version": "5",
      "tags": ["msp", "managed-services"]
    },
    {
      "id": "tpl_ghi789jkl012",
      "name": "Statement of Work (SOW)",
      "date_created": "2025-08-01T09:00:00.000000Z",
      "date_modified": "2026-02-10T11:15:00.000000Z",
      "version": "3",
      "tags": ["msp", "project"]
    }
  ]
}

Template Details:

{
  "id": "tpl_abc123def456",
  "name": "Managed Services Agreement (MSA)",
  "date_created": "2025-06-15T10:00:00.000000Z",
  "date_modified": "2026-01-20T14:30:00.000000Z",
  "version": "5",
  "tags": ["msp", "managed-services"],
  "roles": [
    {"name": "Client"},
    {"name": "MSP"}
  ],
  "tokens": [
    {"name": "Client.Company", "value": ""},
    {"name": "Client.Name", "value": ""},
    {"name": "Client.Address", "value": ""},
    {"name": "Contract.StartDate", "value": ""},
    {"name": "Contract.Term", "value": "12 months"},
    {"name": "MSP.Company", "value": "TechForce IT Solutions"}
  ]
}

Error Handling

Common Errors

| Error | Cause | Resolution | |-------|-------|------------| | Template not found | Invalid template ID | Verify the ID with pandadoc-list-templates | | No results | Search term too specific | Try a shorter or broader search term | | Folder not found | Invalid folder UUID | Verify the folder exists in PandaDoc |

Best Practices

1. Standardize naming - Use consistent naming for templates (e.g., "MSA - Managed Services Agreement")
2. Use tags - Tag every templa