--- name: "PandaDoc Proposals" description: > Use this skill when working with MSP proposal workflows in PandaDoc - creating managed service agreements (MSAs), statements of work (SOWs), hardware quotes, project proposals, and tracking the MSP sales pipeline. Covers content variables, pricing tables, proposal templates, and end-to-end proposal lifecycle for managed service providers. when_to_use: "When creating managed service agreements (MSAs), statements of work (SOWs), hardware quotes, project proposals, and tracking the MSP sales pipeline" triggers: - pandadoc proposal - msp proposal - managed services agreement - msa - statement of work - sow - hardware quote - project proposal - proposal pipeline - sales pipeline - proposal tracking - client proposal --- # 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 ```json { "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 ```json { "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:** - 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 monitor signing progress 7. **Download signed copy:** - After completion, call `pandadoc-download-document` to archive the signed MSA ### Send a Project Proposal 1. Find the proposal template with `pandadoc-list-templates` 2. Create the document with project-specific tokens (timeline, budget, scope) 3. Include a pricing table with project phases and deliverables 4. Set expiration date to create urgency (e.g., 14 days) 5. Send with a cover message explaining the proposed solution 6. Follow up if not viewed within 3 business days ### Track the Proposal Pipeline 1. **Get draft proposals:** - Call `pandadoc-list-documents` with `status=document.draft`, `count=100` 2. **Get sent proposals:** - Call `pandadoc-list-documents` with `status=document.sent`, `count=100` 3. **Get viewed proposals:** - Call `pandadoc-list-documents` with `status=document.viewed`, `count=100` 4. **Get completed proposals:** - Call `pandadoc-list-documents` with `status=document.completed`, `count=100` 5. **Compile pipeline summary:** - Count documents by status - Sum `grand_total` amounts by status for pipeline value - Calculate average age of documents in each stage - Flag stale proposals (sent > 7 days, viewed > 3 days without completion) ### Handle a Stale Proposal 1. Identify proposals in `document.sent` or `document.viewed` status for more than 7 days 2. Check recipient completion to see who has not acted 3. Options: - Follow up with the client - Void the current proposal and create a revised version - Extend the expiration date - Accept the loss and move on ## Response Examples **MSA Proposal Created:** ```json { "id": "msFYActMfJHqNTKH9tcPFa", "name": "Acme Corp - Managed Services Agreement", "status": "document.draft", "date_created": "2026-02-24T10:30:00.000000Z", "recipients": [ { "email": "john@acme.com", "first_name": "John", "last_name": "Smith", "role": "Client", "signing_order": 1, "has_completed": false }, { "email": "sarah@techforce.com", "first_name": "Sarah", "last_name": "Johnson", "role": "MSP", "signing_order": 2, "has_completed": false } ], "grand_total": { "amount": "14250.00", "currency": "USD" } } ``` **Pipeline Summary:** ``` Proposal Pipeline Summary ================================================================ Generated: 2026-02-24 Draft: 8 proposals $127,500 total value Sent: 12 proposals $234,000 total value Viewed: 5 proposals $89,000 total value Completed: 23 proposals $412,000 total value (this quarter) Declined: 3 proposals $45,000 total value Expired: 2 proposals $18,000 total value Win Rate: 76.7% (23 won / 30 resolved) Avg. Time to Sign: 4.2 days ================================================================ ``` ## Error Handling ### Common Errors | Error | Cause | Resolution | |-------|-------|------------| | Template not found | MSA/SOW template does not exist | Create the template in PandaDoc first | | Token mismatch | Token names don't match template | Get template details and use exact token names | | Pricing table error | Table structure doesn't match template | Check template pricing table layout | | Recipient role error | Role not defined in template | Verify template roles match recipient assignments | | Expiration error | Invalid expiration date | Set expiration to a future date | ## Best Practices 1. **Standardize templates** - Create one template per proposal type and iterate on it 2. **Include pricing tables** - Always use structured pricing rather than static text 3. **Set expiration dates** - 14 days for proposals, 30 days for quotes, 60 days for MSAs 4. **Use signing order** - Client signs first, MSP countersigns after 5. **Personalize cover messages** - Reference the client's specific pain points or goals 6. **Tag proposals** - Tag with client name and document type for pipeline tracking 7. **Track pipeline weekly** - Review proposal pipeline at least weekly 8. **Follow up on viewed** - When a proposal is viewed, follow up within 24-48 hours 9. **Archive signed documents** - Download completed proposals to your PSA/file system 10. **Analyze win rates** - Track completed vs. declined/expired to improve proposal quality 11. **Use optional line items** - Mark non-essential services as optional to give clients flexibility 12. **Include SLA details** - Always reference SLA terms (response times, uptime) in service proposals 13. **Version proposals** - When revising, create a new document rather than voiding and recreating ## Related Skills - [PandaDoc API Patterns](../api-patterns/SKILL.md) - MCP tools reference and connection info - [PandaDoc Documents](../documents/SKILL.md) - Document creation and lifecycle - [PandaDoc Templates](../templates/SKILL.md) - Template library for proposals - [PandaDoc Recipients](../recipients/SKILL.md) - Recipient management for multi-party signing