How a Custom HubSpot PandaDoc Integration Streamlined Sales

When automation meets complexity, the right tools make all the difference. While PandaDocs already has a great integration with HubSpot we took it one step further!

At Engaging.io, we recently collaborated with a prominent property development group, to design a custom document automation solution that dramatically reduced sales friction and streamlined complex paperwork.

The Challenge: Multiple Documents, Manual Headaches

Property sales consultants at CPG faced a recurring pain point—managing and merging multiple document templates and externally uploaded PDFs into a single, signable document. The existing out-of-the-box integration between HubSpot and PandaDoc just wasn’t cutting it. It required manual input, slowed down the sales process, and introduced too many opportunities for human error.

The Solution: A Custom PandaDoc Integration, Triggered by HubSpot

The Engaging.io team engineered a bespoke middleware-powered workflow that begins the moment a specific HubSpot property is toggled.

Here's how it works:

1. Trigger in HubSpot: A sales consultant updates a custom property in the deal record to signal that a document package is ready to be assembled.
2. Upload & Merge: The consultant is prompted to upload any required PDFs. These are automatically merged with pre-filled PandaDoc templates.
3. Middleware Magic: A webhook sends all documents to middleware, which packages them into a single PandaDoc file—complete with incremental sections and embedded signature fields.
4. Controlled Editing: To ensure data consistency with HubSpot, editing is disabled after document generation.
5. Streamlined Signing: Documents can be signed in-person or sent out electronically. Once completed, the signed version (plus all individual document components) is synced back to HubSpot.

Scalability and Simplicity: JSON-Powered Configuration

Behind the scenes, the integration is powered by a flexible JSON configuration, which allows for quick onboarding of new business units—no developer needed. This approach not only future-proofs the integration but also reduces long-term support costs.

The Results: Faster Turnaround, Lower Risk, Happier Clients

This custom workflow has completely transformed how the client handles its complex sales documentation. Consultants no longer juggle manual tasks, and the process is now more efficient, consistent, and secure.
And it’s not just a win for them - this solution is relevant to any property business dealing with multi-document workflows, legal compliance, and a need for speed.

Looking Ahead: Scalable Solutions for the Property Sector

With an initial capacity to handle over 4,000 documents annually, this integration is ready to scale. We’re already exploring similar setups for other clients like Hasztag—and we’re ready to help your team next.

Curious what a solution like this could do for your team?
Let’s talk.

Whether you’re wrestling with clunky sales documentation, complex approvals, or fragmented workflows, we can help streamline it all. Book a chat with our team to see how we can build the right automation for your business.