Popular automations
What you can automate with Plutio + PandaDoc
PandaDoc finishes its job when the last signature lands. What comes after (setting up the project, creating the client record, billing the deposit) still happens in a different tool by hand. Connecting PandaDoc to Plutio through Zapier runs those actions automatically from the "Document Completed" trigger. Below are the automations agencies and consultants build most often.
Create contacts from signed proposals
When a client signs a PandaDoc proposal, the integration creates a new person in Plutio with the signer's name, email, and company pulled from the document. The client record exists in Plutio the moment the deal closes, with no manual data entry between the signature and the CRM.
Start projects when proposals are won
A signed proposal is the green light to start work. When the document completes, Zapier can create a new project in Plutio named after the document. Your team sees a new project ready for setup without anyone opening a PM tool to create it from scratch.
Generate deposit invoices when deals close
For agencies that collect a deposit when a proposal is accepted, the "Document Completed" trigger can fire a Plutio "Create Invoice" action with a preset deposit amount. The invoice lands in Plutio as a draft addressed to the client, ready to send without a separate billing step.
Kick off onboarding tasks from every signed proposal
When a proposal closes, a consistent set of onboarding tasks should follow: send a welcome email, create the client portal, schedule the kickoff call. With Plutio connected, each signed document creates those tasks assigned to you or a team member, with due dates set relative to the signing date.
Notify your team when a deal closes
A signed proposal is news your whole team needs. The "Document Completed" trigger can create a task or notification in Plutio so the right person picks up the new client without anyone monitoring the PandaDoc dashboard throughout the day.
Track close rates by document name
Because each signed document creates a tagged contact in Plutio, you can see which proposal types close most often by filtering your Plutio contacts by source. Over time, your contacts list becomes a record of which proposals converted and which service types generate the most new clients.
How do I create a Plutio project when a PandaDoc proposal is signed?
Set up a Zap with PandaDoc's "Document Completed" trigger and Plutio's "Create Task Board" action. When all recipients sign the document, a new project appears in Plutio named after the document.
The "Document Completed" trigger fires when the last signature lands. Zapier receives the document name, the signer's name, email, and company, and the completion timestamp. You map the document name to the Plutio project title, the signer's email to the client field, and the completion date to the project start date.
If your PandaDoc documents follow a consistent naming pattern (for example, "Web Design Proposal - Company Name"), the Plutio project names will match without any editing. Zapier's text formatter can clean up or shorten document names if your naming conventions are less structured.
You can combine the "Create Person" and "Create Task Board" actions in a multi-step Zap. Step 1 creates the contact, step 2 creates the project. Both fire from the same "Document Completed" trigger. Multi-step Zaps require Zapier's Starter plan ($29.99/month), though the PandaDoc trigger itself works on Zapier's free plan.
What PandaDoc data flows into Plutio
- Signer name and email mapped to Plutio contact properties
- Signer company mapped to the contact's company field in Plutio
- Document name used as the Plutio project or task title
- Completion date mapped to the project start date
- Document status logged in project notes so you can confirm the trigger was "completed" vs. another status
How do I create an invoice when a PandaDoc document is signed?
Use PandaDoc's "Document Completed" trigger with Plutio's "Create Invoice" action. When a proposal closes, Plutio creates a draft invoice addressed to the client with the amount you set in Zapier.
PandaDoc's Zapier trigger sends the signer's name and email but doesn't include the proposal's line-item pricing in the trigger data. You set the deposit amount directly in Zapier as a fixed value. If your deposit is always 50% of a standard package price, you hard-code that amount in the Zap. The invoice lands in Plutio as a draft, ready to review and send.
For teams that need the full proposal value in the invoice, an alternative is to use PandaDoc's built-in payment collection (available on Business plan) for the deposit, then sync only the project and contact creation to Plutio via Zapier.
You can chain "Create Person," "Create Task Board," and "Create Invoice" actions in a single multi-step Zap. One signed proposal creates the client record, the project, and the deposit invoice. Multi-step Zaps require Zapier's Starter plan in addition to the PandaDoc Business plan already required for Zapier access.
Invoice setup tips
- Set the invoice due date to 7 days from the signing date to give clients a standard payment window
- Include the PandaDoc document name in the invoice subject so the invoice and the proposal reference the same project
- Use a fixed deposit amount in the Zap for standard service packages; leave as a draft for custom-priced work
- Add the signer's company to the invoice's client field so billing matches the right account
How do I connect Plutio to PandaDoc?
The connection runs through Zapier. You need a PandaDoc Business account for Zapier access. The Zapier trigger itself works on Zapier's free plan. Setup takes about 5 minutes.
Before you start, make sure you have a PandaDoc Business account ($49/user/month; Zapier access is locked to Business and Enterprise plans), a Zapier account (free plan works for single-step Zaps), and a Plutio account (the free trial gives you full access). You also need at least one completed PandaDoc document to use as a test trigger during setup.
Step by step
- Step 1: Log into Zapier and click "Create a Zap"
- Step 2: Search for PandaDoc and select the "Document Completed" trigger. Connect your PandaDoc account when Zapier asks for authorization.
- Step 3: Pull a test completion from a recently signed document so Zapier can see the available fields (signer name, email, document name, etc.).
- Step 4: Add Plutio as the action app. Choose "Create Person" for a contact, "Create Task Board" for a project, or "Create Invoice" for an invoice.
- Step 5: Connect your Plutio account, map the PandaDoc fields (signer name, email, document name) to the matching Plutio fields, test the Zap, and turn it on.
Start with a single action (create a contact) and confirm it works before adding more steps. Once contacts are flowing correctly, add the project creation and invoice steps.
How much does Plutio + PandaDoc + Zapier cost?
The minimum setup costs around $68 per month. PandaDoc Business requires $49/user/month for Zapier access. Zapier's free plan covers single-step Zaps. Plutio Core starts at $19/month.
PandaDoc pricing
PandaDoc's free eSign plan and Starter plan ($19/user/month) do not include Zapier access. The Business plan at $49 per user per month (billed annually) is the minimum tier that unlocks the Zapier integration, API access, and advanced workflow features. The Business plan also includes unlimited document creation, CRM integrations, and a full content library. Enterprise pricing is custom and includes additional compliance and security features.
Zapier pricing
PandaDoc is not a premium app on Zapier, so the free Zapier plan works for single-step Zaps (one trigger, one action). If you need multi-step Zaps (creating a contact, project, and invoice from one signed document), Zapier's Starter plan costs $29.99 per month and includes 750 tasks per month. The free plan supports up to 100 tasks per month for single-step workflows.
Plutio pricing
Plutio's Core plan starts at $19 per month and includes CRM, projects, tasks, invoicing, contracts, and proposals. The Pro plan at $49 per month adds time tracking, client portals, and custom automations. Both plans support the Zapier integration. Plutio also offers a 14-day free trial with full access to every feature.
Bottom line: PandaDoc Business ($49/month) + Zapier Free + Plutio Core ($19/month) = $68 per month for the basic single-step setup. With multi-step Zaps, add Zapier Starter ($29.99/month) for a total of about $98 per month. An agency closing 2-3 projects per month at $2,000+ each recovers the cost with the first new client.
What if my PandaDoc sync breaks?
Check Zapier's task history first. Every Zap run shows a status (success, error, or filtered). If a signed document didn't create a record in Plutio, the error message tells you which step failed and why.
Most failures come from an expired PandaDoc connection, a PandaDoc plan downgrade, or hitting Zapier's task limit. Here's how to fix the most common issues.
Common issues and fixes
- PandaDoc plan downgraded: If your PandaDoc account drops below Business tier, the Zapier integration becomes inaccessible. Upgrade back to Business or switch the trigger to a different tool that offers Zapier access on a lower plan.
- PandaDoc authorization expired: Your PandaDoc account connection can expire or get disconnected in Zapier. Open the Zap, click the PandaDoc step, and reconnect your account to restore the connection.
- Zapier task limit reached: On Zapier's free plan, you get 100 tasks per month. If you hit the limit, Zaps pause until the next billing cycle. Upgrade to Zapier Starter or reduce the number of active Zaps.
- Wrong trigger status: If you're triggering on "Document Status Changed" instead of "Document Completed," the Zap may fire multiple times per document (on sent, viewed, and completed). Switch to the "Document Completed" trigger for a single, clean fire per signed document.
Disconnecting the Zap doesn't delete anything in Plutio. Contacts, projects, and invoices already created remain in your account. You can reconnect anytime by turning the Zap back on.
