pandadoc-api

name	pandadoc-api
description	Access PandaDoc API for contracts, proposals, and agreements. Covers API key auth, document queries, status tracking, PDF extraction, and Supabase ingest with ont_facts. Use when: checking contract status, pulling agreement dates, extracting PDF content. Skip when: contract data already in PIL ont_facts.

PandaDoc API

[!IMPORTANT] GFV-Adapted Skill — This skill runs within the GetFresh Ventures infrastructure.

GFV Infrastructure Integration

Credentials:

# API Key (v2)
security find-generic-password -s "PANDADOC_API_KEY" -w

Data Sources — Check PIL FIRST:

• Supabase entity_embeddings where source = 'pandadoc'
• ont_facts with predicate signed_contract or contract_date

---

Overview

Queries PandaDoc for contract lifecycle management — from draft to signed. Extracts key dates (sent, viewed, signed) and syncs to PIL ontology as facts. Used for tracking GFV engagement agreements, SOWs, and proposals.

Authentication

PANDADOC_KEY=$(security find-generic-password -s "PANDADOC_API_KEY" -w)

curl -s "https://api.pandadoc.com/public/v1/documents" \
  -H "Authorization: API-Key $PANDADOC_KEY" \
  -H "Content-Type: application/json"

Core Endpoints

List Documents

# List all documents (paginated)
GET /public/v1/documents
  ?status=2  # 0=draft, 1=sent, 2=completed, 11=viewed, 12=waiting_approval
  &count=50
  &page=1
  &order_by=date_modified

# Search by name
GET /public/v1/documents?q=Golden%20Rule

Get Document Details

# Full document with metadata
GET /public/v1/documents/{documentId}/details

# Key fields:
# - name, status, date_created, date_modified, date_completed
# - recipients[].email, recipients[].signing_order
# - tokens[].name, tokens[].value (custom fields)
# - grand_total (contract value)

Download PDF

# Download signed PDF
GET /public/v1/documents/{documentId}/download
  → Saves as PDF file

Document Status Values

Status Code	Status Name	Description
0	document.draft	Not yet sent
1	document.sent	Sent to recipients
2	document.completed	All parties signed
5	document.uploaded	Uploaded (not PandaDoc-native)
11	document.viewed	Opened by recipient
12	document.waiting_approval	Internal approval pending
13	document.rejected	Rejected by recipient
14	document.approval_approved	Internally approved

Supabase Ingest

PandaDoc data is ingested into PIL via pil_pandadoc_sync.py:

PandaDoc API → pil_pandadoc_sync.py → entity_embeddings (source='pandadoc')
                                     → ont_facts:
                                       - subject: deal entity
                                       - predicate: 'signed_contract'
                                       - object: contract name
                                       - metadata: {date_signed, amount, pdf_url}

Common Workflows

Check Contract Status for a Deal

# 1. Search PandaDoc for the deal name
# 2. Get document details
# 3. Extract: status, date_completed, grand_total
# 4. Cross-reference with HubSpot deal stage

Extract Key Dates for Reporting

# For each completed document:
# - date_created (proposal drafted)
# - date_sent (sent to client)  
# - date_completed (fully signed)
# - Calculate: days_to_close = date_completed - date_sent

Rate Limits

Tier	Limit
Standard	250 requests / minute

Anti-Patterns

• ❌ Creating/sending contracts without the Executive's approval
• ❌ Assuming a deal is signed without checking PandaDoc status
• ❌ Not syncing contract dates to HubSpot deal

Related Skills

• hubspot-api: Deals linked to PandaDoc contracts
• quickbooks-api: Invoice amounts should match contract values
• supabase-access: Where PandaDoc facts land in PIL
• gfv-expense-management: Contract values for revenue tracking

References

• API Docs: https://developers.pandadoc.com/reference
• GFV Standard: Three-System Sync (PandaDoc → HubSpot → Linear)

<verification_gate>

Delivery Gate

STOP AND VERIFY BEFORE DECLARING THIS TASK COMPLETE.

1. Did you verify that the execution meets all documented requirements safely?
2. Ensure you have not bypassed any "requires_human_approval" constraints. </verification_gate>

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