Templates

---
name: "PandaDoc Templates"
description: >
  PandaDoc template library and structure: layout, content blocks, tokens,
  interactive fields, signature fields, pricing tables, and recipient roles,
  plus the MSP template set (MSAs, SOWs, proposals, quotes, NDAs, change
  orders, QBRs), template versioning, tags, and the template field reference.
when_to_use: >-
  When browsing the template library, choosing a template for a document type, inspecting
  a template's fields and tokens, or using a template to create a new document. Use when:
  pandadoc template, pandadoc blueprint, pandadoc library, document template, template search,
  template list, msa template, sow template, proposal template, or quote template.
---

# 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.

## Anti-triggers

- **A real document created from a template** — templates have no recipients,
  status, or signatures; use `pandadoc-documents`.
- **Which template suits a given MSP deal type** — use `pandadoc-proposals`.

## 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:**

```json
{
  "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:**

```json
{
  "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 template for easy filtering and organization
3. **Use folders** - Organize templates into folders by category (Agreements, Proposals, Quotes)
4. **Define all tokens** - Include tokens for every variable field to avoid manual editing
5. **Set default values** - Pre-fill tokens with sensible defaults (e.g., your MSP company name)
6. **Include pricing tables** - Use structured pricing tables rather than static text for pricing
7. **Define roles** - Set up recipient roles (Client, MSP, Approver) in templates for consistent workflows
8. **Version templates** - Update templates when terms change rather than creating new ones
9. **Review regularly** - Audit template usage quarterly and archive unused templates

## Related Skills

- [PandaDoc API Patterns](../api-patterns/SKILL.md) - MCP tools reference and connection info
- [PandaDoc Documents](../documents/SKILL.md) - Creating documents from templates
- [PandaDoc Recipients](../recipients/SKILL.md) - Managing recipients in documents
- [PandaDoc Proposals](../proposals/SKILL.md) - MSP proposal workflows