Panda Doc: Creating an SOW

Process: 

1. Create a deal in HubSpot  
2. Scroll to the bottom of the deal and select “Create Document”  
3. Select the “SOW” folder and select the appropriate “MASTER SOW TEMPLATE”  
4. Fill out all tokens when prompted  
5. Delete deliverables that are not needed. Delete “(DELETE IF NOT NEEDED)” if a section is kept 
6. Fill out all highlighted fields 
7. Confirm numbers of deliverables are correct 
8. Modify Pricing and Payments section (“Add from catalog” or delete rows)  
9. Fill out dates and amounts in Payment table 
10. Delete client billing form if the SOW is not for a new client  
11. If a MSA or ToS has been already signed, delete those signature blocks associated to it 
12. Once completed, make comments in the “Activity” section on unique elements of the SOW for the approver to review 
13. Send URL to Delivery Team Lead for approval 
14. Once approved, send to client by following these steps: 
    1. Double check all tokens are filled out and are correct  
    2. Double check all fields are filled out and are correct 
       1. UPDATE: “Unboxed Training & Technology” will not be assigned to any fields as legally we need a human to sign our SOWs. Our internal signers are Dave, Brian, Kirsten, or Leslie. Even if they don’t have any context on the SOW, they can login to the software are read the “Activity” section and see the context and who approved the deal. 
    c. Make sure all of the “Recipients” are correct – you can also include people that do not need to sign but should be informed (best practice: add your own email since all notifications are going to the agreements inbox). Add contacts in the “Recipients” tab of the “Recipients” section.
    1. 1. If applicable, turning on the “Document forwarding” and “Signature forwarding” functionalities in the “Recipients” tab. 

 d. Next, turn on “Signing Order” under the “Signing Order” tab and arrange the client to get the document first, and our internal signer (Brian, Dave, Kirsten, or Leslie) to get it second. 

e.  Lastly, hit the green “Send” button, confirm the name of the document, and write your email to the client.

 i.      If this is the first time you’re sending a PandaDoc to a client, you’ll want to send a heads up email through Outlook letting them know the SOW will be arriving through PandaDoc. Something like: 

“Hi NAME,  

I just sent over the SOW we discussed in our signing software called, PandaDoc. You should have already received an email from “Unboxed Training & Technology” prompting you to open the document for signature. If you haven’t received anything, please check your spam folder as it is being sent from docs@pdoc.co. Please let me know if you have any difficulty with reviewing or signing the SOW.” 

1. You can review if your prospect/client has viewed the document in the “Analytics” section of the document (FYI – this only appears once it has been sent for signature).