The moment it happens

Get a Slack alert when a PandaDoc proposal goes out

Every proposal or quote that's sent shows up in Slack with who sent it and to whom.

Runs: The moment it happens
Apps: PandaDoc
AI: Not needed
Access: API key

Send this to your assistant

Create a ClickRuntime automation: when a PandaDoc document is sent, post the document name, the sender and the recipient to #proposals in Slack.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A proposal that leaves PandaDoc is a promise. The sales manager wants to know that the Acme quote went out on Tuesday, because the follow-up call should be booked for Thursday. The sales rep, however, forgets to log it, the CRM stage is not updated and the prospect sits in limbo with nobody tracking when the clock started on their decision.

As soon as PandaDoc says a document has been sent, you get a Slack post with the document name so the sent time is captured. It runs when the event arrives, with no polling, which means the message lines up with the moment the client's email was delivered.

Account executives who juggle many open proposals use it to remind themselves when to follow up, and managers use it to see how much is actually going out each week.

What you get out of it

Follow up while the proposal is fresh
Knowing exactly when a proposal went out lets a rep schedule a call at the right moment, a day or two later, instead of discovering a week on that the prospect never replied.
A real count of proposals out the door
Managers can see how many documents leave each week without asking reps to report. A drop in volume appears in the channel before it appears in the pipeline numbers. That makes forecasting activity far easier for leaders.
Time stamps for your own memory
When a client claims they never received a quote, the alert shows when PandaDoc sent it. That small piece of evidence ends a lot of avoidable back-and-forth. Having it recorded protects the rep and the company in a dispute over timing.
Catch drafts that never get sent
If a rep says the proposal is out but no message appears, someone notices. The gap shows up in the same channel the team already uses, rather than during a late pipeline review.
Faster handoff to finance
When a sent document includes pricing finance needs to see, the team knows to expect a signature soon. They can prepare invoicing or provisioning ahead of the signing. Starting that preparation early shortens the gap between signature and kickoff.

How it works

What happens, step by step

When a PandaDoc document changes status, PandaDoc tells ClickRuntime straight away.
ClickRuntime only continues when the document has just been sent to a client.
It posts to #proposals in Slack with the document name, who sent it and the recipients' email addresses.

Before it runs live

Connect PandaDoc
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Get a Slack alert when a PandaDoc proposal goes outjust nowSucceeded

Slack · #proposalsSent: Acme onboarding proposal From Sam Lee to jo@acme.com

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other PandaDoc steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

document_sent_alert.pyexample

from clickruntime import on_event, notify

@on_event
def handle(event):
    posted = 0
    for item in event.json or []:
        doc = item.get("data") or {}
        if item.get("event") != "document_state_changed" or doc.get("status") != "document.sent":
            continue
        sender = doc.get("sent_by") or doc.get("created_by") or {}
        to = ", ".join(r.get("email", "") for r in doc.get("recipients", []))
        notify.slack(f"Sent: {doc['name']}\nFrom {sender.get('first_name', '')} {sender.get('last_name', '')} to {to}",
                     channel="#proposals")
        posted += 1
    return {"posted": posted}

FAQ

Common questions

Does the alert fire when I send the same document again?

PandaDoc reports each state change it makes, so a resend or a new send can generate a fresh event. If you want only the first, your AI assistant can set it to post once per document.

Will I be told who the recipient was?

The event contains the document name and, depending on what PandaDoc includes in its notification, details about recipients. Ask for the client's name to be added and you can approve the updated message before it replaces the old one.

Does it need a PandaDoc webhook?

Yes. PandaDoc sends the notification to a webhook address when a document's status changes. Once the address is registered in PandaDoc, each send reaches ClickRuntime immediately, with no schedule involved. Setup takes a few minutes in PandaDoc's settings.

What permissions does it need?

API key. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens