Automated Quotation and Signed Document Reconciliation for an Equipment Supplier

We built two Make workflows around the quote lifecycle. The first receives a quote-creation request from Monday.com, checks required related data, creates a PandaDoc draft, and updates its pricing sections from SKU-matched subitems.

The second handles completed PandaDoc documents, returns the signed PDF and purchase-order details to the source sales item, and reconciles signed quantities against the recorded subitems. Monday.com remains the operational workspace; PandaDoc owns the document and signature lifecycle.

Workflow 1 — Validate the sales itemA webhook receives the item context for a quote-creation request. The workflow marks processing progress, retrieves the Monday.com item and its subitems, and checks the required contact, company, and site relationships.

If required information is absent, a fallback route sets an error status and adds an update asking the team to complete those relationships. Eligible items proceed to document creation rather than silently creating an incomplete quote.

Build the itemized draftPandaDoc creates an unsent document from the configured template. The workflow waits briefly, retrieves its pricing sections, and matches document SKUs against the Monday.com subitems to obtain quantities and prices.

Separate JSON aggregates prepare the tower, delivery, installation, and options sections. The configured mappings retain optional selection and editable-quantity behavior, with template-price fallbacks where applicable. PandaDoc API updates write the pricing sections back into the draft.

Return the draft to operationsThe workflow downloads the draft PDF and attaches it to the sales item. It also records the document identifier, document link, and draft status so the operational record remains connected to the document.

Workflow 2 — Receive the signed documentA PandaDoc event is filtered to the configured template, recipient-completion event, and completed document status. The workflow retrieves and downloads the signed document. Stored document metadata identifies the Monday.com item to update with the signed PDF, purchase-order field, and customer comments.

Reconcile signed quantitiesThe workflow expands the signed pricing sections, treats unselected optional items as zero quantity, and matches signed lines to Monday.com subitems by SKU. Changed quantities with a matching signed line are updated. A separate comparison branch identifies amendments and marks the quote for review.

1. Keep operational identity with the documentMonday.com item metadata travels with the PandaDoc document, allowing the completion workflow to locate the originating sales item without relying on document names.
2. Validate relationships before document creationAn explicit required-data gate and visible fallback update give the sales team a correction path when contact, company, or site information is missing.
3. Match lines by SKU rather than display orderPricing-section entries are matched with subitems using product identifiers, so separate quote sections can use the relevant quantities and prices.
4. Separate document readiness from pricing updatesA configured wait and subsequent document retrieval precede pricing-section writes. The workflow does not assume the initial create response contains the final editable structure.
5. Interpret optional selections explicitlyThe signed-document reconciliation maps unselected options to zero before comparing quantities with the original sales-item snapshot.
6. Surface amendments rather than hide themQuantity updates and an amendment flag preserve the distinction between a returned signature and a quote whose commercial quantities changed.

The delivered workflows connect a sales item to a populated PandaDoc draft, keep the draft PDF and document reference in Monday.com, and return the completed document and its supporting fields to that same record.

Signed line quantities are compared with the operational subitems, and detected differences can be reflected in the record and surfaced for review. The result is a connected quote lifecycle with less reliance on re-entering information between systems.

• Connected quote preparation

  Itemized pricing is populated from the originating sales record, reducing the need to transfer quantities and prices manually.

• Document continuity

  Draft and signed quotation documents remain associated with the original Monday.com sales item.

• Amendment visibility

  Signed quantities are compared with the original quoted subitems, and detected differences are recorded and flagged for commercial review.

Make

Orchestrates quote creation and completion workflows, validates source records, prepares structured pricing data, and coordinates document handling.

Monday.com

Maintains the originating sales items, related customer and site records, quoted subitems, document references, and amendment review statuses.

PandaDoc

Generates itemized quotation documents, supports pricing-section updates through its API, manages signatures, and provides completed documents.