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Fix HubSpot → PandaDoc Sync Issues (Not Working, Errors, Duplicates)

🔧 2 Common Issues

Diagnose and resolve common sync problems. We've documented the 2 most common issues, their root causes, and exactly how to fix them. See step-by-step fixes for duplicates, missing fields, rate limit errors, and connection issues.

critical High Frequency

PandaDoc quotes aren't auto-generating from HubSpot deals

Also searched as: "HubSpot PandaDoc pandadoc quotes aren't auto-generating from hubspot deals"

#1 Deal Stage Trigger Mismatch 60% likely

📋 How to Diagnose

  1. 1. Check HubSpot workflow trigger
  2. 2. Verify if the 'Deal Stage' condition matches your sales process
  3. 3. Look for recent changes to your deal pipeline stages

✓ Solution

Update the workflow trigger to match your current deal stage names

⏱️ Est. time: 10 min

#2 Property Mapping Error 30% likely

📋 How to Diagnose

  1. 1. Check if all required fields have valid values
  2. 2. Verify if HubSpot properties are correctly mapped to PandaDoc fields
  3. 3. Look for any null or empty values that might be breaking the sync

✓ Solution

Review and update property mappings. Add validation checks for required fields

⏱️ Est. time: 15 min

#3 API Connection Issue 10% likely

📋 How to Diagnose

  1. 1. Check integration status in HubSpot and PandaDoc
  2. 2. Verify API key or OAuth credentials
  3. 3. Test the connection with a simple test request

✓ Solution

Reconnect the integration and update API credentials if necessary

⏱️ Est. time: 5 min

View Setup Guide
high Moderate Frequency

PandaDoc quote status updates take hours to reflect in HubSpot

Also searched as: "HubSpot PandaDoc pandadoc quote status updates take hours to reflect in hubspot"

#1 Webhook Delivery Failure 70% likely

📋 How to Diagnose

  1. 1. Check webhook logs in PandaDoc
  2. 2. Look for failed delivery attempts
  3. 3. Verify if HubSpot endpoint is reachable

✓ Solution

Recreate the webhook subscription with a new secret key

⏱️ Est. time: 10 min

#2 Throttling Limits 20% likely

📋 How to Diagnose

  1. 1. Check if you've reached API limits
  2. 2. Look for rate limit errors in logs
  3. 3. Verify if your account has sufficient quota

✓ Solution

Upgrade your plan or optimize the sync frequency

⏱️ Est. time: 30 min

View Setup Guide

Step 1: Try the Official Integration

Direct connection

Start with the native integration if available. It's usually the most reliable, but may have limitations.

View Setup Guide

Free with your subscription

Step 2: Use Make for Custom Flows

No code automation

Create custom integration workflows with Make's visual designer. It works with almost any API.

Try Make Free →

1000 ops/mo free. No credit card.

Step 3: Self-Hosted with n8n

Full data control

Need complete data privacy? n8n is open-source and self-hostable. Build custom integrations with full control over your data.

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Open source. Self-host or cloud. Unlimited ops.

Step 4: Add Human Review

Approval automation

Relay adds human-in-the-loop approvals, Slack/Teams alerts, and conditional logic to your automation.

Try Relay Free →

1000 actions/mo free. No credit card.