How to Migrate Data from PandaDoc When Switching Proposal Software

You've hit the wall with PandaDoc. Maybe it's the pricing that's eating into your margins, or the clunky interface that's slowing down your proposal process. Whatever the reason, you're ready to switch. But there's one thing holding you back: your data.

Years of client information, proposal templates, signed contracts, and payment history sit locked inside PandaDoc. The thought of losing all that work—or manually recreating everything—makes you want to stick with what you have, even if it's not working.

Here's the truth about how to migrate data from PandaDoc when switching proposal software: it's not as scary as it seems, but you need the right approach.

Understanding What Data You Actually Need to Migrate from PandaDoc

Before you start the migration process, get clear on what data actually matters for your business. Not everything in PandaDoc needs to come with you.

Essential data to migrate:

• Active client contact information
• Signed contracts and agreements (PDFs)
• Your best-performing proposal templates
• Pricing structures and service packages
• Payment terms and deposit requirements

Data you can probably leave behind:

• Old rejected proposals
• Outdated templates you never use
• Incomplete drafts from months ago
• Internal notes that aren't client-facing

This filtering saves you time and keeps your new system clean from day one.

Step-by-Step Process: How to Migrate Data from PandaDoc When Switching Proposal Software

Export Your PandaDoc Data

PandaDoc doesn't make this obvious, but you can export most of your important data:

1. Download signed documents: Go to your completed proposals and download PDFs of all signed contracts
2. Export contact data: Use PandaDoc's contact export feature (found in Settings > Data Export)
3. Save templates: Copy your best templates into Word docs or PDFs as backups
4. Screenshot pricing tables: If you have complex pricing structures, take screenshots for reference

Pro tip: PandaDoc's export options are limited compared to other platforms. You might need to do some manual work here, which is exactly why many people get frustrated with their migration process.

Choose Your New Software Strategically

Not all proposal software handles data imports the same way. Some make migration seamless, others make you start from scratch.

Look for software that offers:

• CSV import for contacts
• Template import capabilities
• Integration with your existing tools (CRM, payment processors)
• Migration assistance from their team

This is where Get Close™ stands out. Instead of forcing you through a painful migration process, it's built to work with how you actually sell—focusing on engagement tracking and closing signals rather than just document management.

Import and Organize in Your New System

Once you've chosen your new software, the import process typically follows this pattern:

1. Import contacts first: Upload your CSV file of client information
2. Recreate your best templates: Don't try to migrate every template—just your top 3-5 performers
3. Set up your pricing structures: Input your standard packages and rates
4. Configure integrations: Connect payment processors, calendars, and other tools
5. Test everything: Send yourself a test proposal to make sure the workflow works

Important: Don't try to migrate everything at once. Start with your most essential data and add more as you go.

Why Most Data Migrations Fail (And How to Avoid These Mistakes)

Here's what kills most migration projects:

Trying to migrate everything: You don't need seven versions of that proposal template from 2019. Be ruthless about what you actually use.

Not testing the new workflow: Migrating data is only half the battle. You need to make sure your new system actually works better than what you had.

Ignoring your team: If you have team members using the system, involve them in the migration planning. They'll catch issues you miss.

Focusing only on data, not process: This is your chance to improve how you handle proposals. Don't just recreate your old system in new software.

The smartest approach? Use migration as an opportunity to upgrade your entire sales process. Modern proposal software like Get Close includes features like Hot Moment Alerts and Closing Signals that show you exactly when prospects are engaging with your proposals—something you can't get just by moving old data around.

Making Migration Painless with the Right Tool Choice

Here's what most people miss when switching from PandaDoc: the goal isn't just to move your data—it's to close more deals faster.

Traditional migration focuses on documents and templates. But what if you chose software that made the whole process irrelevant?

Get Close approaches proposals differently. Instead of forcing you to recreate complex document templates, it uses AI proposal generation to create compelling proposals from simple inputs. Instead of hoping clients read your proposals, it gives you engagement tracking and presentation decks that turn proposals into conversations.

The deposit collection feature means you can start getting paid faster, and the automated follow-up reduces the manual work that probably drove you away from PandaDoc in the first place.

This means your migration becomes less about moving old data and more about setting up a system that works better from day one.

Your Next Steps

Migrating from PandaDoc doesn't have to be a months-long project. Here's your action plan:

1. This week: Export your essential data from PandaDoc (contacts, signed contracts, top templates)
2. Choose new software: Focus on tools that solve your real problems, not just data migration
3. Test first: Set up a trial and run a few real proposals before fully committing
4. Migrate gradually: Move your most important data first, add the rest over time
5. Train your team: Make sure everyone knows the new workflow before going live

The best migration is the one that gets you back to selling faster. Every day you spend wrestling with data exports and imports is a day you're not closing deals.

Get Close does this automatically. Try it free at getclose.so