How to Integrate PandaDoc with Kula

Last updated: March 11, 2026

Kula ATS integrates with PandaDoc to streamline your offer letter and document signing workflows. Once connected, your team can send offer emails with PandaDoc documents directly from Kula, track signing status in real time, and manage the entire offer lifecycle — without switching tools. 

Prerequisites

  • An active PandaDoc account with at least one document template created

  • Admin access in Kula ATS

  • Document sending permissions enabled in PandaDoc

Step 1: Integration Setup

  1. Go to Settings > Integrations > E-Signature section.

  2. Find PandaDoc in the list and click Enable Integration.

  3. Enter your PandaDoc API Key in the field provided.

    Note: To integrate PandaDoc with Kula, you need a paid PandaDoc account. Get your API key from the Dev Center under Production configuration → API keys.

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  4. Once connected, the PandaDoc card will show a Connected status and the integration toggle will be enabled.

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  5. Click the edit icon on the PandaDoc card to configure signing settings.

    1. You can now configure the below details:

      1. Employer Signature Requirement — "Does anyone from the employer need to sign?"

        1. Select Yes if an internal representative must sign the document.

        2. Select No if only the candidate needs to sign.

        3. If "Yes" is selected, additional signer configuration will be required.

      2. Choose Employer Signer — If "Yes" is selected: "Choose who signs on behalf of the employer"

        1. Select the internal signer from the dropdown (e.g., Super Admin or authorized signatory).

        2. The selected user will receive the PandaDoc envelope for signing.

      3. Set Order of Signing — Under Order of signing, choose:

        1. Employer first – Internal signer signs before the candidate.

        2. Candidate first – Candidate signs before the employer.

      4. Customize the Email Message:

        1. Edit the subject line and email body using tokens (e.g., {{candidate.first_name}}, {{org.name}}) to personalize the message.

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Click Save to save the settings configured.

Step 2: Using PandaDoc in Kula

After integration, you can send offer letters and supporting documents for e-signature directly from the candidate's offer stage.

  1. Open Profile: Navigate to Jobs > Candidates and select the candidate.

  2. Create the Offer: Once the candidate has progressed to the Offer stage, go to the Current Stage section and click Create Offer.

  3. Enter Offer Details: Enter the offer details such as Requisitions (mandatory), Start date, and Offer date — these fields are configured under Settings → Offer Fields.

  4. Click Next: Offer Template.

  5. Select Offer Template: Choose the appropriate template from the dropdown list. Templates are managed under Settings → Offer Templates.

  6. Click Next: Approvals.

  7. Send for Approval: In the Approvals section, add a note for the approvers (optional) and review the configured approval flow (set under Settings → Offer Approvals).

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  8. Click Send offer for approval.

  9. Once the approver completes the review, the status will change to Approved.

  10. You will now see the options View Offer and Send Offer in the Documents section.

  11. Review and Send via PandaDoc: Click View Offer to preview the offer details and attached documents, then click the dropdown next to Send Offer.

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  12. Select Send with PandaDoc.

The offer letter will be sent to the candidate via PandaDoc, and a confirmation message "Offer sent" will appear.

Step 3: Offer Status Tracking

Kula automatically syncs with PandaDoc to reflect real-time signing progress. The statuses you see will depend on the signing configuration selected during setup.

  1. Pending approval — The offer has been submitted and is awaiting internal approval.

  2. Approved — The offer has been approved internally and is ready to be sent.

  3. Sending offer with PandaDoc — The offer has been dispatched and PandaDoc Sign is processing the signing envelope.

  4. Pending on company signer — Appears when Employer first is selected as the signing order. The designated company signer must sign before the offer is sent to the candidate.

  5. Pending on candidate — The offer is with the candidate awaiting their signature. This status appears:

    • After the company signer has signed (if Employer first was selected), or

    • Directly after sending (if no employer signature is required, or Candidate first was selected).

  6. Accepted by candidate — The candidate has completed signing. The fully executed document is stored in the Files tab on the candidate's profile.

You can also view the signature sequence, see who has signed, and send reminders to pending signers directly from Kula.

Need Help?

If you have questions or need assistance with setup, feel free to reach out to us at support@kula.ai or use the in-app chat