Workflow Automation & PandaDoc Integration for a Swiss Rental Startup

Company Overview

A Switzerland-based startup, managing a growing network of locations, sales representatives, and contractual agreements with venue partners.

The Challenge

The company needed automated reminders for contract expiry dates so sales reps could proactively renew venue agreements before they lapsed. PandaDoc was integrated for contract generation but had configuration issues preventing manual date selection in documents. The small but growing team needed HubSpot workflows to scale their operations without adding headcount. Field configurations and custom date properties needed to be set up correctly to support their contract lifecycle management.

Scope of Work

• Designed and built contract expiry reminder workflows that notify deal owners three weeks before expiry
• Troubleshot workflow enrollment issues (identified deals not triggering correctly)
• Fixed PandaDoc integration issues — configured date fields to allow manual entry rather than auto-population
• Set up custom date properties for contract management
• Provided ongoing HubSpot automation support and troubleshooting
• Managed communication in both English and German with the operations team

Tech Stack & Integrations

Key Deliverables

• Contract expiry reminder workflow (3-week advance notification to deal owner)
• PandaDoc date field configuration fix
• Custom date properties for contract lifecycle tracking
• Workflow troubleshooting and monitoring procedures