Manually Change Document Status

When you complete documents or make payments offline, it is handy to be able to make your PandaDoc records reflect this change. Being able to change the document status is important for keeping all of your signed contracts in one place.

You can manually change your document to Completed, Expired, Declined, or Paid statuses.

Manual Status change matrix:

Completed

To keep your documents legally binding, all of our signed and recipient-completed documents will provide a Signature Certificate when the document is Finalized. If you manually change a document to the “Completed” status, there is no Signature Certificate generated.

Example Use Case: You send a PandaDoc document and your recipient prints it, signs it, scans it and sends it back to you as an email attachment. The deal is closed but the document is stuck in your PandaDoc dashboard as “Sent” or “Viewed.” Manually change the status in order to move the document from “Viewed” to “Completed.”

Expired

If you have a document that is no longer valid and doesn’t need a Signature Certificate, you can manually Expire the document.

Example Use Case: You send a PandaDoc document and the recipients don’t sign it. You no longer want the recipients to have access to the document (terms of the deal have expired, etc.) so you want to Expire the document right away.

Paid

If you have a document with a payment app, and the client completes the document (filled in, signed and finalized), but did not complete the payment, the document status will be “Waiting for Payment”. In the event the client pays with an alternative payment method, you can manually change the document to “Paid.”

Note: A Draft, Declined, and Expired documents can only be changed to Paid if they contain a payment block.

Example Use Case: Recipient completes a document with a payment field but pays in cash or mail-in check, you can use the manual status change to move the document status from “Waiting for Payment” to “Paid.”

How to Manually Change the Status

Note: You can't change the status from the Dashboard or inside a document. You can only change the status from the listview.

If you don’t find the feature, please ask your Account Owner to enable it in the Add-on store (found in the bottom left of your PandaDoc account).

Go to Documents on the left and find your document. Use the context menu on the right and click  “Change Status.”

Status change options

When you click “Change Status” you'll see the options:

Status From/To: change a document status per the “status matrix” above.

Private Notes: Provide “private notes” regarding the manual status change.

Attach a file: Attach a file that will be accessible by the Author and the recipients when the manual change is completed. Useful when the document was signed or paid offline and a receipt/signed copy was sent to you via email.

Note You can add files that are up to 25 MB in size.

Notifications: Send a notification email about the status change to all recipients.

Example of a notification email

If you have set up the manual changes to notify your recipients in, here's the example of this email below.