PandaDoc vs HubSpot Commerce Hub: which is best?

In sales, the last mile is often the hardest. You have spent weeks prospecting, hours demoing and days nurturing the relationship. But now comes the pivotal moment that decides whether all that effort turns into revenue. Say hello to the proposal.

If your closing process is clunky, you lose momentum. If your documents look amateur, you lose credibility. You want to close deals faster. This brings us to the great debate for teams using the HubSpot CRM.

Historically, the choice was simple. You used free, basic HubSpot quotes that looked plain. Or, you paid for PandaDoc to send beautiful proposals.

But in 2025, everything changed with the release of HubSpot Commerce Hub. The native tool is no longer just for signatures. It is now a full-service billing, invoicing and HubSpot CPQ (Configure, Price, Quote) engine. It challenges the very need for third-party tools.

So, do you stick with HubSpot or do you need the specialised finesse of PandaDoc? Here is the in-depth, no-nonsense breakdown.

The shared goal of speed and simplicity

Before comparing them, it is important to note that both options beat the old way of emailing PDF attachments.

The goal of both tools is to remove friction from creating quotes. Reps can generate documents directly inside the CRM. This ensures pricing is accurate and delivers a professional document to the prospect instantly.

The question isn't "should we automate?" but "how deep does that automation need to go?"

HubSpot Commerce Hub is the revenue engine option

HubSpot’s solution is built for teams that want to automate the quote-to-cash process. It bridges the gap between the Sales team (who want the deal closed) and the Finance team (who want the money in the bank).

The core strengths

1. Payment schedules and milestones

This is the single biggest upgrade in Commerce Hub. In the old days, splitting a payment (e.g. "50% deposit now, 50% on launch") required manual workarounds or two separate invoices.

Now, you can build this logic directly into the quote. The client signs, pays the deposit instantly via the checkout link and the system automatically schedules the second payment.

2. Seamless invoicing integration

The moment a quote is signed, Commerce Hub can instantly generate a compliant invoice. This eliminates "double entry", where a finance admin must manually re-type deal details into Xero or QuickBooks. Native invoicing lets sales reps see exactly who has paid. They don't need to pester finance for updates, even if you integrate with accounting software.

3. Subscription management

If you sell SaaS, retainers or memberships, Commerce Hub is a powerhouse. It handles recurring billing natively. It manages prorated upgrades, handles renewals and, crucially, automates dunning (chasing failed payments). If a client's credit card fails, HubSpot emails them to update it, saving your team from awkward collections calls.

4. The speed to lead factor

Because it is native, there is zero sync time. A rep can click Create Quote, pull in line items from the product library and send a link in under 60 seconds.

The critical weaknesses

1. The Stripe or bust limitation

HubSpot Commerce Hub is built on top of Stripe (white-labelled as HubSpot Payments in some regions). In the US, HubSpot Payments does support ACH transfers, which is great for high-value B2B transactions.

However, outside of that, HubSpot largely locks you into their processing ecosystem. If your business uses PayPal, Square, Authorize.net or a local bank gateway, you are out of luck.

2. Australian GST frustrations

For Australian users, the tax engine can be a headache. HubSpot's logic is US-centric, often defaulting to "Tax Exclusive" displays which can confuse B2C customers expecting inclusive pricing. More worryingly, users report that GST calculations on multi-year deals often fail in subsequent years, forcing manual intervention.

3. Rigid design

Commerce Hub quotes are webpages first. While you can change colours and logos, you cannot easily redesign the layout. You cannot drag-and-drop a video halfway through the pricing table or create a magazine-style visual experience. It looks like an invoice, not a brochure.

The verdict

HubSpot Commerce Hub is a finance tool disguised as a sales tool. It wins on efficiency, billing automation and getting cash in the bank.

PandaDoc is the proposal and closing option

PandaDoc is a dedicated Document Automation platform. It doesn't care about your invoices or your recurring billing logic. It dedicates its entire existence to one thing. Making the buying experience amazing.

The core strengths

1. The microsite experience

PandaDoc documents are not just digital paper. They are interactive experiences. You can embed autoplay videos from your CEO, include interactive ROI calculators and display high-res image galleries.

When a client opens a PandaDoc, it looks like a high-end landing page. This wow factor is critical for agencies, consultants and luxury service providers where brand perception justifies high fees.

2. Bi-directional data sync

PandaDoc pulls live data directly from HubSpot. It syncs deal fields, contact details and most importantly, line items and product pricing. If you update a product price in your HubSpot library, it updates in the PandaDoc proposal. This ensures that sales reps aren't manually typing (and messing up) pricing data, keeping your quotes accurate.

3. Interactive pricing (the upsell machine)

This is a feature HubSpot simply cannot match. In PandaDoc, you can set line items as "Optional" or "Editable Quantity."

Imagine sending a quote for a website build. You can include a checkbox for SEO Maintenance Package (+$500/mo) or Content Writing (+$1,200). The client can tick these boxes themselves, see the total update in real-time and sign.

The psychology of choice means that when clients build their own packages, they feel in control. This autonomy leads to higher adoption rates and larger deal sizes.

4. Dedicated automation engine

PandaDoc isn't just a document editor. It has its own automation layer. You can set up complex workflows that trigger based on document actions. 

For example, completing a document can trigger a payment via PayPal or start a specific follow-up sequence. This flexibility allows you to build a closing process that fits your specific tech stack.

5. True legal redlining

For enterprise deals, the signature is just the final step of a long negotiation. Legal teams can suggest edits, track changes and comment on specific clauses in real-time. This is similar to Google Docs but with strict audit trails. HubSpot only allows basic comments, which forces lawyers back into Microsoft Word, slowing the deal down.

6. Content locking for marketing

Marketing teams love PandaDoc because they can control the brand. You can lock branding elements like fonts, colours and logos, while keeping the Executive Summary text block editable. Sales reps can customise the message, but they cannot break the brand guidelines.

The critical weaknesses

1. Disconnected billing

While PandaDoc excels at collecting the initial payment via various gateways, it is not a recurring billing engine. It won't manage the subscription lifecycle or chase a failed card next month. It is a one-and-done payment collector.

2. The cost factor

It is an additional subscription on top of your HubSpot fees. Costs add up for large sales teams, especially given the Editor licences required for template creators.

The verdict

PandaDoc is a sales and marketing tool. It wins on presentation, negotiation, upsell capability and customer experience.

Deep dive comparison

1. Quote approvals

For many teams, quote approvals are the safety net that prevents reps from sending out unauthorised discounts. Both tools handle this, but differently.

• HubSpot: Quote approvals are deeply integrated into the Deal workflow. You can set strict logic: "If discount is greater than 20%, lock the quote until the Sales Manager approves." Because it lives in the CRM, it is seamless for the manager to approve in one click. It is excellent for financial compliance.
• PandaDoc: Offers conditional approval workflows that live inside the document. You can set rules based on document value, margin, or even specific products. This feature shines in content compliance. For example, if a rep modifies the Terms of Service block, the legal team must approve the change before the rep sends the document.

2. The mobile experience

We live in a mobile-first world. Executives often approve contracts on their phones between meetings.

• HubSpot: The quotes are responsive-ish. They are web pages, but complex tables often require pinching and zooming to read on an iPhone. It works, but it isn't elegant.
• PandaDoc: Offers a superior mobile experience. Documents automatically reflow for mobile devices. The text resizes and tables adapt so your prospect can easily read and sign a contract on their iPhone while at lunch.

3. Analytics and intelligence

Both tools tell you when a document is opened. But the depth of data differs.

• HubSpot: Tells you User viewed quote and User signed quote.
• PandaDoc: Provides a heat map. Analytics show the prospect spent 4 minutes on the 'Pricing' page, 30 seconds on the Case Study page, and skipped the 'Terms and Conditions'.
  • The Strategy: If they spent 10 minutes on the pricing page but didn't sign, your rep knows to call and discuss budget. If they spent 10 minutes on the 'Technical Specs' page, the rep knows to bring a sales engineer to the next call.

4. The Aussie context

• HubSpot: The US-centric tax logic is a pain point. Templates become a struggle if you need complex tax logic. For instance, displaying Total includes GST on every individual line item is difficult.
• PandaDoc: Because it is a document editor, you have total control. You can format the pricing table exactly how Australian law (or your preference) requires. You can add custom tax columns, footnotes, and disclaimers with ease.

The role-by-role breakdown

For sales reps

• HubSpot: “I want to get this done fast.” It’s fewer clicks, zero login issues and keeps everything in one tab.
• PandaDoc: "I want to know when to call." The real-time analytics give reps a superpower.

For marketers

• HubSpot: "It’s frustrating." Limited design control means proposals often look generic.
• PandaDoc: "Marketing dream." Total control over assets, video embedding and brand consistency.

For finance / operations

• HubSpot: "This saves me hours." Automated invoices and dunning are game changers.
• PandaDoc: "It’s another tool." It creates a great signed PDF but someone still has to manually set up the billing in Xero afterwards.

Bringing money in: collection vs expansion

This is the most critical strategic difference. How do these tools actually help you drive revenue?

HubSpot Commerce Hub: the speed to cash engine

HubSpot wins if your problem is collections.

• Integrated invoicing: The moment a client signs a quote, it becomes an invoice.
• Automated chasing: It handles the awkward "your card failed" emails for you.
• Result: Collect cash faster and reduce admin work for your finance team.

PandaDoc: the deal expansion engine

PandaDoc wins if your goal is increasing deal size.

• Interactive quoting: By allowing clients to tick Optional Extras, you remove the friction of the upsell conversation.
• Visual Value: High-quality presentation justifies premium pricing.
• Result: You close larger deals and increase Average Order Value (AOV).

Head-to-head comparison table

See HubSpot Commerce Hub in action

Watch the official HubSpot Commerce Hub walkthrough.

Final verdict: which one is for you?

There is no single best tool but there is a best tool for your business model.

Choose HubSpot Commerce Hub if:

1. Financial engine: Automate invoices, collect recurring payments and manage subscriptions without leaving the CRM.
2. You split payments: Your model requires deposits, milestones or complex payment schedules (e.g. 50% now, 50% later).
3. Efficiency over aesthetics: A clean, standard web quote works, and you don't need video-heavy, brochure-style proposals.
4. You are purely Stripe: You don't need to support other payment gateways (unless you are in the US using ACH).

Choose PandaDoc if:

1. You need a printable file: Your clients require high-quality PDFs for their records or internal sign-off procedures.
2. Flexible options: Offer optional extras or upsells that clients can select directly on the quote.
3. You need diverse payments: You need to accept PayPal, Square or other non-Stripe methods.
4. Complex contracts: You deal with heavy redlining, Australian GST complexities on multi-year deals, or legal negotiations.
5. You need to 'wow' the prospect: Your proposal needs to look like a high-end presentation with video and rich media.

Need help deciding which is right for you?

Choosing between HubSpot Commerce Hub and PandaDoc isn't just a software decision. It's a strategic one. It defines how your team sells and how your finance team collects.

Ultimately, the right choice will help you accelerate your sales cycles and reduce friction for your buyers.

If you are struggling to map out your quote-to-cash process or need help integrating these tools to get the best of both worlds, we can help.

At Refuel Creative, we are HubSpot Platinum Partners who specialise in revenue operations. We map your sales process, set up payment gateways, and build automation triggers that save your team hours every week.

Book a consultation with us today to find the right fit for your business.