Last week I sent out a newsletter email with a minor typo in it. Of course, I noticed it like 20 minutes after the email had been sent. (You’re headed to your inbox to find it now, I know…)
A typo in a newsletter is one thing. But that same tiny error in a client contract or a project invoice can be genuinely costly. It just goes to show that you can stare directly at a mistake and your brain will still give you a confident thumbs-up.
Which is a risk you don’t want to take with contracts and invoices.
Never fear — this is where automation comes in. I’m going to show you how to use WPForms to automatically turn your form submissions into flawless, professional PDFs. Let’s go!
Turning Form Submissions Into Contracts and Invoices
Why Automated Document Generation?
Let’s be real, you didn’t get into your line of work because you have a deep passion for administrative tasks. Automating your document creation isn’t just a neat trick… It’s a way to reclaim your sanity and protect your professionalism.
- Look Like a Pro: Automation ensures every document that goes out is perfectly formatted, beautifully branded, and typo-free.
- Banish Human Error: When data is pulled directly from the form, you’ll never send an invoice to “Jon” when his name is “John.” The right info goes to the right place, every time.
- Set It and Forget It: Attach PDFs to emails and have them sent instantly upon form submission. It’s your workflow, now on autopilot.
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Your New Assistant: The PDF Addon
The magic behind this operation is our PDF addon.
This powerhouse of a tool, available on our WPForms Pro plan and higher, is your personal document-generating machine. It takes raw form entry data and turns it into a polished, professional PDF ready for any situation:
- Client contracts and project proposals
- Detailed invoices and payment receipts
- Personalized donation receipts and volunteer agreements
- Certificates of completion or event tickets
Want to build your very own paperwork-bot? Let’s dive in.
Step 1: Get the Addon Ready
From your WordPress dashboard, navigate to WPForms » Addons. Find the PDF Addon, click Install Addon, and then make sure it’s Activated.
Step 2: Start a New PDF Blueprint
Head over to the form you want to use. Inside the form builder, click Settings » PDF, then click the Add New PDF button.
Then give your new PDF a memorable name.
Step 3: Pick a Template (Don’t Start from Scratch)
We’ve stocked the addon with templates for Financial documents, formal Documents, Certificates, and more.
Pick one that looks close to what you need, and you can customize it from there.
Step 4: Put Your Data to Work with Smart Tags
Smart Tags are how you pull data straight from the form submission and place it perfectly into your PDF.
Click on a spot in your template where you want to add user info, click the little Smart Tag icon, and choose the corresponding field from your form.
- For a client agreement, you can pull the user’s name and selected services directly into the body of your legal template.
- To create an invoice, you can map your form’s payment total and product selections into the line items.
- For an instant donation receipt, you can map the “Donation Amount” field to create a personalized, tax-deductible receipt.
Step 5: Make It Look Good
Under the Appearance tab, you can get creative. Upload your logo, choose from over 40 color Themes, and pick your fonts.
This ensures your automated documents don’t just work flawlessly, they look fantastic, too.
Some templates also include optional elements such as a badge, signature block, or date field. For contracts and invoices, a signature would be fantastic.
Step 6: Put It on Autopilot
To complete the automation, tell the PDF where to go. In the PDF settings, use the Notifications dropdown to attach your shiny new PDF to the confirmation email.
Now, when someone hits “submit,” your perfectly crafted document is instantly generated and sent on its way.
Where to Find Your Generated Documents
If you ever need to access a document, just head to WPForms » Entries. All your PDFs are saved right there with their submission, ready for you anytime.
Just click View on the form you’d like to see the PDF for.
On the page you’ll find a link to download the PDF that was created for that submission under the PDF section.
About Those Invoices…
All this talk of professional invoicing is a good reminder to keep your own books tidy. For your own records, you’ll likely need an invoice for your WPForms purchase.
Don’t worry, we’ve got you covered. This is a separate feature handled in your WPForms account, not your website.
- PDF Addon: For creating documents for your people (clients, donors, customers, etc.).
- Account Area: For grabbing an invoice for your own bookkeeping.
Just log in to your WPForms account, click the Billing tab, and you can generate an invoice for any purchase.
We have a full guide on it right here: How to Create an Invoice in WPForms.
Now, go forth and automate!
You now hold the power to eliminate one of the most tedious parts of your job. Go ahead, reclaim your time and banish the panic of finding a mistake after it’s too late.
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FAQ
What do I need to get started automatically generating documents like contracts and invoices in WPForms?
To use this feature, you’ll need a WPForms Pro license (or higher) and to have the PDF addon installed and activated on your WordPress site. That’s all it takes to start building your workflow.
How does the information from the form automatically get into the PDF?
The process uses a feature called Smart Tags. In the PDF editor, you simply map fields from your form (like Name, Email, or Payment Amount) to the corresponding spots in your document template. WPForms then automatically pulls the user’s submitted data into the final PDF.
What types of documents can I create with this feature?
While contracts and invoices are popular uses, you can create almost any type of document. The system is flexible enough for personalized donation receipts, event tickets, certificates of completion, signed service agreements, and more.
Can I customize the PDF to match my brand?
Yes! The PDF addon gives you full control over the appearance. You can upload your own logo, choose from dozens of color themes, and customize fonts to ensure every document perfectly matches your brand’s style.
Next, Simplify Your Client Onboarding
Automating your contracts and invoices is a massive win for your workflow, but it’s just one part of creating a truly seamless client experience. After all, a clunky intake form or endless back-and-forth emails can still create frustration before the real work begins.
Now that you’ve streamlined your paperwork, let’s fix the rest of the journey. Let us show you how to simplify your entire client onboarding process using WPForms.
Ready to build your form? Get started today with the easiest WordPress form builder plugin. WPForms Pro includes lots of free templates and offers a 14-day money-back guarantee.
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