Effortlessly Convert WordPress Form Entries to PDFs Automatically!

If you’re collecting registrations for events, processing payments, or managing course sign-ups through WordPress, providing immediate downloadable content is essential. This could be a ticket, a receipt, or a certificate that users can easily save or print after completing your form.

Unfortunately, WordPress forms do not automatically create PDFs. Many website owners find themselves manually exporting entries, transferring data into documents, and adjusting layouts, which can be time-consuming.

This additional workload accumulates quickly, heightens the chances of errors, and can become quite frustrating as submissions increase.

In this guide, I will share my proven method for automatically converting WordPress form entries into PDFs using WPForms. I will provide a step-by-step walkthrough to ensure each user receives a polished, professional PDF immediately after submitting your form. 📄

Why Generate PDFs Automatically from Form Entries? (Advantages and Use Cases)

Converting form entries to PDFs by hand is time-consuming. You need to export the entry, insert it into a document, verify that everything is accurate, save it as a PDF, and then distribute it. Repeating this process can hinder your productivity and increase the likelihood of minor errors.

With automatic PDF generation, this process becomes seamless. Each form submission can be transformed into a ready-to-send PDF instantly, without any manual intervention.

This leads to reduced administrative tasks, fewer mistakes, and documents that maintain a professional and uniform appearance. Additionally, it simplifies record-keeping, as everything is stored in a clear and accessible format.

Here are several popular applications for automatic PDF generation from form submissions:

Type of website	Sample PDFs
Consulting and services	Quotes and proposals
Event websites	Tickets and registration confirmations
E-commerce sites	Invoices and receipts
Online courses	Certificates and enrollment confirmations
Legal, HR, and administrative	Consent forms, waivers, and authorization letters
Real estate	Property details and viewing appointment confirmations

Automatically generating PDFs allows you to reduce administrative tasks, enabling you to focus more on managing your website or business while providing visitors with a quicker and smoother experience.

In this guide, I will cover the following key points:

Step 1: Install and Activate WPForms Pro

Begin by installing WPForms Pro on your WordPress site. I have been using WPForms for several years, and it is by far the best WordPress form plugin I have encountered.

This powerful PDF add-on automatically creates PDFs from your form submissions. WPForms allows you to design various types of forms, including contact forms, payment forms, surveys, and newsletter sign-ups.

At CanadaCreate, we utilize WPForms for our contact form, site migration request form, and our annual reader survey. Check out our comprehensive WPForms review for more details about the plugin.

To begin, visit the WPForms website, click the ‘Get WPForms Now’ button, and complete the registration process.

After completing your purchase, you will access your WPForms account dashboard where you can download your plugin zip file and license key. Keep this tab open or save these details securely, such as in a password manager.

Next, install the WPForms plugin on your WordPress site.

From your WordPress admin dashboard, navigate to Plugins » Add New Plugin.

Click the ‘Upload Plugin’ button located at the top of the page.

Select the WPForms plugin file you downloaded (in .zip format) and proceed with the installation.

Once the installation is complete, click the ‘Activate Plugin’ button. You will now see WPForms in your admin dashboard.

Next, navigate to WPForms » Settings to enter your license key. Paste the key into the designated box and click ‘Verify Key.’

This activation step is crucial as it unlocks all Pro features, including the PDF Addon that we will be utilizing. After your key is verified, you can start creating WordPress forms that automatically generate PDFs.

If you require assistance, refer to our guide on installing a WordPress plugin.

Afterward, go to WPForms » Addons to add the PDF Addon.

In the Addons panel, you can use the search bar to find the PDF Addon quickly.

In the search results, just click the ‘Install Addon’ button to activate it.

Step 2: Create Your Form or Choose an Existing One

With WPForms and the PDF Addon installed and activated, it’s time to create the form that will be used for generating PDFs.

In this tutorial, I will create a straightforward terms of service form and demonstrate how to set up an automated PDF.

From your WordPress dashboard, navigate to WPForms » Add New.

This will take you to the Setup page, where you can name your form.

This name is for your reference only, but I suggest using a descriptive name for better organization.

Next, decide how you want to create your form.

You can start from scratch, utilize the AI form builder, or select a template.

For this demonstration, I will show you how to use a pre-designed form template.

In the search bar, enter keywords like “Contact Form,” “Receipt,” “Agreement,” or any relevant terms to quickly locate the ideal template.

Once you find a template you like, hover over it and click the ‘Use Template’ button. For this demonstration, I will select the Terms of Service Form template.

WPForms will then launch the form builder interface.

The Terms of Service form template includes essential fields such as date, receipt number, order details, payer name, and payment information.

Take a moment to explore the form builder interface. The left side displays all available form fields for you to add, while the right panel shows the fields currently in your form.

To customize this form, simply click on any field in the right panel to edit it.

For instance, if you wish to change the Email label to Email Address, click on that field and enter the new label in the settings panel on the right. You can also set fields as required or optional, include a brief description, and rearrange them by dragging them up or down.

If you need to add more fields, such as a dropdown for additional options or a file upload field for supporting documents, just drag them from the left panel into your form.

Since this document needs to be legally binding, ensure you also include the Signature field in your form.

From this point, you can continue to modify this form template to meet your requirements.

One important step is to edit the sample text for your Terms of Service checkbox. Click on the field and rewrite the text in the ‘Description’ section.

Once your form is perfectly designed, you can proceed to configure the settings.

Step 3: Configure Notifications and Confirmations (Optional)

Before enabling automated PDF generation, it’s wise to review the Notifications and Confirmations settings. This step is optional but ensures that both you and your users receive appropriate follow-up communication after form submission.

By default, notifications are sent to the site administrator. If you wish to send a copy of the PDF to the user, you can set up an additional notification for that purpose.

To do this, navigate to Settings » Notifications, and click ‘Add New Notification.’

In the popup window, assign a name to your notification.

For instance, you could use names like “Send PDF to User” or “User Notification,” then click ‘OK.’

In the Send To Email Address field, utilize a Smart Tag to ensure the email is directed to the individual who submitted the form. Click the Smart Tag icon at the end of the field and select the Email field from your form.

If your form requires notifying multiple recipients, you can enter several email addresses, separated by commas.

Next, fill in the Email Subject, From Name, and From Email fields. You can also use Smart Tags to automatically personalize the message or include specific form details.

Then, scroll down to the ‘Email Message’ field.

By default, WPForms includes the {all_fields} smart tag, but feel free to add more content to enhance the appearance of your notification email.

While you’re here, navigate to the Settings » Confirmations tab as well.

WPForms provides three types of confirmations: a message, a redirect, or sending users to a specific URL.

In this tutorial, I’ll be using the ‘Message’ confirmation to keep users on the same page after they submit the form. Once this is set, you’re finished with this step.

In addition to a confirmation message, you can redirect users to another webpage or a completely different site.

For more details, check out our guide on how to redirect users after form submission.

Step 4: Set Up the PDF Settings

With your form created, it’s time to configure the PDF generation. In this step, you’ll set up WPForms to automatically generate a professional PDF each time someone submits your form.

Begin by navigating to the left sidebar in the form builder, select ‘Settings,’ and then switch to the ‘PDF’ tab. Next, click on the ‘Add New PDF’ button.

A popup window will prompt you to enter a name for your PDF.

Choose a clear and descriptive name that will help you identify the document later. Remember, you can modify this name at any time, so there’s no need to worry about making it perfect right now.

Click ‘OK’ to proceed.

Once your PDF settings are activated, WPForms will display several key configuration options.

The first option you’ll encounter is the ‘File Name’ field. By default, WPForms generates the filename in the format ‘Entry for {form-name}‘ but you have the flexibility to customize it.

I recommend using smart tags to create unique filenames for each PDF. For instance, you might use a format like {form_name}-{entry_id}, resulting in filenames such as ‘Terms-of-Service-123.pdf.’

Incorporating the Entry ID is highly advisable for effective record-keeping. This practice guarantees that each file has a distinct name, simplifying the organization of your folders and making it easier to locate specific agreements without needing to open every file.

To utilize a smart tag, click the ‘Smart Tags’ icon located to the right of the field and select from the options available in the dropdown menu.

Below this, you’ll find the Email Notifications dropdown. Here, you can choose which email notifications will include the PDF as an attachment.

To send the PDF to yourself, select ‘Default Notification.’ If you want users to receive a copy, choose ‘User Notification.’ You can also select both options to ensure everyone gets a copy.

Just below that, there’s an option for conditional logic. This powerful feature allows you to determine when PDFs are generated.

For instance, you might want to create a PDF only if a user checks the ‘I agree to terms’ checkbox.

Next, you’ll select your PDF template. WPForms provides a variety of professionally designed templates categorized for your convenience.

You’ll find categories for Notifications, Documents, Financial Forms, and Certificates. Since we’re dealing with a legal document, click on the ‘Documents’ category.

You can explore the available templates by clicking on each one. A live preview will appear on the left side of your screen, showing exactly how your PDF will look.

For my form, I am choosing the ‘Legal’ style.

Once you select a template and style, it will be automatically applied to your PDF. The preview will update instantly to display your form fields filled in the template layout.

This template has a clean and professional appearance with a formal layout, making it ideal for contracts. It includes a header section for your logo, well-organized content sections, and a footer with page numbers.

At this stage, your basic PDF settings are set up. In the next step, we will customize the content and design to ensure it meets your expectations for the final PDF.

Step 5: Customize and Style Your PDF

Now that you have chosen a template, it’s time to customize the PDF. Here, you will replace placeholder text, modify your form fields, and add any additional content you wish to include in the final document.

Next, I will guide you on how to enhance your PDF with a custom design that aligns with your brand.

Step 5.1: Personalize the PDF Content

On the left side of the screen, you’ll find a live preview of the PDF. The Legal template features editable placeholders such as ‘Business Address,’ ‘Signature Type,’ and ‘Date.’ You can click on any of this text in the preview to make edits.

Let’s begin with the Content section.

The template comes pre-loaded with all the necessary form fields, but you have the option to add a brief explanation for additional context.

The editor functions like a straightforward word processor, allowing you to format text, create bullet points, insert headings, and add links to enhance clarity and readability.

You can also paste your actual legal text, including your complete terms of service or contract language.

Additionally, you can utilize Smart Tags to dynamically retrieve information from your form submissions. By using Smart Tags, every PDF will be automatically personalized with the correct details, eliminating the need for manual input.

Next, you can update the placeholders with your business contact details, including your address, email, and phone number. Smart Tags can be used in this section as well.

Scroll down to locate the signature settings.

Here, you can customize the appearance of the signature. Since we added a Signature field to the form in Step 2, WPForms will automatically insert the user’s eSignature in this section. You can modify the size and heading to ensure it appears professional.

Next, let’s look at the Date fields.

Select your preferred date format and enter a subheading.

Take a moment to review each section carefully.

Ensure that all your form fields are included and organized logically. This will make the final PDF easy to read and comprehend.

Step 5.2: Personalize the PDF Design

With your content ready, it’s time to align your PDF design with your brand. In this step, you’ll customize colors, add your logo, and modify the overall design to reflect your business identity.

Scroll down to the ‘Appearance’ section in the PDF settings panel to select a pre-designed theme. Each theme comes with its unique color scheme and style. Alternatively, you can customize the theme colors.

I like to browse through several options to find the one that best represents my brand. The preview on the left updates in real-time, allowing you to see how these themes influence your PDF design.

After selecting a theme, you can upload your personalized logo.

If the ‘Upload’ button is not visible, click the ‘Remove Image’ button to eliminate the current logo placeholder.

Next, choose your logo file from your computer. WPForms supports common image formats such as PNG and JPG. Your logo will then be displayed in the PDF preview.

You can adjust the logo size to small, medium, or large, and position it either on the left or center. I prefer centering my logo for legal documents to achieve a more formal and balanced look.

These design details contribute to a document that appears professionally crafted. Your colors align with your brand, your logo is prominently featured, and the overall layout is clean and organized.

Step 6: Configure Advanced PDF Settings

Before testing your PDF, there are several technical settings to configure. These advanced options allow you to control the document format, security, and access to your PDFs.

Click to expand the ‘Advanced’ tab located at the bottom of the PDF settings panel.

The first setting you will encounter is Paper Size. Available options include Letter (8.5″ x 11″), A4, Legal, and more. The default setting is Letter, which is ideal for most business documents in the United States.

If you’re collaborating with international clients or have specific formatting needs, you can choose A4 or another size from the dropdown menu.

Next to that, you’ll see the ‘Orientation’ setting, where you can select either Portrait (vertical) or Landscape (horizontal) layouts.

Portrait is the standard format for most documents, which is what I’m using here. Landscape orientation is ideal for wide tables or charts that require more horizontal space.

Now, let’s discuss security. You have the option to enable ‘Access Restrictions.’

This feature is one of my favorites because it allows you to control who can view and download your PDFs. By default, PDFs are available to all visitors, but you can restrict access using various options.

If you select the ‘Logged-in Users’ option, only users who are logged into WordPress will be able to access the PDF. This is particularly useful for documents intended for members of your site or employees within your organization.

For added security, WPForms also offers the ability to password-protect your PDFs.

To use this feature, simply enable the ‘Password Protection’ option. Then, enter a password that users must use to open the document and confirm it by re-entering.

This is especially useful for sensitive legal agreements or financial documents.

Once you have set everything up according to your specifications, it’s time to test your PDF generation form.

Step 7: Test Your PDF Generation

Before you launch your form and start receiving actual submissions, it’s essential to verify that everything functions properly. Testing your PDF generation is a crucial step that I always perform, and you should too.

The great news is that WPForms simplifies testing with its built-in preview feature. Look for the ‘Preview’ button in the top right corner of the form builder.

Clicking this will open your form in a new tab, exactly as your users will experience it. You can then fill it out as if you were making a real submission and check if the PDF is generated correctly.

Please fill in all the form fields with sample information. For the Legal Documents form, I omitted the name field and intentionally misspelled the email address to test the validation.

Next, ensure that you check the ‘I agree to terms’ checkbox and click the ‘Submit’ button at the bottom of the form.

After submitting, you will see a confirmation message for your form.

Let’s verify that the PDF has been created successfully.

Return to your WordPress dashboard and go to WPForms » Entries.

You should see your test submission displayed on the following screen.

Click the ‘View’ button in the ‘Actions’ column to view all the details.

On the entry details page, locate the PDF section – it should show your configured PDF link.

You can click on that link to open your generated PDF.

The PDF will either open in a new browser tab or download to your computer, depending on your browser settings.

Take a close look at it and review everything thoroughly:

• Ensure that all your form information is displayed correctly in the PDF. Your test name, email address, and company details should match the template exactly.
• Verify that the smart tags have pulled in the correct information. Scroll through the entire document to ensure that nothing is cut off and that the formatting appears normal.
• Check your logo – does it display at the correct size and in the right position? Are your brand colors accurately represented?
• Is the text clear and properly formatted with the headings, bullet points, and styles you included?

This step is crucial as it influences the professionalism of your document.

Next, let’s test the delivery to confirm that notifications include the PDF.

You should have received an email with the PDF attached. Open the email and check that the PDF attachment is present and opens properly.

If you don’t see the email right away, be sure to check your spam or junk folder, as emails with attachments may sometimes be filtered as spam.

Step 8: Embed Your Form in WordPress

Now it’s time to publish your form and add it to your WordPress website so that users can access it.

In the form builder, click the ‘Save’ button first to ensure all your changes are saved. This is important to avoid losing any of the customizations you’ve made.

Once your form is saved, click the ‘Embed’ button located next to it.

WPForms will display a popup with several options for adding your form to your post or page.

The simplest way is to embed the form on a new page. Just click the ‘Create New Page’ option in the popup window.

In the next popup, you can name your new page.

For my form, I’ve named it ‘Legal Agreement Form’ – feel free to choose a name that fits your website.

After entering the page name, click the ‘Let’s Go!’ button.

WPForms will automatically generate a new WordPress page and embed your form on it.

The page will open in the WordPress block editor, allowing you to see how it looks. Your form is already there and ready for use.

You can add more content around the form if desired.

You might want to include instructions above the form on how to complete it, or add some introductory text about the legal document. Simply click above or below the form block and start typing.

You can also select a theme in the ‘Form Settings’ on the right to customize the appearance of your form.

If you prefer to add the form to an existing page, that’s also simple. Just navigate to any page on your site and open it in the editor.

Alternatively, you can use the shortcode method if you find that more convenient. Each WPForms form comes with a unique shortcode that you can copy and paste anywhere.

For detailed instructions, check out our guide on embedding forms in WordPress.

Before publishing your page, click the ‘Preview’ button to review how it appears on your website. Ensure the form is displayed correctly and integrates well with your page design.

Also, verify that it is mobile-friendly by clicking the mobile preview icon to see how it appears on smartphones and tablets. WPForms automatically optimizes forms for mobile, but it’s wise to confirm this.

If everything appears perfect, click the ‘Publish’ button to make your form live on your WordPress site!

From now on, each time someone submits your form, WPForms will automatically create a professional PDF based on your settings.

You can modify your form or PDF settings at any time. Simply go to WPForms » All Forms, locate your form, and click ‘Edit.’ Any updates you make will apply to all future submissions.

Frequently Asked Questions About PDFs and Forms in WordPress

Here are some of the most frequently asked questions regarding PDF generation from WordPress forms:

How can I export form entries in WordPress?

If you are using WPForms, navigate to WPForms » EntriesAccess your WordPress dashboard and choose the form you wish to export. You can download all submissions as a CSV or Excel file, which can then be opened in Excel, Google Sheets, or any spreadsheet application.

Which WordPress form plugin is capable of generating PDF files?

WPForms is the top WordPress form plugin for creating PDF files. ItsPDF Addonfeatures over 40 professionally designed templates, customization options for design, and the ability to automatically send PDFs to users and site administrators via email.

How can I create a PDF that users can download in WordPress?

You can create a PDF on your computer, upload it to your WordPress Media Library, and embed it on your site for visitors to download. Additionally, you can sell your PDF downloads by configuring them as digital products using Easy Digital Downloads.

How do I embed a PDF file in WordPress?

The simplest method is to utilize WordPress’s built-in File block. Add this block to your page, upload your PDF, and WordPress will display it inline with a download option. For enhanced features such as zoom, page navigation, or an improved reading experience, consider using a PDF viewer plugin.

Additional Resources for Utilizing Forms in WordPress

This article aims to help you understand how to automatically create PDFs from WordPress form submissions.

Next, consider exploring our additional WordPress tutorials on:

• How to set limits on the number of entries for WordPress forms
• How to integrate any WordPress forms with Google Sheets
• Tips for designing more engaging forms
• How to prevent spam in your WordPress contact forms
• The comprehensive guide to utilizing WordPress forms

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