Add Info to a PDF then Send as an Email Attachment using Zapier

Step 1: Google Sheets Module

Let’s start by adding the Google Sheets module to access the form response data.

Step 2: Setup Google Sheets

• Provide the name of the spreadsheet you would like to access.
• Choose the specific worksheet where the data has been stored.

Step 3: Test Trigger

Next, test the trigger to fetch the row in the spreadsheet where the response data is located.

Step 4: PDF.co PDF Filler

Now, we will integrate the PDF.co app and PDF Filler feature to insert the data into the PDF template.

Step 5: Setup PDF Filler Configuration

• In the "Source PDF" field, enter the URL of the PDF template. Our template is stored in PDF.co File Storage, ensuring the file is kept private and is exclusively used for PDF.co processing via a filetoken:// link.
• For the "Text Annotation" fields, enter the x and y coordinates, as well as the page range where you wish to insert the text. Then, map the Google Sheets data. Please follow this format for guidance: x;y;page;text. To easily obtain the coordinates of the PDF document, you can utilize the PDF Inspector tool. Here is a sample demonstration illustrating how to utilize the PDF Inspector to obtain the x and y coordinates. You can access the demo by clicking on the following link: Demo

Step 6: Test PDF Filler

Now, proceed to test the PDF Filler feature to incorporate the Google Sheets data into the PDF template. After testing, copy the URL provided and paste it into your browser to view the result.

Step 7: Filled PDF Template

Below is a sample PDF template as well as the PDF template that has been successfully populated with data from Google Sheets.

Step 8: Add PDF.co Send Email with Attachment

Add PDF.co and select Send Email with Attachment.

You will need:

• Your SMTP server’s hostname.
• The SMTP server port specified by your provider.
• A supported SMTP username and password or other provider-approved credentials accepted by this action.
• A sender address that the SMTP service permits your account to use.

A mailbox address alone is not sufficient. Your provider or administrator may restrict SMTP access or require a specific authentication setup. Follow the provider’s current instructions.

Your PDF.co connection and the SMTP credentials serve separate purposes: connecting PDF.co to Zapier does not automatically authorize access to your email account.

Step 9: Setup PDF.co Configuration

• Include your email address as the sender.
• Select the recipient's email address from the Google Sheet.
• Specify the email subject for the recipient's reference.
• Enter the SMTP server address of your email domain host. For SMTP setup details, please refer to this page.
• Provide the SMTP server port of your email domain host.

• Enter your SMTP server username.
• Input the SMTP server password.
• Enter the email body for the content of the email.
• Next, select the PDF output URL in the "Attachment URLs" field.

Step 10: Test Email Delivery

Use one test row whose recipient address belongs to you. Map the generated PDF output URL from Step 6 into Attachment URLs.

Send the test message and confirm that:

• It arrives at the intended address.
• The sender, subject, and message body are correct.
• The attached PDF opens successfully.
• The PDF contains the expected client details, rather than the unfilled template.

Inspect the received message and attachment before enabling the Zap for client records.

Step 11: Email with Attachment

Below is the file that has been successfully sent as an attachment in an email.