How to Fill a PDF Template with Google Sheets Data Using Zapier

Step 1: Prepare Your Spreadsheet and PDF

Create a spreadsheet with column headers such as Name, Email, and Message, then add a sample row.

Upload your PDF template to PDF.co’s built-in file storage and copy its file link.

Open the template in the PDF Inspector to determine the X and Y coordinates where each value should appear. This workflow adds text directly onto the page; the template does not need interactive form fields.

Step 2: Set Up the Google Sheets Trigger

Create a Zap and choose Google Sheets → New Spreadsheet Row.

1. Connect your Google account.
2. Select the spreadsheet containing your records.
3. Select the worksheet.
4. Test the trigger and choose your sample row.

Confirm that the test result includes the columns you want to add to the PDF.

Step 3: Add Text to the PDF

Add PDF.co → Add Text to PDF.

Connect your PDF.co account through OAuth, sign in, and authorize access.

Configure the action:

• Source File URL: Paste your PDF template’s file link.
• Text to add: Map the Name value from Google Sheets.
• X Co-ordinate: Enter the horizontal position from PDF Inspector.
• Y Co-ordinate: Enter the vertical position from PDF Inspector.

Enable Advanced Options and set:

• Pages: Enter 0 for the first page.
• FontName: Choose a font such as Arial.
• Font Size: Enter a size such as 12.

Use coordinates appropriate for your template. See the Add Text to PDF documentation for available settings.

Step 4: Add the Remaining Values

For each additional position, add another Add Text to PDF action.

Map its Source File URL to the output url from the preceding PDF.co action. Then map the next spreadsheet value and enter its coordinates.

For example, add the email address in one action and the message in another. Passing the previous action’s output forward ensures the final PDF contains every value.

Step 5: Test and Save the PDF

Test the actions and open the final output URL. Check the text positions, font sizes, and spacing.

To save the completed PDF automatically, add Google Drive → Upload File:

• Folder: Select your destination folder.
• File: Map the final PDF.co output URL.
• File Name: Enter a name or build one using the spreadsheet data.

Test the upload to confirm the PDF is saved before its temporary PDF.co link expires.

Step 6: Publish the Zap

Publish the Zap after testing. Each new spreadsheet row will now generate and save a completed PDF using your template.