PDF Contract Generator with Automated Approval: Complete Form-to-Decision Workflow

Step 1: Monitor for New Contract Requests

Node: Google Sheets Trigger

Settings:

• Document From List: Select your contract information spreadsheet
• Sheet: Choose the sheet containing contract requests (usually Sheet1)
• Trigger On: Row Added

What This Does: Automatically detects when a new contract request is added to your spreadsheet and starts the PDF generation and approval process.

Success Looks Like: The trigger activates immediately when a new row is added, capturing all contract information for processing.

Step 2: Generate PDF Contract Form

Node: PDF.co API → Fill a PDF Form

Settings:

• URL: Upload your PDF contract template to PDF.co Files, then copy the `filetoken://` link
• Form Fields Mapping (Use the PDF Inspector tool to easily identify the field names, pages and more in your PDF):
  • Proposal Date: {{ $json.Date }}
  • Client Name: {{ $json['Client Name'] }}
  • Description: {{ $json['Service Description'] }}
  • Timeline: {{ $json.Timeline }}
  • Amount: {{ $json.Amount }}
• Advanced Options → Expiration: 1440 minutes (24-hour expiration requires a Business 2 or higher subscription level)

What This Does: Takes your PDF contract template and automatically fills in all the form fields with data from your Google Sheet, creating a personalized contract for each client.

Success Looks Like: PDF.co returns a secure URL to the completed contract form that's ready for client review.

Step 3: Send Contract for Approval

Node: Send and Wait for Response

Settings:

• From Email: your-business@email.com
• To Email: Use client email from your sheet
• Subject: Contract Approval Required - {{ $('Google Sheets Trigger').item.json['Client Name'] }}
• Message: Professional HTML email template with:
  1. Personal greeting with client name
  2. Download link to the PDF contract
  3. Clear instructions for approval
  4. 24-hour expiration notice
• Response Type: Custom Form
• Form Fields:
  1. Approval Decision (Dropdown)
     • Approved Contract
     • Rejected Contract
     • Requested Change
  2. Comment (if any) (Text Area)
  3. Electronic Signature (Text Input - Required)
• Wait Time Limit: 24 hours

What This Does: Sends a beautifully formatted email to the client with their personalized contract and an embedded approval form. The workflow pauses until the client responds.

Success Looks Like: Client receives a professional email with their contract and can view it, then submit their approval decision through the embedded form.

Step 4: Send Decision Notification

Node: HTTP Request → PDF.co Send Email

Settings:

• Method: POST
• URL: https://api.pdf.co/v1/email/send
• Headers:
  • Content-Type: application/json
  • x-api-key: [Your PDF.co API Key]
• JSON Body:

{
  "url": "{{ $('PDFco Api').item.json.url }}",
  "from": "Your Business <your@email.com>",
  "to": "You <your-notifications@email.com>",
  "subject": "{{ $json.data['Approval Decision'] }} - {{ $('Google Sheets Trigger').item.json['Client Name'] }}",
  "bodyHtml": "
    <h3>Contract Decision Received</h3>
    <p><strong>Client:</strong> {{ $('Google Sheets Trigger').item.json['Client Name'] }}</p>
    <p><strong>Decision:</strong> {{ $json.data['Approval Decision'] }}</p>
    <p><strong>Comment:</strong> {{ $json.data['Comment (if any)'] }}</p>
    <p><strong>Electronic Signature:</strong> {{ $json.data['Electronic Signature'] }}</p>
    <p><strong>Contract:</strong> <a href='{{ $('PDFco Api').item.json.url }}'>View Original Contract</a></p>
  ",
  "smtpserver": "smtp.gmail.com",
  "smtpport": "587",
  "smtpusername": "your@gmail.com",
  "smtppassword": "[Your Gmail App Password]"
}

What This Does: Immediately sends you a detailed notification email when the client makes their decision, including their choice, comments, electronic signature, and the contract attached.

Success Looks Like: You receive an instant email notification with the client's decision, allowing you to take immediate next steps based on their response.