Once your templates are ready, you can turn any form submission into a PDF in just a few clicks – or let the system do it for you. This means no more copy-pasting project details, quiz results, or client requests across editors to put together a proposal, an invoice, or a certificate.
👉 Haven’t set up your templates yet? Start with how to create PDF templates before moving on.
Whether you want to create a one-off PDF for a single submission, generate one for every entry, or only trigger them when certain conditions are met (like “if score ≥ 90, generate certificate”), you’re in full control.
💡 You don’t have to start from scratch!
Try our ready-made template for Client service request with automated PDF proposal generation ✨
It calculates the estimated price and generates a personalized PDF proposal based on selections/project scope. You can duplicate and fully adapt it to your workflow.
1. Generate a PDF manually for a single response
To create a PDF from an individual submission, open your Responses table and click Edit next to the submission you want. This opens the Edit row sidebar.
Scroll down to the very bottom of the sidebar, and find the Generate PDF using option,
Select a template from the dropdown and click Generate,
Once the PDF is created, it will appear in the Generated PDFs section – you’ll see a link to open it right away. From there, you can download or print it as needed:
2. Generate a PDF automatically for every submission
To get a PDF generated for each submission automatically, open your form in the editor and go to its Settings.
In the right panel, scroll down to Generate a PDF for all responses,
Enable the toggle and select a template from the dropdown:
💡 This works well when you want every submission to produce the same type of PDF – for example, letting your team grab an instant client request summary.
From now on, every new submission will automatically generate a PDF using the chosen template.
3. Generate PDFs based on certain conditions
You can also set up logic rules to generate PDFs conditionally – depending on the user’s input or variable values. This lets you create different documents for different scenarios.
💡 Check out our What is logic in Formaloo article to see how you can customize your form or app behavior and create personalized flows using condition-based actions.
To set up conditional logic, edit your form and go to Settings → Advanced logic:
In the On Submit or On Update section, add a new rule(s),
Define the conditions and choose which PDF template should be used:
Examples:
Pick which proposal template to use depending on the services selected by the client:
If
Service typeisBranding, thenGenerate a PDFusingBranding ProposalIf
Service typeisSocial Media Marketing, thenGenerate a PDFusingSMM Proposal
Generate a course completion certificate only for users who successfully passed the final quiz:
If
Final scoreis greater than or equal to90, thenGenerate a PDFusingCourse completion certificate
💡 With On Update logic, you can also automate actions whenever a response is modified – not just when it’s first submitted. This is especially useful for keeping your PDFs and notifications up to date as projects evolve, without extra manual work.
How PDFs are stored and managed
Every PDF (generated manually or automatically) is saved in the Generated PDFs section, which you can access by opening/editing any submission row:
For quick access, you can also add a Generated PDFs column right to your Responses table to open the list with one click.
Go to Options above the table → Columns → add View all PDFs column to visible ones:
Each entry will show the PDF's name (a link), the template used, and a timestamp (when it was generated),
You can regenerate PDFs after making any changes to the submission – they will always use the latest data,
PDFs are never overwritten – whenever you (re)generate a PDF, a new copy is created.
All PDF links are included in exports, passed to synced Google Sheets, via webhooks, and API responses.
➡️ Next step: Want to deliver these PDFs automatically? Check out how to send custom PDFs via email notifications.