Many websites these days use WordPress Form Entries for event registrations, online payments, course enrollments, and service sign-ups.
In such cases, providing users with something to download after submitting a form greatly improves the experience.
This download could be a ticket, receipt, invoice, or certificate that users can save or print.
The problem is that WordPress forms don’t automatically generate PDFs.
Because of this, many people do this manually, which is time-consuming and boring.
In this article, I’ll show you a simple and tested way to automatically convert form entries to PDF using WPForms.
As soon as someone submits the form, the PDF will be automatically created and can also be sent via email.
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Table of Contents
Why should PDFs be automatically created from form entries?
Manual PDF creation is a very slow process.
You first have to export entries, then create the document, correct the layout, save the PDF, and then send it.
This process:
- It takes a lot of time
- Minor mistakes are made
- Each PDF can have a different design
- Automatic PDF generation eliminates all these problems.
Benefits:
- A PDF is ready as soon as every form is submitted
- Same professional design every time
- Records are easy to manage
- Users receive the document immediately
Automatic PDF Common Use Cases
Different websites generate different types of PDFs depending on your needs.
Consulting websites often provide PDFs of quotes and proposals so that clients have a clear written record.
Event websites create PDFs of tickets and registration slips that users can easily download or print.
Online stores generate PDFs of receipts and invoices, which serve as proof of payment.
Online courses provide PDFs of completion certificates and enrollment proof.
Legal and HR websites create PDFs of agreements, consent forms, and authorization documents.
Real estate websites provide PDFs of property descriptions and booking confirmations.
In every case, automatic PDF generation not only saves time but also makes the website more professional and trustworthy.
Step 1: Install and activate Vapors Pro
First, you’ll need to install WPForms Pro. WPForms is a powerful WordPress form plugin that comes with a PDF addon and generates PDFs as soon as forms are submitted.
Important to remember: The PDF feature is only available in WPForms Pro or higher plans. This option is not available in the free version.
How to Install WPForms
First, open your WordPress dashboard. Then go to Plugins → Add New → Upload Plugin. Upload the WPForms zip file. After the installation is complete, activate the plugin.
- Activate the License Key
- Once the plugin is activated, go to WPForms → Settings. Paste your license key. Then click Verify Key.
- Install the PDF Addon
- Now open the WPForms → Addons section. Search for the PDF Addon here. Click Install Addon.
Once this is done, the PDF generation feature is fully ready, and you can automatically create PDFs from your WordPress forms.
Step 2: Create your own form or use an existing form
- Go to WPForms → Add New.
- Write down the name of the form so it’s easy to identify later.
You can use three options:
Creating a new form from scratch Using the AI form builder Selecting a ready-made template
For example, the Terms of Service or Agreement Form template is great.
In the Form Builder: Fields are on the left side Live preview of the form is on the right side You can change the text of the fields, make them required, and change the order. If creating a legal or confirmation form, be sure to add a Signature field.
Step 3: Notifications and Confirmations Set
Notifications mean email alerts.
You may want to: Send an email to the admin
Send an email with a PDF to the user To do this: Settings → Notifications
Add a New Notification Use a Smart Tag for user emails
In Confirmations, you decide whether, after a form is submitted: A message should be displayed Or the user should be redirected to a page A simple message is also sufficient.
Step 4: PDF Settings Configure
Within the Form Builder: Settings → PDF → Add New PDF Name the PDF.
Use smart tags for the file name, such as: FormName-EntryID.pdf
This makes each PDF unique.
Select which email notification the PDF should be attached to.
Then choose a PDF template, such as: Documents Certificates Financial Forms The Legal style template is best for legal forms.
Step 5: Customize and design the PDF
Edit PDF Content Write
your content by clicking on the text in the PDF preview.
You can paste your rules, terms, or information here.
User data is automatically displayed using Smart Tags.
Signature and date fields are also automatically filled.
Customize PDF Design
In the Appearance section: Select a theme Choose brand colors Upload your logo
You can also set the logo size and position.
This makes the PDF look professional and branded.
Step 6: Advanced PDF Settings
Choose the paper size.
Select the orientation.
For security, you can:
Give access only to logged-in users Or password protect the PDF.
Password protection is best for sensitive documents.
Step 7: PDF Generation Test
Open the form preview.
Fill in the test data and submit.
Then: WPForms → Entries Open the entry Click the PDF link
Check that: The data is coming in correctly
The design looks good
The logo and colors are correct Also check the PDF attachment in the email notification.
If the email isn’t arriving, use WP Mail SMTP.
Step 8: Form Website Embed
Save your form.
Then click the Embed button.
You can either create a new page.
Add the form to an existing page.
See the page preview and also check the mobile view so that the form looks good on every device.
If everything is okay, click the Publish button to make the page live.
Conclutions – WordPress Form Entries
Now, whenever a user submits your form, the PDF will be automatically generated.
You won’t need to do anything manually.
Method:
Saves time Reduces errors Makes the website look professional Improves user experience
