{
"workflow": {
"id": 5745,
"name": "Auto-generate and auto-fill business documents with Google Sheets & Gmail",
"views": 2335,
"recentViews": 1,
"totalViews": 2335,
"createdAt": "2025-07-07T10:59:29.201Z",
"description": "This workflow automates the generation and delivery of personalized business documents (e.g., **contracts, job offers, invoices, pay slips**) in **PDF format**. The data source is a **Google Sheet**, and the documents are created using CraftMyPDF, then uploaded to Google Drive and optionally sent via email.\n\nThis workflow **is ideal for bulk document generation (contracts, invoices, etc.) with minimal manual intervention**.\n\n---\n\n### Benefits\n\n* **Fully Automated**: Once triggered, it handles the whole pipeline end-to-end—no manual editing or document creation needed.\n* **Customizable**: Works with any type of business document as long as you provide a CraftMyPDF template.\n* **Scalable**: Processes multiple entries in batch, ideal for HR departments or finance teams.\n* **Integrated**: Seamlessly connects Google Sheets, CraftMyPDF, Google Drive, and Gmail.\n* **Trackable**: Updates the original spreadsheet to keep track of which documents have been processed.\n\n---\n\n### Requirements\n\n* Self-hosted n8n instance (required for some advanced node usage).\n* Google Sheet template with columns like: `FIRST NAME`, `LAST NAME`, `ADDRESS`, etc.\n* A CraftMyPDF account with a ready-made template.\n* Google OAuth2 credentials for Sheets, Drive, and Gmail integrations.\n\n---\n\n### **How It Works** \n1. **Trigger & Data Fetch**: \n - The workflow starts with a manual trigger (\"When clicking ‘Execute workflow’\"). \n - It retrieves employee data from a Google Sheet (\"Get employees\"), filtering rows where the \"DONE\" column is empty. \n\n2. **PDF Generation & Processing**: \n - The \"Loop Over Items\" node processes each employee record individually. \n - The \"Create agreement\" node uses CraftMyPDF to generate a PDF contract, populating it with employee details (name, address, email, etc.). \n - A conditional node (\"Success?\") checks if PDF creation was successful. \n\n3. **PDF Handling & Notifications**: \n - The PDF is fetched (\"Get agreement\") and uploaded to Google Drive (\"Upload agreement\") with a filename like `[First-Name]-[Last-Name].pdf`. \n - An email with the PDF attachment is sent to the employee via Gmail (\"Send email with PDF\"). \n\n4. **Tracking & Completion**: \n - The Google Sheet row is updated with \"x\" in the \"DONE\" column (\"Update row\") to mark completion. \n - The workflow merges results and loops until all records are processed. \n\n--- \n\n### **Set Up Steps** \n1. **Prerequisites**: \n - Use the **self-hosted version of n8n** (required for this workflow). \n - Clone the provided [Google Sheet template](https://docs.google.com/spreadsheets/d/1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg/edit?usp=sharing). \n\n2. **Configure CraftMyPDF**: \n - Create an account on [CraftMyPDF](https://app.craftmypdf.com/). \n - Design a PDF template and note its **Template ID**. Insert this ID in the \"Create agreement\" node. \n\n3. **Credentials Setup**: \n - Connect nodes to: \n - Google Sheets (to fetch/update data). \n - Google Drive (to store PDFs). \n - Gmail (to send emails). \n - CraftMyPDF (for PDF generation). \n\n4. **Customization**: \n - Adjust field mappings in the \"Create agreement\" node to match your PDF template placeholders. \n - Modify the email template in \"Send email with PDF\" as needed. \n\n5. **Execution**: \n - Run the workflow manually. It will process all rows lacking a \"DONE\" marker, generating PDFs, sending emails, and updating the sheet automatically. \n\n---\n### **Need help customizing?** \n[Contact me](mailto:info@n3w.it) for consulting and support or add me on [Linkedin](https://www.linkedin.com/in/davideboizza/). ",
"workflow": {
"id": "UJPZC5iE3WG9H1xs",
"meta": {
"instanceId": "a4bfc93e975ca233ac45ed7c9227d84cf5a2329310525917adaf3312e10d5462",
"templateCredsSetupCompleted": true
},
"name": "Auto-Generate Business Documents in PDF",
"tags": [],
"nodes": [
{
"id": "171902dc-bc1e-41a0-bbde-f9ad294a25a8",
"name": "When clicking ‘Execute workflow’",
"type": "n8n-nodes-base.manualTrigger",
"position": [
-440,
-60
],
"parameters": {},
"typeVersion": 1
},
{
"id": "e506b2b6-4948-4fd5-b292-bb60de3584f6",
"name": "Loop Over Items",
"type": "n8n-nodes-base.splitInBatches",
"position": [
80,
-60
],
"parameters": {
"options": {}
},
"typeVersion": 3
},
{
"id": "4621dd93-5acd-4c52-862d-859973a25cf2",
"name": "Get employees",
"type": "n8n-nodes-base.googleSheets",
"position": [
-160,
-60
],
"parameters": {
"options": {},
"filtersUI": {
"values": [
{
"lookupColumn": "DONE"
}
]
},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg/edit#gid=0",
"cachedResultName": "Foglio1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg/edit?usp=drivesdk",
"cachedResultName": " Job Application\tPDFs"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"id": "credential-id",
"name": "googleSheetsOAuth2Api Credential"
}
},
"typeVersion": 4.6
},
{
"id": "6a0caf1d-301e-49fb-8f7a-d902a80b8476",
"name": "Create agreement",
"type": "n8n-nodes-craftmypdf.craftMyPdf",
"position": [
340,
-40
],
"parameters": {
"data": "={\n \"first_name\": \"{{ $json[\"FIRST NAME\"] }}\",\n \"last_name\": \"{{ $json[\"LAST NAME\"] }}\",\n \"address_street1\": \"{{ $json.ADDRESS }}\",\n \"address_street2\": \"\",\n \"address_city\": \"{{ $json.CITY }}\",\n \"address_state\": \"{{ $json.STATE }}\",\n \"address_postal\": \"{{ $json[\"ZIP CODE\"] }}\",\n \"address_country\": \"{{ $json.COUNTRY }}\",\n \"email\": \"{{ $json.EMAIL }}\",\n \"phone_number\": \"{{ $json.PHONE }}\",\n \"position\": \"{{ $json.POSITION }}\"\n}",
"resource": "pdf",
"templateId": "30c77b239c7aa810"
},
"credentials": {
"craftMyPdfApi": {
"id": "credential-id",
"name": "craftMyPdfApi Credential"
}
},
"typeVersion": 1
},
{
"id": "35b1c198-c56c-4826-91aa-664686bf3ca0",
"name": "Get agreement",
"type": "n8n-nodes-base.httpRequest",
"position": [
860,
-60
],
"parameters": {
"url": "={{ $('Create agreement').item.json.file }}",
"options": {}
},
"typeVersion": 4.2
},
{
"id": "1a7ce678-eb84-4213-a0ef-539854353e81",
"name": "Upload agreement",
"type": "n8n-nodes-base.googleDrive",
"position": [
340,
200
],
"parameters": {
"name": "={{ $('Get employees').item.json[\"FIRST NAME\"] }}-{{ $('Get employees').item.json[\"LAST NAME\"] }}.pdf",
"driveId": {
"__rl": true,
"mode": "list",
"value": "My Drive"
},
"options": {},
"folderId": {
"__rl": true,
"mode": "list",
"value": "1dksdhaLr6zt43_cyyLGdHCPsMajAM7FG",
"cachedResultUrl": "https://drive.google.com/drive/folders/1dksdhaLr6zt43_cyyLGdHCPsMajAM7FG",
"cachedResultName": "Job Application"
}
},
"credentials": {
"googleDriveOAuth2Api": {
"id": "credential-id",
"name": "googleDriveOAuth2Api Credential"
}
},
"typeVersion": 3
},
{
"id": "0024b884-2bc4-4c53-8d35-db61bb351880",
"name": "Update row",
"type": "n8n-nodes-base.googleSheets",
"position": [
860,
260
],
"parameters": {
"columns": {
"value": {
"DONE": "x",
"row_number": "={{ $('Loop Over Items').item.json.row_number }}"
},
"schema": [
{
"id": "FIRST NAME",
"type": "string",
"display": true,
"required": false,
"displayName": "FIRST NAME",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "LAST NAME",
"type": "string",
"display": true,
"required": false,
"displayName": "LAST NAME",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "ADDRESS",
"type": "string",
"display": true,
"required": false,
"displayName": "ADDRESS",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "CITY",
"type": "string",
"display": true,
"required": false,
"displayName": "CITY",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "STATE",
"type": "string",
"display": true,
"required": false,
"displayName": "STATE",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "ZIP CODE",
"type": "string",
"display": true,
"required": false,
"displayName": "ZIP CODE",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "COUNTRY",
"type": "string",
"display": true,
"required": false,
"displayName": "COUNTRY",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "EMAIL",
"type": "string",
"display": true,
"required": false,
"displayName": "EMAIL",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "PHONE",
"type": "string",
"display": true,
"required": false,
"displayName": "PHONE",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "POSITION",
"type": "string",
"display": true,
"required": false,
"displayName": "POSITION",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "DONE",
"type": "string",
"display": true,
"required": false,
"displayName": "DONE",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "row_number",
"type": "string",
"display": true,
"removed": false,
"readOnly": true,
"required": false,
"displayName": "row_number",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"row_number"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "update",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg/edit#gid=0",
"cachedResultName": "Foglio1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg/edit?usp=drivesdk",
"cachedResultName": " Job Application\tPDFs"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"id": "credential-id",
"name": "googleSheetsOAuth2Api Credential"
}
},
"typeVersion": 4.6
},
{
"id": "0c6b6f65-5331-4c80-8ad4-1e3d89361ecd",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-460,
-360
],
"parameters": {
"width": 520,
"height": 220,
"content": "## PRELIMINARY STEPS\n\nOnly works with the self-hosted version of n8n\n- Clone this [Sheet](https://docs.google.com/spreadsheets/d/1YQPuoEubRHJepRKdquks69Iqf2XdGVKfpWOdYwk3RMg/edit?usp=sharing)\n- Create an account on [CraftMyPDF](https://app.craftmypdf.com/)\n- Create a new PDF template\n- Get the Template ID and insert it in the \"Create aggreement\" node"
},
"typeVersion": 1
},
{
"id": "4cea2139-0fd1-4ec0-a48d-5adfcaad268f",
"name": "Success?",
"type": "n8n-nodes-base.if",
"position": [
580,
-40
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "21203490-bc55-4981-95ed-50674887967b",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.status }}",
"rightValue": "success"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "0701598a-fdb8-4fd3-8b2d-14487c82bf8c",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-460,
-620
],
"parameters": {
"color": 3,
"width": 520,
"height": 240,
"content": "## Auto-Generate Business Documents in PDF\n \n\nThis workflow allows you to generate contracts in bulk (job proposals, general documents, pay slips, invoices, contracts, etc.) in PDF format, starting from a Google Sheet containing the data to be inserted.\n\nAfter creating a PDF template (using CraftMyPDF), this workflow manages the entire process, from filling out the PDF files, to sending emails with attachments, to archiving them on Google Drive (or an equivalent system), in a fully automated way."
},
"typeVersion": 1
},
{
"id": "34ea77ea-cb4f-4227-be35-da9932f72111",
"name": "Merge",
"type": "n8n-nodes-base.merge",
"position": [
580,
260
],
"parameters": {},
"typeVersion": 3.2
},
{
"id": "18541572-a7fb-42b9-91ec-1275fd116ac7",
"name": "Send email with PDF",
"type": "n8n-nodes-base.gmail",
"position": [
340,
380
],
"webhookId": "ba0789c5-ed81-4139-a902-4056ab8e1681",
"parameters": {
"sendTo": "={{ $('Get employees').item.json.EMAIL }}",
"message": "=Hi {{ $('Get employees').item.json['FIRST NAME'] }} {{ $('Get employees').item.json['LAST NAME'] }},
\nAttached is our job proposal
\nBest,
\n[Company name]",
"options": {
"attachmentsUi": {
"attachmentsBinary": [
{}
]
},
"appendAttribution": false
},
"subject": "Job offer"
},
"credentials": {
"gmailOAuth2": {
"id": "credential-id",
"name": "gmailOAuth2 Credential"
}
},
"typeVersion": 2.1
}
],
"active": false,
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"versionId": "eb1f9c9b-1b50-485e-ab00-ed35e51a9c97",
"connections": {
"Merge": {
"main": [
[
{
"node": "Update row",
"type": "main",
"index": 0
}
]
]
},
"Success?": {
"main": [
[
{
"node": "Get agreement",
"type": "main",
"index": 0
}
]
]
},
"Update row": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Get agreement": {
"main": [
[
{
"node": "Upload agreement",
"type": "main",
"index": 0
},
{
"node": "Send email with PDF",
"type": "main",
"index": 0
}
]
]
},
"Get employees": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Loop Over Items": {
"main": [
[],
[
{
"node": "Create agreement",
"type": "main",
"index": 0
}
]
]
},
"Create agreement": {
"main": [
[
{
"node": "Success?",
"type": "main",
"index": 0
}
]
]
},
"Upload agreement": {
"main": [
[
{
"node": "Merge",
"type": "main",
"index": 0
}
]
]
},
"Send email with PDF": {
"main": [
[
{
"node": "Merge",
"type": "main",
"index": 1
}
]
]
},
"When clicking ‘Execute workflow’": {
"main": [
[
{
"node": "Get employees",
"type": "main",
"index": 0
}
]
]
}
}
},
"lastUpdatedBy": 29,
"workflowInfo": {
"nodeCount": 12,
"nodeTypes": {
"n8n-nodes-base.if": {
"count": 1
},
"n8n-nodes-base.gmail": {
"count": 1
},
"n8n-nodes-base.merge": {
"count": 1
},
"n8n-nodes-base.stickyNote": {
"count": 2
},
"n8n-nodes-base.googleDrive": {
"count": 1
},
"n8n-nodes-base.httpRequest": {
"count": 1
},
"n8n-nodes-base.googleSheets": {
"count": 2
},
"n8n-nodes-base.manualTrigger": {
"count": 1
},
"n8n-nodes-base.splitInBatches": {
"count": 1
},
"n8n-nodes-craftmypdf.craftMyPdf": {
"count": 1
}
}
},
"status": "published",
"user": {
"name": "Davide",
"username": "n3witalia",
"bio": "Full-stack Web Developer based in Italy specialising in Marketing & AI-powered automations. For business enquiries, send me an email at info@n3w.it or add me on Linkedin.com/in/davideboizza",
"verified": true,
"links": [
"https://n3w.it"
],
"avatar": "https://gravatar.com/avatar/d41b8a0aa81139243509c58870f5b4be292824a507ab57d10ed066d8628ed8da?r=pg&d=retro&size=200"
},
"nodes": [
{
"id": 18,
"icon": "file:googleSheets.svg",
"name": "n8n-nodes-base.googleSheets",
"codex": {
"data": {
"alias": [
"CSV",
"Sheet",
"Spreadsheet",
"GS"
],
"resources": {
"generic": [
{
"url": "https://n8n.io/blog/love-at-first-sight-ricardos-n8n-journey/",
"icon": "❤️",
"label": "Love at first sight: Ricardo’s n8n journey"
},
{
"url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/",
"icon": "🧬",
"label": "Why business process automation with n8n can change your daily life"
},
{
"url": "https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/",
"icon": "🧾",
"label": "Automatically Adding Expense Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n"
},
{
"url": "https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/",
"icon": "🎫",
"label": "Supercharging your conference registration process with n8n"
},
{
"url": "https://n8n.io/blog/creating-triggers-for-n8n-workflows-using-polling/",
"icon": "⏲",
"label": "Creating triggers for n8n workflows using polling"
},
{
"url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/",
"icon": "store",
"label": "6 e-commerce workflows to power up your Shopify s"
},
{
"url": "https://n8n.io/blog/migrating-community-metrics-to-orbit-using-n8n/",
"icon": "📈",
"label": "Migrating Community Metrics to Orbit using n8n"
},
{
"url": "https://n8n.io/blog/automate-google-apps-for-productivity/",
"icon": "💡",
"label": "15 Google apps you can combine and automate to increase productivity"
},
{
"url": "https://n8n.io/blog/your-business-doesnt-need-you-to-operate/",
"icon": " 🖥️",
"label": "Hey founders! Your business doesn't need you to operate"
},
{
"url": "https://n8n.io/blog/how-honest-burgers-use-automation-to-save-100k-per-year/",
"icon": "🍔",
"label": "How Honest Burgers Use Automation to Save $100k per year"
},
{
"url": "https://n8n.io/blog/how-a-digital-strategist-uses-n8n-for-online-marketing/",
"icon": "💻",
"label": "How a digital strategist uses n8n for online marketing"
},
{
"url": "https://n8n.io/blog/why-this-product-manager-loves-workflow-automation-with-n8n/",
"icon": "🧠",
"label": "Why this Product Manager loves workflow automation with n8n"
},
{
"url": "https://n8n.io/blog/sending-automated-congratulations-with-google-sheets-twilio-and-n8n/",
"icon": "🙌",
"label": "Sending Automated Congratulations with Google Sheets, Twilio, and n8n "
},
{
"url": "https://n8n.io/blog/how-a-membership-development-manager-automates-his-work-and-investments/",
"icon": "📈",
"label": "How a Membership Development Manager automates his work and investments"
},
{
"url": "https://n8n.io/blog/aws-workflow-automation/",
"label": "7 no-code workflow automations for Amazon Web Services"
}
],
"primaryDocumentation": [
{
"url": "https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.googlesheets/"
}
],
"credentialDocumentation": [
{
"url": "https://docs.n8n.io/integrations/builtin/credentials/google/oauth-single-service/"
}
]
},
"categories": [
"Data & Storage",
"Productivity"
],
"nodeVersion": "1.0",
"codexVersion": "1.0"
}
},
"group": "[\"input\",\"output\"]",
"defaults": {
"name": "Google Sheets"
},
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