Your WordPress form just captured a client inquiry.
Now you need to send them a professional record—a quote, a confirmation, or proof of submission.
Manually copying the data into Word, formatting it, exporting to PDF, and sending it back takes 10–15 minutes per submission.
When you’re handling dozens of forms a day, that adds up. There’s a faster way.
Convert form submissions directly to branded PDFs with Everest Forms. Your clients get a professional record instantly. Your team keeps everything organized in one place.
We’ll walk you through the entire setup, including how to customize PDF templates, auto-email submissions, and export completed forms as files.
Introduction to PDF Form Submission Feature
A form submission-to-PDF tool takes the data someone entered into your WordPress form and transforms it into a professionally formatted, downloadable PDF file.
When a client fills out your contact form, quote request, or intake form, instead of that data sitting in a database or arriving as plain text in your inbox, it becomes a branded, shareable document. You can customize the layout, add your logo, choose fonts and colors, and either download it manually or send it automatically to the client.
Why this matters: Forms collect structured data, but clients and teams expect professional documents. A PDF is universally recognized, easily archivable, and looks polished compared to a screenshot or email forwarding. For compliance-heavy industries (legal, healthcare, real estate), PDFs are often required for record-keeping.
Here’s the time difference:
- Manual method: Copy data from form → paste into Word/Docs → format → export → email. Result: 10–15 minutes per submission.
- Everest Forms PDF add-on: Form submission triggers automated PDF generation with your branding, auto-email to client. Result: 30 seconds per submission.
With Everest Forms, you get full control over layout, colors, fonts, headers, logos, and templates—all without leaving WordPress. Multiple clients can generate properly branded PDFs instantly, and every submission is automatically archived in your form entries.
How to Convert WordPress Form Submissions to PDF Using Everest Forms
Step 1: Install and Activate Everest Forms and Everest Forms Pro
To use the PDF conversion feature, you need both the free plugin and the Pro version.
Go to your WordPress dashboard and navigate to Plugins > Add New. Search for Everest Forms, install it, and activate it.
Next, you’ll need Everest Forms Pro. Purchase a license and install the Pro add-on. Refer to the official Everest Forms documentation on installing Pro and connecting it to your free version.
Note: The PDF Submissions add-on only works with the Pro version.
Step 2: Activate the PDF Submissions Add-on
In your WordPress dashboard, go to Everest Forms > Add-ons.
Find PDF Form Submission and click the toggle button to activate it.
You’ll see a confirmation message. You’re now ready to set up PDFs for your forms.
Step 3: Create or Select a Form
You’ll need a form to attach the PDF conversion to.
If you don’t have one yet, go to Everest Forms > Add New and choose from pre-built templates (contact forms, application forms, quote requests, etc.) or start from scratch.
For this guide, we’ll use a contact form as an example, but the PDF setup works the same for any form type.
Once your form is created and you’ve added your fields, proceed to the next step.
Step 4: Enable PDF Submission for Your Form
Open the form you want to enable PDFs for and go to the Settings tab.
Scroll down to find PDF Submission and toggle it ON.
A panel of customization options will appear below. Save your form.
Step 5: Customize Your PDF Template
Now you’ll see all the options to make the PDF look professional.
- PDF Template: Choose from three pre-built layouts—Left Header, Center Header, or Right Header. Pick the one that best matches your branding.
- Header Logo: Upload your company logo. This appears at the top of every PDF your form generates.
- Header Details: From the dropdown, choose what information appears in the PDF header: Form Name, Site Title, Site URL, or custom text.
- Custom Header Text: Add a custom heading like “Project Inquiry Confirmation” or “Client Intake Form.”
- Paper Size: Select your paper size—Letter (8.5″ × 11″), A4, Legal, or other options. Stick with Letter if you’re in North America.
- Orientation: Choose Portrait (vertical) or Landscape (horizontal). Portrait is standard for most forms.
- Font Family, Size, and Color: Match these to your branding. Keep font size at 11–12pt for readability.
- Background Image or Color: Add a subtle background image or solid background color. Don’t overdo this—it can make text hard to read.
- Enable Multi-Column PDF: Turn this on if you want form entries displayed in two columns instead of one. Useful for forms with many short fields.
- Hide Empty Fields: Toggle this on if you want blank fields to disappear from the PDF. Useful for optional fields that clutter the output.
- Enable Choose Fields: If you only want certain fields to appear in the PDF, click this toggle and select which fields to show. This is the best way to hide internal notes or admin fields.
- Download PDF After Form Submit: Turn this ON so customers see a download prompt immediately after submitting. This is the single best feature for client satisfaction.
- Reverse Text (RTL): If you use Arabic, Hebrew, or another right-to-left language, toggle this on.
Once you’ve customized all settings, click Save.
Step 6: Publish Your Form
With your PDF settings in place, embed your form on a page or post.
Click the Embed button at the top of the form builder.
Choose to embed on an existing page or create a new page. Name your page (e.g., “Contact Us” or “Project Inquiry”) and publish it.
Your form is now live and will generate PDFs automatically.
Step 7: Export Form Submissions as PDF
Once your form has received submissions, you can export individual entries or batches as PDFs.
Go to Everest Forms > Entries.
Select the form from the dropdown menu. You’ll see a table of all submissions.
For each entry, you’ll see an Export to PDF button in the Actions column. Click it to download that submission as a PDF file.
You can also set up automatic email delivery—see the FAQ section below for how to auto-email PDFs to clients.
International and Advanced Considerations
Multi-language support: If your clients submit forms in Arabic, Hebrew, or other RTL (right-to-left) languages, enable the Reverse Text (RTL) toggle in PDF settings. This ensures text alignment and reading direction are correct.
Large forms with page breaks: If your form has many fields, the PDF may span multiple pages. You can control where pages break by adjusting paper size and font size in the settings.
Custom PDF styling: For advanced users, Everest Forms also offers hooks and filters to customize PDF output beyond the built-in options. See the developer documentation for details.
Compliance requirements: In regulated industries, PDFs must be archived alongside metadata (submission date, IP address, etc.). Everest Forms stores this data in WordPress, so you can rely on your standard WordPress backup and archival procedures.
Common Mistakes When Converting Form Submissions to PDF
Mistake 1: Using generic templates Sending clients a plain, un-branded PDF looks amateur. Always customize with your logo, colors, and branding. A client sees your PDF and immediately knows it’s from your business—that credibility matters.
Mistake 2: Including unnecessary form fields in the PDF Not every field should print. If you collect an internal note or a checkbox for “subscribe to newsletter,” those don’t belong in the client-facing PDF. Use the “Enable Choose Fields” option to show only what matters.
Mistake 3: Hiding empty fields without telling users If a field is optional and the client leaves it blank, a PDF that just skips it can look broken. Either disable the “Hide Empty Fields” toggle (so blank fields still appear) or make it clear in your form instructions which fields are optional.
Mistake 4: Not testing the PDF layout before going live Set up a test form submission, generate the PDF, and check it on multiple devices. Fonts, page breaks, and image positioning can surprise you. Always test before your first real client submission.
Mistake 5: Forgetting to enable PDF auto-download for clients If clients have to log in or navigate to find their PDF, they won’t bother. Enable “Download PDF After Form Submit” so the PDF appears immediately after they hit submit. This is your one chance to impress them.
Why Converting Form Submissions to PDF Matters for Your Business
1. Save time on manual work Without automatic PDF conversion, your workflow looks like this: form submission → copy data → paste into document template → format → export → email. For a small business handling 20 form submissions per week, that’s 3–5 hours of admin work gone. Automation reclaims that time.
2. Create a consistent client experience Every PDF that leaves your business should look the same—your logo, your branding, your fonts. Manual conversion means inconsistency. An automated system ensures every client gets a polished, professional record, building trust.
3. Simplify record-keeping and compliance If your industry requires you to archive form submissions (healthcare, legal, finance, real estate), PDFs are often the required format. A plugin that generates PDFs automatically means you’re compliant by default, not scrambling afterward.
4. Enable client self-service Some businesses let clients download their own PDF confirmations immediately after submitting a form. This reduces support emails (“Where’s my receipt?”) and improves satisfaction.
5. Integrate with your email workflow Auto-email PDFs to clients, colleagues, or yourself. The PDF arrives in their inbox without them having to download anything from your site.
Frequently Asked Questions
Q: Do I need Everest Forms Pro to use PDF conversion? A: Yes. The PDF Submissions add-on is only available with Everest Forms Pro. The free version doesn’t include this feature.
Q: Can I auto-email the PDF to the client after they submit the form? A: Yes. With Everest Forms Pro, you can set up email notifications that include the PDF as an attachment. This happens automatically after form submission. Configure this in the Email Notifications section of your form settings.
Q: What file formats does Everest Forms support for PDFs? A: Everest Forms generates standard PDF files (.pdf). These open in any PDF reader and can be printed, archived, or shared without compatibility issues.
Q: Can I use Everest Forms PDFs for legally binding documents? A: Everest Forms generates professional PDFs suitable for business records, confirmations, and receipts. For legally binding documents (contracts, waivers, agreements), consult with a lawyer about what additional steps (digital signatures, notarization) your jurisdiction requires. Everest Forms provides the framework, but legal validity depends on your industry and local regulations.
Q: How do I hide certain fields from appearing in the PDF? A: Use the Enable Choose Fields toggle in PDF settings. When enabled, you can check or uncheck individual form fields to control what appears in the final PDF. This is perfect for hiding internal notes, admin fields, or sensitive information from the client-facing PDF.
Q: Can I use Everest Forms to create branded PDFs for multiple different forms? A: Absolutely. Each form can have its own PDF template, logo, colors, and layout. So your “Contact Us” form and your “Project Inquiry” form can generate completely different-looking PDFs. Set up PDF customization individually per form in the Settings > PDF Submission section.
Q: How long are PDFs stored on my server? A: PDFs are not stored as separate files on your server. Instead, they’re generated on-the-fly when you download them or when they’re emailed to a client. This saves storage space and keeps your server lean. The underlying form data is stored in WordPress, so as long as you maintain your WordPress database, you can regenerate PDFs anytime.
Q: How do I troubleshoot if PDFs aren’t generating? A: First, confirm the PDF Submissions add-on is activated (Everest Forms > Add-ons > toggle on). Second, make sure PDF Submission is enabled for your specific form (Settings > PDF Submission > toggle on). Third, check that your WordPress hosting supports the PDF library (most do). If you’re still seeing issues, contact Everest Forms support with a screenshot of your PDF settings. Try Everest Forms Pro free →
Wrapping Up
Converting form submissions to PDF is one of the fastest ways to professionalize your client interactions and save your team hours of manual work each week. With Everest Forms, you go from a 10–15 minute manual process to an automatic, branded PDF in seconds.
Your next step: Set up the free Everest Forms plugin, upgrade to Pro, activate the PDF Submissions add-on, and test it with a sample form. Most teams report seeing time savings immediately.
For more on what Everest Forms can do beyond PDFs—conditional logic, file uploads, multi-step forms, Zapier integrations, and more—check out our full feature guide.