For a PDF mail merge, the spreadsheet supplies the changing values and a reusable layout controls their position. In LinkoPDF, import a one-page PDF, place linked fields over it, and generate a document for each row or selected identifier group.
What changes, and what stays in the template?
Start by separating fixed content from variable content. A logo, heading, address block label, or footer can stay in the PDF design. A customer's name, invoice number, date, or amount should come from the spreadsheet.
This workflow produces personalized documents from records. Saving a spreadsheet as a PDF instead produces a printed view of the sheet. Choose based on whether you need the table itself or a separate document for each record.
LinkoPDF places text and other linked elements on a page layout. You do not need the source PDF to contain interactive form fields. For this workflow, use a one-page template; it is not a general tool for mapping arbitrary multi-page PDF forms.
1. Prepare a flat table
Put one unique header in each column and keep a consistent record structure. For a certificate, one row might contain a participant name, course, completion date, and certificate ID. For a simple invoice, it might contain client, invoice number, issue date, description, and total.
| Spreadsheet column | Where it appears in the PDF |
|---|---|
| Customer Name | Recipient block |
| Invoice # | Invoice reference |
| Date | Issue date |
| Description | Service description |
| Total | Amount due |
Use the five-record invoice CSV for a first test. If your workbook uses formulas, calculate and save the finished results before importing. Review formatted dates and identifiers in the imported data.
2. Bring in a clean PDF layout
Upload your one-page PDF in the editor or start from the included invoice design. A blank customer area is easier to work with than a copy of a previously issued document containing someone else's details. Remove old variable text from the source design before using it as a template.
Keep fixed labels where they belong, then place new linked fields in the blank areas. This avoids printing a new customer name on top of an old one. Leave space for realistic long values, not just the shortest sample name.
3. Connect columns to fields
Choose a text element and link it to the column that supplies its value. Repeat for each changing field. The visible column names make the connection easier to review, so descriptive headers such as Invoice # and Customer Name are better than unnamed columns.
For one document per row, keep records separate. If several spreadsheet rows belong on one invoice, choose the invoice number as the identifier and put the repeated service fields into a linked table. Use the grouped invoice guide for that setup.
Do not group by a name just because it repeats. Two certificates for the same participant or two invoices for the same client may need to remain separate documents.
4. Generate a small batch and inspect the result
The editor preview helps you position the layout. Generate a small batch to see the actual linked values in the output. Inspect the longest name, a long description, a large amount, and any row with a blank optional field.
- Compare the document count with your row count or distinct identifier count.
- Check that no text overlaps the fixed design or runs off the page.
- Confirm that dates, accents, and leading zeros survived the import.
- Review the largest linked table for page fit.
- Match each output document to the correct source record.
A successful file download does not by itself confirm that the mappings are correct. Review the populated documents before using the template for a larger batch.
5. Save the design for the next data file
Download individual PDFs in a ZIP when you need separate files, or choose a combined PDF when appropriate. Keep the source data and template together so you can reproduce the same output later.
For the next run, preserve the column names and import the updated file. Recheck the field connections if the source format changes. PDF generation does not email the documents or synchronize future spreadsheet edits.
Explore certificate templates, client report templates, or the invoice template builder depending on the document you need.