Zapier

Prerequisites

A PolyDoc account and API key - sign up for free, no credit card required. The free plan includes 150 conversions per month.
A Zapier account - sign up for free. The PolyDoc app is in the Zapier App Directory. The trigger and the PolyDoc action used in each use case are standard apps that run on the free plan.

PolyDoc is a published Zapier app, so you pick an action straight from the list, connect your API key once, and map fields. There is no code step and no storage bucket to set up. This guide covers three use cases: a PDF, a website screenshot, and an e-invoice.

Each published template is two steps: a trigger plus one PolyDoc action. Two-step Zaps run on Zapier's free plan. Every use case below adds an optional third step to show what you can do with the generated file. A Zap with three or more steps needs a paid Zapier plan, so you can either upgrade, or skip the third step by setting the PolyDoc action's Delivery to Webhook or Cloud Storage (presigned URL) and let PolyDoc deliver the file directly.

Use Case 1: Invoice PDFs from a spreadsheet

Turn each new row in a Google Sheet into an invoice PDF with the PolyDoc app, then email it.
Google Sheets (New Spreadsheet Row) → PolyDoc (Create PDF) → Gmail

The trigger plus Create PDF are the two-step template that runs on the free plan. The Gmail step is the optional third step; see the note on it.

1. Add the Google Sheets trigger

Put your invoice data in a Google Sheet, one invoice per row. Copy the header and the example row below straight into an empty sheet to get started:

Invoice Number	Invoice Date	Customer Name	Customer Email	Amount
INV-1001	2026-07-01	Acme GmbH	billing@acme.example	1200.00

Click + Create Zap and set the trigger to Google Sheets → New Spreadsheet Row. Connect your Google account, then pick the Spreadsheet and Worksheet. Click Test trigger; Zapier pulls a sample row so every column is ready to map in the next step.

The trigger is interchangeable. Google Sheets is shown here, but any trigger works. Common swaps: Airtable, Microsoft Excel, a form (Typeform, Jotform), or any of Zapier's other triggers. Keep the column names your data uses and adjust the field mapping in the next step.

2. Add the PolyDoc Create PDF action

Add an action and search for PolyDoc. Pick the Create PDF event. The first time you use it, Zapier asks you to connect an account: paste your API key from the Dashboard. Leave Sandbox on while you test, then turn it off before publishing.

Configure the action:

Source: Template
Template ID: your PolyDoc template short ID, e.g. a1b-c2d from the Dashboard Templates page
Template Data (JSON): a JSON object built from the spreadsheet columns (use the field picker to insert each value):

{
  "invoice_number": "{{Invoice Number}}",
  "invoice_date":   "{{Invoice Date}}",
  "customer_name":  "{{Customer Name}}",
  "customer_email": "{{Customer Email}}",
  "invoice_total":  {{Amount}}
}

Delivery: Download (file) so the PDF comes back as a File you can attach in the next step

Click Test step. PolyDoc renders the PDF and returns a File, filename, and conversionId in the output.

Keep the Sandbox toggle on while you build. Sandbox requests return a watermarked PDF and don't count against your quota. Turn it off before publishing the Zap.

The example uses a template as the source. Set Source to URL or HTML instead to render a live page or inline markup; see the Templates section.

3. Deliver the PDF (optional)

Add Gmail → Send Email with these mappings:

To: Customer Email from the spreadsheet row
Subject: Invoice <Invoice Number from the row>
Attachments: File from the PolyDoc step

Test the chain end to end. Every new row added to the sheet now generates a PDF and emails it automatically.

This third step is an example. It shows one way to use the file PolyDoc returns. The published template stops at two steps (the trigger plus the PolyDoc action) because a Zap with three or more steps needs a paid Zapier plan. To handle the file without a third step, set the PolyDoc action's Delivery to Webhook or Cloud Storage (presigned URL): PolyDoc then pushes the file straight to your endpoint or storage bucket and the Zap stays at two steps.

The delivery tool is interchangeable. Gmail is shown here; Outlook, Slack, Google Drive, Dropbox, or any Zapier action that accepts a file works the same way. Map the PolyDoc File output into it.

Use Case 2: Scheduled website screenshots

Capture a screenshot of a web page on a schedule with the PolyDoc app, then store it.
Schedule by Zapier (Every Day) → PolyDoc (Capture Screenshot) → Google Drive

The schedule plus Capture Screenshot are the two-step template that runs on the free plan. The Google Drive step is the optional third step.

1. Add the schedule trigger

Click + Create Zap and set the trigger to Schedule by Zapier → Every Day. Pick the time of day the capture should run, then click Test trigger to continue.

The trigger is interchangeable. A daily schedule is shown here; use Every Hour or Every Week for a different cadence, or swap in any other trigger (a new row, a form submission, a webhook) to capture on an event instead of on a timer.

2. Add the PolyDoc Capture Screenshot action

Add an action, search for PolyDoc, and pick Capture Screenshot. Connect your account with the API key from the Dashboard if you haven't already. Leave Sandbox on while you test.

Configure the action:

Source: URL
URL: the page to capture, e.g. https://example.com
Image Type: PNG (or JPEG / WebP)
Full Page: True to capture the whole scrollable page, False for just the viewport
Viewport Width / Height: e.g. 1280 x 800
Delivery: Download (file) so the image comes back as a File

Click Test step. PolyDoc captures the page and returns the image as a File.

Keep the Sandbox toggle on while you build. Sandbox requests return a watermarked image and don't count against your quota. Turn it off before publishing the Zap.

3. Store the screenshot (optional)

Add Google Drive → Upload File with these mappings:

Drive: My Google Drive
Folder: the destination folder for your captures
File: the File output from the PolyDoc step
File Name: leave blank to keep PolyDoc's filename, or set your own, e.g. homepage.png

Test the chain. Each scheduled run captures the page and saves the image to Drive.

The storage tool is interchangeable. Google Drive is shown here; Dropbox, OneDrive, Amazon S3, or an email step work the same way. Map the PolyDoc File output into it.

Use Case 3: Compliant e-invoices from incoming data

Turn incoming invoice data into a compliant e-invoice: a PDF/A-3 that a person can read and that carries embedded EN 16931 XML for accounting software (ZUGFeRD or Factur-X).
Google Sheets (New Spreadsheet Row) → PolyDoc (Generate E-Invoice) → Gmail

The trigger plus Generate E-Invoice are the two-step template that runs on the free plan. The Gmail step is the optional third step. An e-invoice carries its information twice, so you fill in two inputs: a Source for the visible PDF and Invoice Data (JSON) for the embedded XML. Keep the two consistent.

1. Collect the incoming data

Collect the incoming invoice data, one invoice per row. Copy the header and the example row below straight into an empty sheet to get started (it covers a single-line invoice):

Invoice Number	Issue Date	Due Date	Buyer Name	Buyer Email	Buyer Street	Buyer City	Buyer Postal	Buyer Country	Description	Quantity	Unit Price	VAT Rate	Net	VAT Amount	Gross
INV-2026-001	2026-07-01	2026-07-31	Maison Dupont SARL	billing@maisondupont.example	12 Rue de Rivoli	Paris	75001	FR	Consulting services	10	100.00	20	1000.00	200.00	1200.00

Buyer Country is a 2-letter country code, e.g. FR.
Make Net, VAT Amount, and Gross sheet formulas so every row reconciles: Net = Quantity * Unit Price, VAT Amount = Net * VAT Rate / 100, Gross = Net + VAT Amount. The example row above already follows this.

Click + Create Zap and set the trigger to Google Sheets → New Spreadsheet Row. Connect the account, pick the spreadsheet and worksheet, and click Test trigger to pull a sample row.

The trigger is interchangeable. A Google Sheet is shown as a simple, free source of incoming data. Swap in a form (Typeform, Jotform), Zapier Tables, or a store trigger (Stripe, WooCommerce, Shopify). For real-time pushes from your own system, use Webhooks by Zapier (a premium trigger that needs a paid plan). Whatever the source, map its fields into the JSON in the next step.

2. Add the PolyDoc Generate E-Invoice action

Add an action, search for PolyDoc, and pick Generate E-Invoice. Connect your account with the API key from the Dashboard if you haven't already. Leave Sandbox on while you test.

Configure the visible PDF (the Source):

Source: Template
Template ID: a saved PolyDoc invoice template short ID from the Templates page
Template Data (JSON): mapped from the row (this drives what the invoice looks like):

{
  "invoice_number": "{{Invoice Number}}",
  "issue_date":     "{{Issue Date}}",
  "due_date":       "{{Due Date}}",
  "buyer_name":     "{{Buyer Name}}",
  "buyer_address":  "{{Buyer Street}}, {{Buyer Postal}} {{Buyer City}}, {{Buyer Country}}",
  "description":    "{{Description}}",
  "quantity":       {{Quantity}},
  "unit_price":     {{Unit Price}},
  "net":            {{Net}},
  "vat_rate":       {{VAT Rate}},
  "vat_amount":     {{VAT Amount}},
  "gross":          {{Gross}}
}

Then set the e-invoice options and the structured data for the embedded XML:

Standard: ZUGFeRD or Factur-X (pick what your recipient expects; both embed EN 16931 XML)
Profile: EN 16931 (the safe default)
Invoice Data (JSON): mapped from the same row. Your own company is the constant seller; the buyer and line come from the row:

{
  "number":       "{{Invoice Number}}",
  "issueDate":    "{{Issue Date}}",
  "dueDate":      "{{Due Date}}",
  "currencyCode": "EUR",
  "seller": {
    "name": "Your Company GmbH",
    "address": { "line1": "Main St 1", "city": "Berlin", "postalCode": "10115", "countryCode": "DE" },
    "taxId": "DE123456789"
  },
  "buyer": {
    "name": "{{Buyer Name}}",
    "address": {
      "line1": "{{Buyer Street}}",
      "city": "{{Buyer City}}",
      "postalCode": "{{Buyer Postal}}",
      "countryCode": "{{Buyer Country}}"
    }
  },
  "lines": [
    {
      "description": "{{Description}}",
      "quantity": {{Quantity}},
      "unitPrice": {{Unit Price}},
      "lineTotal": {{Net}},
      "vatRate": {{VAT Rate}},
      "vatCategoryCode": "S"
    }
  ],
  "taxSummary": [
    { "categoryCode": "S", "rate": {{VAT Rate}}, "taxableAmount": {{Net}}, "taxAmount": {{VAT Amount}} }
  ],
  "paymentTerms": "Net 30 days",
  "totalNetAmount": {{Net}},
  "totalTaxAmount": {{VAT Amount}},
  "totalGrossAmount": {{Gross}}
}

Verify: Yes while you build, so PolyDoc rejects a non-compliant invoice instead of returning it
Delivery: Download (file) so the e-invoice comes back as a File

Click Test step. PolyDoc renders the PDF, embeds the XML, and returns the e-invoice as a File.

Prefer a self-contained test? Set Source to HTML and paste an inline invoice instead of using a template. The full field reference, the profile differences, and a complete HTML example are in the e-invoice schema.

If you get an HTTP 422, the invoice is not EN 16931 compliant. Usual causes: no dueDate or paymentTerms; totals that don't reconcile (net + tax = gross); a missing seller taxId when a line uses VAT category S; or wrong code lengths (currencyCode is 3 letters, countryCode is 2). The error message names the failing rule.

3. Send the e-invoice (optional)

Add Gmail → Send Email with these mappings:

To: Buyer Email from the row
Subject: Invoice <Invoice Number from the row>
Attachments: File from the PolyDoc step

Test the chain end to end. Every new row now generates a compliant e-invoice and emails it automatically.

The delivery tool is interchangeable. Gmail is shown here; Outlook, Google Drive, Dropbox, or any Zapier action that accepts a file works the same way. Map the PolyDoc File output into it.

Next steps

New to PolyDoc? Create a free account - 150 conversions per month, no credit card.
Compare options: see how PolyDoc compares to other HTML-to-PDF APIs.
EU e-invoicing: PolyDoc also generates Factur-X and ZUGFeRD e-invoices from JSON.

Prerequisites​

Use Case 1: Invoice PDFs from a spreadsheet​

1. Add the Google Sheets trigger​

2. Add the PolyDoc Create PDF action​

3. Deliver the PDF (optional)​

Use Case 2: Scheduled website screenshots​

1. Add the schedule trigger​

2. Add the PolyDoc Capture Screenshot action​

3. Store the screenshot (optional)​

Use Case 3: Compliant e-invoices from incoming data​

1. Collect the incoming data​

2. Add the PolyDoc Generate E-Invoice action​

3. Send the e-invoice (optional)​

Next steps​