Getting started

Quick Start

PDF Generator connects to your HubSpot portal via OAuth. Once connected, you can create PDF templates with dynamic variables and generate documents from any CRM record or Workflow — in under 5 minutes.

1

Connect your HubSpot portal

Go to automaticpdfhub.cloud/install and complete the HubSpot OAuth flow. We only request the permissions needed to read your CRM properties and upload files to HubSpot Files.

2

Create your first template

You'll be redirected to the template editor after connecting. Use the drag & drop editor to design your document — add text blocks, images, tables and insert HubSpot variables like {{contact.firstname}}.

3

Generate your first PDF

Open any Contact, Deal, or Company record in HubSpot. Find the PDF Generator card in the right sidebar, select your template, and click Generate PDF. The file is stored in HubSpot Files instantly.

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Tip: To access the template editor at any time, go to Settings → Installed Apps → PDF Generator → Open template editor inside HubSpot.

Templates

Template Editor

The editor provides a visual A4 canvas with a drag & drop interface. No HTML or coding knowledge required.

Available blocks

Block	Description
`Section`	Full-width container. Use as the top-level wrapper for each row of content.
`Columns`	Splits content into 2 or 3 horizontal columns.
`Heading`	Title text. Supports bold, italic, color, alignment.
`Text`	Paragraph text with rich text formatting toolbar.
`Image`	Upload an image or paste a URL. Supports width/height control.
`List`	Bulleted or numbered list.
`Divider`	Horizontal line for visual separation.
`Spacer`	Blank vertical space. Useful for layout control.
`Free HTML`	Paste any custom HTML. Advanced users only.

Page settings

Click the canvas background (outside any block) to open the document properties panel:

Page size — A4, Letter, or custom (e.g. 210mm x 297mm)
Background color — defaults to white
Template name — shown in the top nav bar; saved with the template
Object type — restrict the template to Contacts, Deals, or Companies

AI Chat

Click the AI button in the bottom-right corner to open the AI chat. Describe what you need in plain language:

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"A header with the company logo on the left and the deal name on the right"
"A 3-column pricing table with teal headers"
The AI generates the HTML block and inserts it into the canvas. You can also click ✎ on any existing block to ask the AI to modify it.

Saving templates

Click Save Template in the top navigation bar. Templates are stored in your workspace and accessible from the Dashboard and the CRM card.

Variables

HubSpot Variables

Variables are placeholders in your template that get replaced with real CRM data when the PDF is generated. The syntax is:

{{ object.property }}

// Examples:
{{ contact.firstname }}
{{ deal.amount }}
{{ company.name }}

You can insert variables by typing them directly or by using the HubSpot Variables panel on the left sidebar — search for any property and click to insert it at the cursor position.

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Property names are case-sensitive. Use lowercase: {{contact.first_name}} will NOT work — the correct form is {{contact.firstname}}. Always use the variable panel to avoid typos.

Common Contact variables

Variable	Description
`{{contact.firstname}}`	First name
`{{contact.lastname}}`	Last name
`{{contact.email}}`	Email address
`{{contact.phone}}`	Phone number
`{{contact.company}}`	Company name (from contact)
`{{contact.jobtitle}}`	Job title
`{{contact.city}}`	City
`{{contact.country}}`	Country

Common Deal variables

Variable	Description
`{{deal.dealname}}`	Deal name
`{{deal.amount}}`	Deal amount
`{{deal.dealstage}}`	Current deal stage
`{{deal.closedate}}`	Expected close date
`{{deal.pipeline}}`	Pipeline name
`{{deal.description}}`	Deal description

Common Company variables

Variable	Description
`{{company.name}}`	Company name
`{{company.domain}}`	Website domain
`{{company.industry}}`	Industry
`{{company.city}}`	City
`{{company.country}}`	Country
`{{company.phone}}`	Phone number
`{{company.annualrevenue}}`	Annual revenue

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Any custom property in your HubSpot portal can be used — not just the ones listed above. Open the variable panel in the editor, search by name or label, and click to insert.

Generation

CRM Card — Manual Generation

The PDF Generator card appears in the right sidebar of Contact, Deal, and Company records in HubSpot. It lets you generate a PDF on demand without leaving the record.

1

Open a CRM record

Go to any Contact, Deal, or Company in HubSpot. The PDF Generator card is visible in the right-side panel under your app cards.

2

Select a template

Use the dropdown to select the template you want to use. Only templates assigned to the matching object type (or templates with no object restriction) will appear.

3

Click Generate PDF

The PDF is generated in the background. When ready, a success message appears and a download link shows in the Generated Documents table. The file is also saved to HubSpot Files linked to this record.

Plan quota

The card shows a progress bar with your monthly usage (e.g. 21 of 100 PDFs this month). When the limit is reached, the Generate button is disabled until the next billing cycle or until you upgrade.

App settings shortcut

At the bottom of the card, the App settings button opens the HubSpot configuration page for PDF Generator, where you can access the template editor and reconnect your portal.

Generation

Workflow Automation

Use the Generar PDF desde Template workflow action to automatically generate PDFs when a HubSpot trigger fires — no manual steps required.

1

Create or open a Workflow

In HubSpot, go to Automations → Workflows. Create a new workflow (Contact, Deal, or Company-based) or open an existing one.

2

Add the PDF Generator action

Click + to add an action. Search for "Generar PDF desde Template" under the Integrated apps category. Select it.

3

Select a template and save

Choose the template from the dropdown. Click Save. The action will trigger PDF generation for every enrolled record.

Output fields

Output	Description
`pdfUrl`	Public URL of the generated PDF in HubSpot Files
`templateName`	Name of the template used
`status`	`success` or `error`

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Example: When a deal reaches the stage "Proposal Sent", automatically generate a proposal PDF and send the link via an email action — all in the same Workflow.

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PDF generation is asynchronous. The workflow action responds immediately to HubSpot, and the PDF is generated in the background (typically under 10 seconds). The output fields are populated once generation completes.

Account

Plans & Limits

All plans include access to the template editor, CRM card, and Workflow action. Limits reset on the 1st of each month.

Plan	PDFs / month	Templates	Workflows	Support	Price
Free	5	1	—	Email	$0
Starter ★	100	10	✓	Email + WhatsApp	$9.99 / mo
Professional	500	50	✓	Chat	$29.99 / mo
Custom	Unlimited	Unlimited	✓	1:1 dedicated	Contact us

→

To upgrade your plan, go to Settings → Installed Apps → PDF Generator in HubSpot, or contact us at hola@sixteam.pro.

Account

FAQ

All PDFs are automatically uploaded to HubSpot Files and linked to the CRM record that triggered the generation. You can access them from the record's activity history or from the Generated Documents table in the CRM card.

The Generate PDF button in the CRM card will be disabled, and Workflow actions will return an error status. Your limit resets on the 1st of each month. To continue generating PDFs immediately, upgrade your plan.

Yes. Any property that exists in your HubSpot portal — including custom properties — can be used as a variable. Open the HubSpot Variables panel in the editor, search by name or label, and click to insert.

Templates can be restricted to a specific object type (Contact, Deal, or Company) or left unrestricted to appear in all three. Set this in the template editor under Object Type in the top navigation.

PDFs are generated in standard PDF format (A4 by default, or the page size set in the template). They are compatible with all PDF viewers and can be downloaded, printed, or emailed directly from HubSpot.

Go to Settings → Installed Apps → PDF Generator in HubSpot and click Reconnect portal. This re-runs the OAuth flow and refreshes the connection. Tokens are also automatically refreshed in the background during normal use.

Email us at hola@sixteam.pro. Starter plan users also have WhatsApp support. Professional plan users have access to chat support.