How to Automate PDF Generation with n8n: Step-by-Step Guide

Why n8n for PDF Automation?

n8n is an open-source workflow automation tool with a visual editor. You connect nodes - triggers, actions, logic - without writing code. It's like Zapier, but you can self-host it and there are no per-task limits.

For PDF generation, n8n pairs perfectly with an API like Stencil. Instead of coding HTML templates, wrestling with Puppeteer, and managing file storage yourself - which easily takes days - you get a visual template editor and a single HTTP request. The workflow looks like this:

Prerequisites

Before you start, make sure you have:

• Stencil account - Free at stencilpdf.com (3 templates, unlimited generations)
• n8n instance - Cloud or self-hosted
• Basic n8n familiarity - You know how to add and connect nodes

Open Stencil and create a new template. The drag-and-drop editor lets you place text, images, tables, and shapes exactly where you want them. No CSS, no code.

The key feature: dynamic fields. Anywhere you want data to change, type a placeholder wrapped in double curly braces:

When you call the API later, you'll pass actual values for these fields. Stencil replaces them and generates the final PDF.

Browse starter templates if you want a head start on invoices, reports, or certificates.

In your Stencil dashboard, go to Settings → API. Copy your API key - you'll need it to authenticate requests from n8n.

Also note your template ID - visible in the URL when editing a template or in the template list.

Here's where it comes together. We'll build a workflow that generates a client report whenever a new row is added to a Google Sheet.

Add your trigger

Search for "Google Sheets Trigger" and add it. Configure it to watch your spreadsheet for new rows. This fires every time someone adds data.

Add the HTTP Request node

Connect an HTTP Request node to your trigger. Configure it like this:

• Method: POST
• URL: https://app.stencilpdf.com/api/v1/generate
• Authentication: Header Auth with your API key
• Body Content Type: JSON

Pass the dynamic data

In the JSON body, reference values from the trigger using n8n expressions:

{
  "template_id": "your_template_id",
  "data": {
    "client_name": "{{$json.client_name}}",
    "report_date": "{{$json.date}}",
    "invoice_total": "{{$json.total}}"
  }
}

The {{$json.client_name}} syntax pulls the value from the incoming Google Sheets row. Map each field to the corresponding column in your spreadsheet.

Click "Test workflow" in n8n. The HTTP Request node will return a response containing your PDF URL. Open it - you should see your template with the actual data filled in.

Sync vs. Async: By default, Stencil generates PDFs synchronously - the response includes the URL immediately. For high-volume batches, you can use async mode with a webhook callback.

From here, add more nodes: send the PDF via email (Gmail, Outlook), upload to Google Drive or Dropbox, post to Slack, or store the URL in a database. The PDF URL is just data - route it anywhere.

Real-World Use Cases

Stencil vs. Building Your Own n8n PDF Solution

You could roll your own: Puppeteer to render HTML, a server to host it, file storage for the output. It works. But here's the reality: