Looking for Help: Automated PDF Generation + Email from AI Table

Bika.ai discussions
1

I’m trying to replace an unstable workflow and could really use guidance from anyone who has done something similar.

Here’s what I’m trying to achieve:

• I have structured data in AI Table
• I want to push specific fields into a pre-designed PDF template
• The PDF should be auto-generated and stored back into a specific cell in AI Table
• After generation, I want that PDF (and possibly additional documents) automatically emailed to the end customer

Essentially: AI Table → populate template → generate PDF → attach back to record → send email.

I’m open to third-party APIs, webhooks, automation platforms, or middleware solutions. My previous software handled this but has become unreliable, so I’m rebuilding the pipeline from scratch.

If you’ve built something like this or know tools that handle dynamic PDF templating + webhook automation cleanly, I’d really appreciate recommendations.

Thanks in advance.

2

Hi!@romaneknight You can follow this logic to build your automated workflow. It’s a proven approach using Automation Robots + Middleware.

The Workflow Logic:

Trigger (Bika/AITable) —> Data Processing (Make/Zapier) —> PDF Generation —> Email Delivery

Step-by-Step Operation:

  1. Set the Trigger in your Table:
    Use the Automation Robots feature. Set a trigger like “When a record matches certain conditions” (e.g., a status changes to ‘Send Report’).
  1. Connect to Middleware (Make.com or Zapier):
    Use a Webhook action in your Automation Robot to send the record data to Make.com (recommended for its flexibility).
  2. Generate the PDF:
    In Make.com, use a PDF generation module.
  • Option A (Easiest): Use the Google Docs module. Create a template with tags like {{Customer_Name}}, and Make will replace them with your table data and output a PDF.
  • Option B (Professional): Use tools like PDFMonkey or Docupilot for more complex layouts.
  1. Send via Email:
    Add a final step in your automation (Gmail or Outlook module) to send the generated PDF as an attachment to the email address captured from your table.
  2. AI Enhancement (Bika.ai Special):
    If you need to summarize data or format text before it goes into the PDF, you can use Bika.ai’s AI nodes within the automation flow to pre-process the content.

You can find more details on how to manage your data nodes and automation triggers in the official documentation:

Hope this helps you get started!