Auto-Fill PDF from an Email — Using Zapier + TakeForm

In this tutorial, you’ll learn how to automatically fill a pdf form by using data from body of email — all powered by Zapier and TakeForm.

Step 1: Upload your Form to TakeForm

Skip this step if you’ve already uploaded your form.

Follow guide Upload your PDF Form to upload your form and get form_id , you will need it to setup Zapier Action. In this tutorial, I will fill w-9 form of US. The id is ff6957fb-9401-429d-9c86-f524000e4394

Form Id in Header

Step 2: Get a TakeForm Api Key

Skip this step if you’ve already uploaded your key

Follow guide API Key to get an Api Key. You will need it to authenticate with TakeForm from Zapier. In this tutorial, the API key is 0d45d24d-a9d4-446f-b17a-e7529e5ca59e (don't worry, I removed it in my account).

Step 3: Create Zap and add Email Trigger

You can use other trigger like Google Form, Gmail, Outlook, etc. TakeForm AI can understand all their contents.

1. Create Zap in https://zapier.com/

2. Add a Zapier Email Trigger (or another email platform that you want to use)

3. Set Trigger event is New inbound email. It means this Zapier app will be triggered by new email.

4. Set Email Address for the Email Trigger. I use w9-takeform .

5. Test trigger by send and sample mail to the Email Trigger then click next to move to next step.

Step 4: Add TakeForm (1.0.0) Fill Form Action.

1. Click add Action in Zap.

1. Type "TakeForm" and choose TakeForm (1.0.0) integration.

1. Set Action Event is Fill PDF Form

2. Click AccountZapier will pop up a window. You need to enter your API key (in Step 2: Get a TakeForm Api Key) into the box and run authentication.

1. Set the Form ID to the form you uploaded (in Step 1: Upload your Form to TakeForm). For me, it's w-9 form with id ff6957fb-9401-429d-9c86-f524000e4394

2. Set Dynamic Data is Stripped Text of Email Trigger.

1. Click Continue. Done! You've completed the Zap. Now it's time for testing.

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Testing new Zap

I will send an email to email trigger ([e-mail]) with content

Hi Team,

Please find below the required details to complete the W-9 form for our vendor setup:

- Name: John A. Smith  
- Business Name: Smith Consulting LLC  
- Federal Tax Classification: Limited Liability Company (LLC)  
- Tax Classification Type: C Corporation  
- Address: 123 Business Rd, Suite 456, San Francisco, CA 94107  
- Social Security Number (SSN):  
- Employer Identification Number (EIN): 12-3456789  
- Signature Name: John A. Smith  
- Date: April 17, 2025  

Let me know if you need anything else.

Best,  
John

This is the result

142KB

w-9 filled.pdf

PDF

Open

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Video Demo

Zapier x TakeForm