22-second walkthrough
One PDF. Five spreadsheet rows. One ZIP.
A real production workflow with a synthetic vendor form and a five-row Excel workbook: match all nine fields, review every PDF, and export one ZIP.
- 1Review nine PDF fields once
- 2Match 9/9 Excel headers
- 3Approve five and export ZIP
PDF mail merge, without Word
How to fill multiple PDF forms from Excel
Keep the original PDF layout. Put column names in the first spreadsheet row and one customer, employee, vendor, or case in each row below it. JustFill creates a separate PDF for every selected row.
- 1
Upload the original PDF
Use an AcroForm, a flat PDF, or a scan. JustFill detects the fields before the merge.
- 2
Import XLSX or CSV
Dates, leading zeros, percentages, booleans, and spreadsheet headers are preserved for mapping.
- 3
Check the column mapping
Matching headers map directly. Ambiguous columns can use AI-assisted mapping.
- 4
Review and export
Approve the records you want and download individual filled PDFs in one ZIP.
Sample input
One class roster row becomes one signed training completion certificate PDF
| Trainee Name & Badge ID | Training Course & CEU / Hours | Completion, Expiration & Cert # |
|---|---|---|
| Carlos A. Mendoza · Badge #4419 | NFPA 70E Arc Flash & Electrical Safety (8.0 Hrs) | Completed 10/24/2026 · Exp 10/24/2029 · SAF-9011 |
| Garrett W. Miller · Badge #4420 | Forklift & Powered Industrial Truck (29 CFR 1910.178) | Completed 10/24/2026 · Exp 10/24/2029 · SAF-9012 |
| Taylor S. Kim, RN · License #RN-88214 | Annual Bloodborne Pathogens & HIPAA Refresher (4.0 CEU) | Completed 10/24/2026 · Exp 10/24/2027 · SAF-9013 |
Trainee Name & Badge ID
Carlos A. Mendoza · Badge #4419
Training Course & CEU / Hours
NFPA 70E Arc Flash & Electrical Safety (8.0 Hrs)
Completion, Expiration & Cert #
Completed 10/24/2026 · Exp 10/24/2029 · SAF-9011
Click any spreadsheet row above to preview its generated PDF. All 3/3 columns auto-matched by AI.
Upload your training certificate or wallet-card PDF
Start with your training organization’s flat or fillable PDF certificate exported from Canva, Illustrator, InDesign, PowerPoint, or Acrobat.
Import your LMS or class attendance Excel/CSV roster
Map Trainee Name, Badge/License Number, Employer/Site, Course Title, OSHA/CFR Standard, Contact Hours/CEUs, Completion Date, Expiration Date, and Serial Number.
Proof every attendee certificate and download ZIP
Step through the roster on the live PDF canvas to verify long names and license numbers, then export all 25 to 500 certificates in one watermark-free ZIP.
Where it fits
Built for EHS safety trainers, accredited CEU/CPE providers, and high-volume class rosters.
When 30 to 500 workers complete Forklift/PIT operator certification, HAZWOPER 8-hour refresher, Lockout/Tagout (LOTO), CPR/BLS, or state-licensed continuing education (CEU/CPE/CLE/CME), compliance managers need every certificate to carry the exact attendee name, license/badge number, standard reference, contact hours, expiration date, and serial number — without breaking the official certificate artwork.
32-second video walkthrough
Watch: Batch Fill Training & Safety Certificates in 32 seconds
See the live browser workflow: upload one PDF template, import your Excel (.xlsx) or CSV spreadsheet, auto-match columns to detected PDF fields, preview every record, and download one filled PDF per row in a clean ZIP.
Simple pricing
Test five trainee rows free — then export up to 25 certificates for $7 or up to 500 on monthly plans.
Run the 5-row guided sample in your browser with no card required. A one-off class of up to 25 trainees can export a clean Batch ZIP with the $7 7-Day Pass ($7 credited toward Starter). Recurring training providers use Starter ($19/mo, 25/batch), Pro ($49/mo, 100/batch), or Business ($99/mo, 500/batch).
$7 7-Day Pass — One-off batch up to 25 rows (25 clean PDFs in a batch ZIP + 25 AI credits, no subscription, $7 credited toward Starter)
Need recurring monthly runs, saved templates, and 125 clean output pages/month with AI column mapping? Choose $19/month Starter above.
Get $7 7-Day Pass (up to 25 rows)Running larger spreadsheet batches? Get Pro — $49/month for up to 100 rows per batch (or Business at $99/month for up to 500 rows).
Starter
Recommended first workflow
- AI field detection for 250 new pages per month
- Reusable templates — refills use no detection pages
- Up to 25 PDFs per batch
- 125 clean output pages per month
- Clean, watermark-free ZIP exports
- CSV and XLSX spreadsheet imports
- Review every record before export
Paid workflow
Save your master certificate template once and issue every Friday class in under two minutes.
Keep your instructor signature graphic and seal baked into your master PDF template. After each training session, upload the attendance CSV and download the entire class ZIP.
Reusable course & CEU certificate templates
Save exact field coordinates for Trainee Name, License #, CEU Hours, Completion/Expiration Dates, and Certificate Serial # for zero-setup repeat runs.
Preserves instructor signatures, seals & Canva artwork
Overlay crisp text directly onto flat Canva, Illustrator, or InDesign PDFs without converting to Word or shifting background borders.
Inline roster corrections before ZIP export
Fix a misspelled trainee name, license number, or CEU credit count right in the browser table before downloading the final audit-ready ZIP.
Guardrails
Draft preparation with human review.
Clear boundaries
JustFill populates PDF certificate templates from attendance and training records your organization provides. JustFill is not an OSHA Training Institute (OTI) Education Center, accrediting agency, or licensing board, and does not issue official DOL/OSHA outreach cards or verify regulatory compliance.
Beyond manual uploads
Run the same PDF workflow from an AI agent or n8n.
The browser flow is the fastest way to validate a spreadsheet and PDF. Once the mapping works, the same JustFill account can expose PDF detection, filling, and saved templates through the hosted MCP endpoint.
ChatGPT, Claude and MCP
Give an agent a PDF, inspect detected fields, fill it, and save the reviewed layout for repeat use.
n8n automation
Trigger fills from a webhook, spreadsheet, CRM, or database and send the result to your next workflow node.
PDF Mail Merge Software
Browser-based PDF mail merge software to batch fill fillable, flat, and scanned PDFs without Acrobat plug-ins or VBA macros.
Fill Applications for Clients
Prepare recurring official forms, permits, and intake packets across client rosters from one structured spreadsheet.
Frequently asked questions
How do I generate 50 or 200 training completion certificates from an Excel class roster?
Upload your PDF certificate template once, import your Excel (.xlsx) or CSV class roster with one trainee per row, and map your columns (Trainee Name, Employee/License ID, Course Name, CEU Hours, Completion Date, Expiration Date, and Certificate Number). Preview the generated certificates in your browser and export a single ZIP containing one clean PDF per attendee.
Can we include state license numbers, CEU credit hours, and expiration dates on each certificate?
Yes. Unlike basic name-only certificate tools, JustFill lets you place as many fields as your regulatory or accrediting body requires — including professional license numbers (CPA, RN, PE), CFR/OSHA standard citations, contact hours, issue dates, 1- to 3-year expiration dates, and unique serial numbers.
Does it work with flat PDF certificate designs exported from Canva or Adobe InDesign?
Yes. Upload your flat Canva, Illustrator, InDesign, or PowerPoint PDF directly. You can auto-detect blank lines or draw text fields over your certificate background while keeping all logos, borders, seals, and embedded instructor signatures untouched.
Which plan fits a 100-person or 250-person corporate safety training rollout?
You can preview 5 rows free. The $7 7-Day Pass and $19/month Starter plan support up to 25 certificates per batch; Pro ($49/month) supports up to 100 certificates per batch (400 clean pages/month); and Business ($99/month) supports up to 500 certificates per batch (10,000 clean pages/month).
Can we also use JustFill for general awards, diplomas, or employee onboarding packets?
Yes. See our Batch Fill PDF Certificates & Awards page (/solutions/batch-fill-pdf-certificates) for academic diplomas and event awards, or our Batch Fill Employee Onboarding Packets page (/solutions/batch-fill-employee-onboarding-packets) for new-hire paperwork.
Does it work with scanned or flat PDFs?
Yes. JustFill detects field locations in fillable, flat, and scanned PDFs before mapping spreadsheet columns.
Does each spreadsheet row create a separate PDF?
Yes. The first row contains the Excel or CSV column names. Every selected data row becomes one reviewable PDF in the exported ZIP.
Is this the same as Word mail merge?
It uses the same one-row-per-document idea, but fills your existing PDF directly. You do not need to recreate the form in Word or convert the PDF first.
Can I review results before downloading?
Yes. Each spreadsheet row becomes a reviewable record. Approve the records you want before creating the ZIP.
Does JustFill email the generated PDFs?
Not in the current self-service batch. It creates individual PDFs and packages the approved files in a ZIP for download.
What happens to uploaded documents?
Transfers use TLS. Rendered page images are deleted within 7 days and source documents within 30 days unless you save the PDF as a reusable template.