If you often fill out the same PDF form for many people or projects, Batch Form Filling can save you hours. With one spreadsheet upload, Instafill.ai returns a set of finished PDFs that are ready to send.
What is Batch Form Filling?
Instafill.ai’s Batch Form Filling allows users to effortlessly generate hundreds of completed PDF forms from a single structured spreadsheet (CSV or Excel). Each row in your spreadsheet represents a unique completed form. After a quick, one-time fine-tuning process, Instafill.ai’s AI learns your form structure, maps fields automatically, and handles complex logic such as checkbox selection, date formatting, overflow handling, and even generating supplemental attachments when needed.
Instead of manually entering the same information into each form, you can now use a template to map data fields and fill them all at once. Batch Fill automatically recognizes the values in the selected table and assigns the column names to the form fields. Our AI then goes through line by line and writes the cell value into the form. Each row in your CSV file generates a separate filled PDF, streamlining the process of completing numerous forms, ensuring consistency and efficiency.
Why Use Batch Form Filling?
Imagine processing 100 visa applications, each requiring filling the same government form. That’s hundreds of complex forms to complete manually, you’d have to type in the same info (name, address, passport number, etc.) over and over again. Using Batch Fill, you can put all that info in one spreadsheet, upload it, and fill out all forms automatically, saving days of work and ensuring accuracy.
Or consider a property management company preparing lease agreements for 50 properties. Every form needs accurate tenant information, property details, and specific clauses. Manually filling out these forms for each property is a task with a high potential for mistakes. Using Batch Fill, you can input all tenant information into a single CSV file and generate all necessary documents in one go.
New: Additional Text Input
We’ve added the option to include additional free-form text alongside your CSV or spreadsheet data. Simply enter your information in the new text input field and Instafill.ai will automatically apply this text to each generated PDF. This is especially helpful if you need to include a value that isn’t present in your spreadsheet. The system combines this text with each table row to generate separate, fully filled PDFs.
Key Benefits
Batch filling PDF forms can save you time and reduce errors. Here are the benefits:
- Time savings: Fill hundreds of forms in minutes instead of hours or days.
- Accuracy: Minimize typos and inconsistencies common in manual data entry, which is crucial for legal and financial documents.
- Consistency: All forms are filled out identically, important for standardized processes and compliance.
- Scalability: The process is the same whether you’re filling 10 or 1,000 forms, making it easy to manage increased workloads.
Technical Specifications
Here are some specifics about how Batch Fill works:
- File Size: We can handle files up to 2MB, suitable for most use cases – roughly equivalent to a 100-page text document or a spreadsheet with about 10,000 to 20,000 rows of text data.
- Max Rows and Columns: Our system can process up to 1000 rows and 20 columns, covering most complex forms. If you need more, let us know.
- Supported File Types: Instafill supports several common file formats:
- Comma-Separated Values (.csv)
- Excel files (.xls and .xlsx)
- Tab-Separated Values (.tsv)
- Free-Form Text Input: In addition to uploading a table file, you can also provide a short piece of free-form text that will be used when filling each form. This input can serve several purposes:
- It can offer general context about the forms and how to interpret the data.
- It can clarify or expand the meaning of certain values in the table.
- It can supply missing information that applies across all rows.
This added context allows the system to make smarter decisions when filling out fields, improving the completeness and relevance of the generated forms—especially in situations where some data is ambiguous or absent.
- Processing Time: Filling 100 rows takes about 2 minutes, significantly faster compared to manual filling.
Current Limitations and Workarounds
- Column Names: Column names must be in English to match PDF form fields. Data itself can be in any language.
- Google Sheets: We don’t support Google Sheets directly yet, but you can easily export to CSV:
- Open your Google Sheet.
- Click on File > Download > Comma-separated values (.csv).
- Upload the CSV file to our system.
We’re considering direct Google Sheets integration for future updates.
How to Use Batch Fill
- Log into your account at https://instafill.ai/.
- Navigate to the “Forms” section.
- Upload a new PDF form or select an existing one from your list.
- Click on the form menu (three dots) and select “Fill out form in batch“
- Upload your prepared CSV file and add any additional free-form text if needed.
- Review automatic field mapping and adjust if necessary.
- Generate filled PDFs individually or all at once.
Watch the Video Tutorial
We’ve created a short video that explains the entire process step by step. Watch it here:
Smart Handling for Special Cases
If a PDF has several regional or version‑specific variants, the service selects the right one automatically. It also interprets Yes/No values to tick checkboxes, converts long narrative text into the structured fields some forms expect, and manages line limits by adding attachments or splitting data across multiple PDFs when needed.
Tips for Best Results
Keep column headers descriptive and in English – “First Name”, “Start Date”, and so on, so that automatic mapping works without edits. If you want each PDF to carry a unique name, add a column called FileName to your sheet. For peace of mind, run a small test with a few rows before launching a large batch.
We Value Your Feedback
Your experience with Batch Form Filling is crucial. Please share:
- What you love about the feature
- Any challenges or friction points you encounter
- Ideas for improvements or additional functionality
- How it impacts your workflow and productivity
Send your feedback or report any issues to [email protected]. We’re eager to hear your insights and ready to assist you every step of the way.