{"id":111014,"date":"2019-07-18T11:43:54","date_gmt":"2019-07-18T18:43:54","guid":{"rendered":"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/power-automate\/intermediate-flow-of-the-week-create-pdf-invoices-using-word-templates-with-microsoft-flow\/"},"modified":"2025-06-11T08:02:59","modified_gmt":"2025-06-11T15:02:59","slug":"intermediate-flow-of-the-week-create-pdf-invoices-using-word-templates-with-microsoft-flow","status":"publish","type":"post","link":"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/power-automate\/intermediate-flow-of-the-week-create-pdf-invoices-using-word-templates-with-microsoft-flow\/","title":{"rendered":"Intermediate | Flow of the week: Create PDF Invoices Using Word Templates with Microsoft Flow"},"content":{"rendered":"<p>This post is written by community member John MacDougall<\/p>\n<p>John is a Microsoft MVP and <a href=\"https:\/\/www.howtoexcel.org\/consulting\/\">freelance consultant and trainer for hire<\/a> specializing in Excel, Power BI, Flow, PowerApps and SharePoint. You can find more interesting articles from John on his <a href=\"https:\/\/www.howtoexcel.org\/blog\/\">blog<\/a> or <a href=\"https:\/\/www.youtube.com\/c\/howtoexcelblog\">YouTube channel<\/a>.<\/p>\n<p>In this post he is going to show you how you can use the new Word connectors in Flow to easily create some really nice looking PDF invoices.<\/p>\n<p>For this example,he will be using a SharePoint list and the Flow button trigger, but many other triggers could be used including from PowerApps.<\/p>\n<p>Please enjoy!<\/p>\n<h2>Video Tutorial<\/h2>\n<p><iframe loading=\"lazy\" allowfullscreen=\"allowfullscreen\" frameborder=\"0\" height=\"315\" src=\"https:\/\/www.youtube-nocookie.com\/embed\/-1jsBllmr-w\" width=\"560\"><\/iframe><\/p>\n<h2>Creating A Word Template<\/h2>\n<p>First, you\u2019re going to need to create a Word document template for your invoices.<\/p>\n<p>I\u2019m not a Microsoft Word expert and there might be better ways to create an invoice template, but I find using tables to be an easy option.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1279\" height=\"800\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/01-Word-Template.png\" width=\"901\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/01-Word-Template.webp 901w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/01-Word-Template-300x266.webp 300w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/01-Word-Template-768x682.webp 768w\" sizes=\"auto, (max-width: 901px) 100vw, 901px\" \/><\/p>\n<p>A couple tips for creating your own template:<\/p>\n<ol>\n<li>Use tables to layout the heading or other sections in the invoice. Go to the <strong>Insert<\/strong> tab \u279c <strong>Table<\/strong>.<\/li>\n<li>Remove the borders in your heading table section. Select the table \u279c go to the contextual <strong>Table Design<\/strong> tab \u279c <strong>Borders<\/strong> \u279c <strong>No Borders<\/strong>.<\/li>\n<li>Add gridlines to your table so you can see and adjust the table borders in your template. Select the table \u279c go to the contextual <strong>Layout<\/strong> tab \u279c <strong>View Gridlines<\/strong>.<\/li>\n<li>Use merge or split cells to adjust the layout for sections that need more space. Select the cells you want to merge or split \u279c go to the contextual <strong>Layout<\/strong> tab \u279c <strong>Merge Cells<\/strong> or <strong>Split Cells<\/strong>.<\/li>\n<li>For the section that will contain the invoice line items, create a table with two rows. One for the column headings and one for the first row of data. You will turn the row of data into a repeating content later.<\/li>\n<li>Use the table styles feature to add some style to your table. Select the table \u279c go to the contextual <strong>Table Design <\/strong>tab \u279c select a style from the <strong>Table Styles<\/strong><\/li>\n<li>If you\u2019re going to have a lot of line items in each invoice, then you might want the column headings to appear on each page of the invoice. Select the row of column headings \u279c go to the contextual <strong>Layout <\/strong>tab \u279c <strong>Repeat Header Rows<\/strong>.<\/li>\n<\/ol>\n<p>You should be able to create a pretty awesome looking template with these tips.<\/p>\n<h2>Enable The Developer Tab In Word<\/h2>\n<p>Unfortunately, the content controls needed to create templates useable by Flow are hidden away in the <strong>Developer<\/strong> tab.<\/p>\n<p>These aren\u2019t available in Word Online, so you\u2019ll need to be using Word on Desktop.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1278\" height=\"685\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/02-Enable-Developer-Tab.png\" width=\"840\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/02-Enable-Developer-Tab.webp 840w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/02-Enable-Developer-Tab-300x245.webp 300w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/02-Enable-Developer-Tab-768x626.webp 768w\" sizes=\"auto, (max-width: 840px) 100vw, 840px\" \/><\/p>\n<p>To enable the <strong>Developer<\/strong> tab <strong>right click<\/strong> anywhere in the Word ribbon \u279c select <strong>Customize the Ribbon<\/strong> \u279c check the <strong>Developer<\/strong> tab \u279c press <strong>OK<\/strong>.<\/p>\n<h2>Add Content Controls To Your Invoice Word Template<\/h2>\n<p>Now you\u2019re going to need to add content controls to your Word template. These are what Flow is going to use to dynamically populate the Word template.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1277\" height=\"237\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/03-Content-Controls.png\" width=\"542\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/03-Content-Controls.webp 542w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/03-Content-Controls-300x131.webp 300w\" sizes=\"auto, (max-width: 542px) 100vw, 542px\" \/><\/p>\n<p>All the content controls can be found in the <strong>Controls<\/strong> section of the <strong>Developer<\/strong> tab. This example will use 3 types of content controls.<\/p>\n<ol>\n<li><strong>Plain Text Content Control<\/strong> for input of a single text value. This will be used with the invoice number and invoice line items.<\/li>\n<li><strong>Image Content Control<\/strong> for input of an image. This will be used with an image of a signature stored in OneDrive, but it could also come from the pen input in PowerApps.<\/li>\n<li><strong>Repeating Section Content Control<\/strong> for input of variable amounts of data. This will be used with the invoice line items.<\/li>\n<li><strong>Properties<\/strong> for the selected content control in your Word document. This will be used to name your content controls.<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1276\" height=\"394\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/04-Content-Control-Properties.png\" width=\"322\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/04-Content-Control-Properties.webp 322w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/04-Content-Control-Properties-245x300.webp 245w\" sizes=\"auto, (max-width: 322px) 100vw, 322px\" \/><\/p>\n<p>The <strong>Properties<\/strong> is how you can name each of the content controls and the name you give the control will be used in Flow.<\/p>\n<h3>Add Content Control For The Invoice Number<\/h3>\n<p>Highlight the invoice number in your template and click on the <strong>Plain Text Content Control<\/strong> in the <strong>Developer<\/strong> tab.<\/p>\n<p>Open the content control <strong>Properties<\/strong> and give it a name like <strong>InvoiceNumber<\/strong>.<\/p>\n<h3>Add Repeating Content Control For The Invoice Line Items<\/h3>\n<p>Highlight the entire data row in the invoice template and click on the <strong>Repeating Section Content Control<\/strong> in the <strong>Developer<\/strong> tab.<\/p>\n<p>Open the Properties and give it a name like <strong>InvoiceItems<\/strong>.<\/p>\n<p>Once the repeating section has been added, you\u2019ll also need to add a plain text content controls inside the repeating section for each column. This example has two columns which will be named <strong>ItemDescription<\/strong> and <strong>ItemAmount<\/strong>.<\/p>\n<h3>Add Content Control For The Signature Image<\/h3>\n<p>Place your cursor in the location in the Word document where you want your signature image to appear and click on the <strong>Image Content Control<\/strong> in the <strong>Developer<\/strong> tab.<\/p>\n<p>Open the Properties and give it a name like <strong>InvoiceSignature<\/strong>.<\/p>\n<p><strong>Note<\/strong>: You will need to adjust the size of the content control so that it fits your image, otherwise your image will appear stretched. Select the control and go to the <strong>Picture Format<\/strong> tab and adjust the <strong>Height<\/strong> and <strong>Width<\/strong> as needed.<\/p>\n<p>You can add a placeholder image first that will be the same size as your signature image and convert this to a content control. The content control will be perfectly sized this way!<\/p>\n<h2>Save Your Word Template To OneDrive Or SharePoint<\/h2>\n<p>Once you\u2019re satisfied with your Word template, you\u2019ll need to save it to either OneDrive or SharePoint.<\/p>\n<h2>Building Your Flow To Create Invoice PDF\u2019s<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1275\" height=\"747\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/05-Create-PDF-Invoice-Flow.png\" width=\"612\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/05-Create-PDF-Invoice-Flow.webp 612w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/05-Create-PDF-Invoice-Flow-246x300.webp 246w\" sizes=\"auto, (max-width: 612px) 100vw, 612px\" \/><\/p>\n<p>Now you can build the Flow to create the PDF file. The invoice line items for this example will come from a SharePoint list called <strong>InvoiceList<\/strong>.<\/p>\n<h3>1. Manually trigger a flow<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1274\" height=\"178\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/06-Manually-Trigger-a-Flow.png\" width=\"600\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/06-Manually-Trigger-a-Flow.webp 600w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/06-Manually-Trigger-a-Flow-300x89.webp 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/><\/p>\n<p>This example will use the flow button with a text input for the invoice number as the trigger.<\/p>\n<h3>2. Get Items From SharePoint List<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1273\" height=\"294\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/07-Get-Items-From-SharePoint-List.png\" width=\"600\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/07-Get-Items-From-SharePoint-List.webp 600w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/07-Get-Items-From-SharePoint-List-300x147.webp 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/><\/p>\n<p>Now we need to get the relevant items from our SharePoint list with the <strong>Get items<\/strong> action.<\/p>\n<p>You can add a <strong>Filter Query<\/strong> to limit the items based on the dynamic content for the invoice number from the trigger step. The invoice number in this example is in the Title column of the SharePoint list.<\/p>\n<h3>3. Initialize Variable For Invoice Items<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1272\" height=\"160\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/08-Initialize-Variable-for-SharePoint-Items.png\" width=\"600\" srcset=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/08-Initialize-Variable-for-SharePoint-Items.webp 600w, https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/wp-content\/uploads\/2019\/07\/08-Initialize-Variable-for-SharePoint-Items-300x80.webp 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/><\/p>\n<p>Here you can initialize an <strong>Array<\/strong> variable to hold the SharePoint list items. The items will need to be in an array when populating the Word template later.<\/p>\n<h3>4. Append SharePoint Items To Array<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1271\" height=\"457\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/09-Apply-to-Each-Item-and-Append-to-Array.png\" width=\"634\"\/><\/p>\n<p>Now you can populate the array with all the data from the SharePoint list items.<\/p>\n<p>Add an <strong>Apply to each<\/strong> action and add the <strong>value<\/strong> dynamic content from the <strong>Get items<\/strong> step. Then add an <strong>Append to array variable<\/strong> action inside.<\/p>\n<p>The <strong>Value<\/strong> can then use the dynamic content for the fields from you need from your SharePoint list.<\/p>\n<p>This will be used to populate the Word template.<\/p>\n<h3>5. Get File Content For The Signature Image<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1265\" height=\"149\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/10-Get-File-Contents-for-Signature-Image.png\" width=\"600\"\/><\/p>\n<p>Add a <strong>Get file content<\/strong> action and connect it to the signature image to be used.<\/p>\n<h3>6. Populate A Microsoft Word Template<\/h3>\n<p>Add the <strong>Populate a Microsoft Word template<\/strong> action and connect it to your template saved in either SharePoint or OneDrive.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1270\" height=\"371\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/11-Switch-to-Array-Input.png\" width=\"600\"\/><\/p>\n<p>Since the invoice will have a varying number of invoice line items, you will need to <strong>Switch to input entire array<\/strong> mode.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1269\" height=\"308\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/12-Populate-a-Microsoft-Word-Template.png\" width=\"600\"\/><\/p>\n<p>Then you can add dynamic content from the previous steps to populate the various invoice content controls.<\/p>\n<h3>7. Create File From Populated Word Template<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1268\" height=\"189\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/13-Create-File-from-Populated-Word-Template.png\" width=\"600\"\/><\/p>\n<p>Populating the Word template doesn\u2019t create the file. You will need to add a <strong>Create file<\/strong> action.<\/p>\n<p>Make sure to add the proper <strong>docx<\/strong> file extension to the <strong>File Name<\/strong>.<\/p>\n<p>The <strong>File Content<\/strong> will be dynamic content from the previous <strong>Populate a Microsoft Word template<\/strong> step.<\/p>\n<h3>8. Convert Word Document To PDF<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1267\" height=\"170\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/14-Convert-Word-Document-to-PDF-File.png\" width=\"600\"\/><\/p>\n<p>Now that you have a populated Word document, you can use the <strong>Convert Word Document to PDF<\/strong> action to convert the file to PDF.<\/p>\n<p>The file to be converted won\u2019t exist until the Flow runs, so you won\u2019t be able to use the file picker to select the file. Instead, you\u2019ll need to use the <strong>Path<\/strong> dynamic content from the previous <strong>Create file<\/strong> step.<\/p>\n<h3>9. Create PDF File<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" alt=\"\" class=\"alignnone size-full wp-image-1266\" height=\"189\" src=\"https:\/\/powerautomateblogmedia.azureedge.net\/powerautomateblog\/2019\/07\/15-Create-PDF-File.png\" width=\"600\"\/><\/p>\n<p>Again, converting the word document to PDF doesn\u2019t create the file. You\u2019ll need to add a <strong>Create file<\/strong> action.<\/p>\n<p>Make sure to add the proper <strong>pdf<\/strong> file extension to the <strong>File Name<\/strong>.<\/p>\n<p>The <strong>File Content<\/strong> will be dynamic content from the previous <strong>Convert Word Document to PDF<\/strong> step.<\/p>\n<h2>Conclusions<\/h2>\n<p>The new Word connectors are a great option to dynamically create PDF\u2019s from Word templates.<\/p>\n<p>But there are a few tricky bits in the process that aren\u2019t quite obvious.<\/p>\n<p>Once you get them figured out, you\u2019ll be able to create some awesome PDF templates in Word and use Flow to dynamically populate them with your data.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>John MacDougall is a Microsoft MVP and freelance consultant and trainer for hire specializing in Excel, Power BI, Flow, PowerApps and SharePoint. You can find more interesting articles from John on his blog or YouTube channel.<\/p>\n<p>In this post he is going to show you how you can use the new Word connectors in Flow to easily create some really nice looking PDF invoices.<\/p>\n","protected":false},"author":348,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"ms_queue_id":[],"ep_exclude_from_search":false,"_classifai_error":"","_classifai_text_to_speech_error":"","_alt_title":"","ms-ems-related-posts":[],"footnotes":""},"audience":[3378],"content-type":[],"job-role":[],"product":[3474],"property":[],"topic":[],"coauthors":[2899],"class_list":["post-111014","post","type-post","status-publish","format-standard","hentry","audience-it-professional","product-power-automate"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Intermediate | Flow of the week: Create PDF Invoices Using Word Templates with Microsoft Flow - Microsoft Power Platform Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/cm-edgetun.pages.dev\/en-us\/power-platform\/blog\/2019\/07\/18\/intermediate-flow-of-the-week-create-pdf-invoices-using-word-templates-with-microsoft-flow\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Intermediate | Flow of the week: Create PDF Invoices Using Word Templates with Microsoft Flow - Microsoft Power Platform Blog\" \/>\n<meta property=\"og:description\" content=\"John MacDougall is a Microsoft MVP and freelance consultant and trainer for hire specializing in Excel, Power BI, Flow, PowerApps and SharePoint. 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