About the TemplateFox Integration
The official TemplateFox Zapier integration lets you generate PDFs from templates with dynamic data. Native integration — no HTTP setup required. Connect to 7,000+ apps.
Why automate invoices?
You just got a payment notification. Now you need to create an invoice — open your template, copy the customer details, add line items, double-check the math, export to PDF, attach it to an email. For one order? Fine. For 10 a day? That's your entire morning gone.
Stripe's built-in invoices work, but they look like everyone else's. Same layout, same font, same "powered by Stripe" branding. If you're running a serious business, you probably want something that actually looks like your business.
Here's what we're building: a Zap that fires whenever you get paid, generates a branded PDF invoice with all the details, and emails it to your customer. No copying, no exporting, no forgetting to send it.
Create your invoice template
1.1 — Choose a template
Start with one of our pre-built invoice templates or create your own:
- Go to Templates
- Filter by Invoice category
- Choose a template that matches your style (minimal, corporate, creative)
- Click Use Template to add it to your dashboard
This tutorial uses the European Corporate Invoice template.
Other options: Minimalist European for freelancers, Modern with QR Code for instant payments.
1.2 — Understand the template structure
The template uses dynamic fields that get replaced with real data. Some fields you'll hardcode (your company info), others come from Zapier (client, invoice details).
Hardcode once (your company)
company_name— Your business namecompany_address_1/2— Your addresscompany_vat— Your VAT numberiban,bic,bank_name— Bank details
Edit these directly in the template — they stay the same for every invoice.
Dynamic from Zapier (per invoice)
client_company— Customer nameclient_address_1/2— Customer addressinvoice_number— Unique invoice IDinvoice_date,due_date— Datesitems[]— Line items array
Map these from your payment platform in Zapier.
Auto-expanding line items table
The items table automatically repeats for each product in the items array. Send 2 items, get 2 rows. Send 10 items, get 10 rows.
Automatic totals with expressions
The template calculates subtotal, VAT, and total automatically using sum() expressions. You don't need to calculate these in Zapier.
Page numbers (for multi-page invoices)
The footer shows page numbers using system variables. If your invoice has many line items and spans multiple pages, pagination is automatic.
Learn more: Expressions · System variables · Tables
1.3 — Test with the Preview tab
The Preview tab lets you test your template with sample data before connecting to Zapier. The JSON panel on the right contains your test data, and the rendered invoice appears on the left in real-time.
JSON data maps to template fields
Each key in the JSON (like client_company) fills its matching {{client_company}} placeholder.
Line items array becomes table rows
The 4 objects in the items array generate 4 table rows automatically.
Totals calculate automatically
The sum() expressions add up all values: 3500 + 4200 + 6800 + 1200 = 15700 € subtotal.
Tip: Use the Copy Payload button to copy the JSON structure. This is the exact format you'll need to send from Zapier.
View full JSON payload example
Connect with Zapier
The whole thing runs automatically. Payment hits Stripe, invoice lands in your customer's inbox:
2.1 — Set up the trigger
Choose your payment platform and trigger event:
Stripe
Trigger: New Payment Intent Succeeded or New Charge
Gumroad
Trigger: New Sale
LemonSqueezy
Trigger: New Order
Paddle
Trigger: New Payment Completed
- Go to zapier.com and create a new Zap
- Search for your payment platform
- Select the appropriate trigger event
- Connect your account and test the trigger
🧪 Testing with Stripe Test Mode
Connect Zapier using your test secret key (starts with sk_test_). Then create a test payment in Stripe Dashboard:
- • Card:
4242 4242 4242 4242 - • Expiry: any future date (e.g.,
10/30) - • CVC:
123
2.2 — Add TemplateFox action
After testing the trigger, Zapier has your Stripe data. Now connect it to your invoice template:
- Add an Action step
- Search for "TemplateFox"
- Select "Generate PDF"
- Connect your TemplateFox account with your API key
- Select your invoice template
- Map each field — click the + button to insert Stripe data, or type static text
Tip: Hardcode your company info (address, IBAN, VAT) directly in the fields — they stay the same for every invoice. Only map dynamic data like customer name and amounts from Stripe.
2.3 — Send via email
Automatically email the invoice to your customer:
- Add another Action step
- Choose Gmail, Outlook, or SMTP by Zapier
- Select "Send Email"
- Set the recipient to the customer's email from the trigger
- Write your email subject:
Invoice #{{invoice_number}} from Your Company - Attach the PDF URL from the TemplateFox action
- Turn on your Zap
That's it. Payment comes in, invoice goes out. Your customers get professional documentation, and you didn't lift a finger.
What your customer gets
A clean, professional invoice with all the details filled in — no more generic Stripe receipts:
Supported platforms
Any payment platform with a Zapier integration works. Here are the most popular:
