# How to fill one form for every row of a spreadsheet

> Step by step: upload a spreadsheet, add details that apply to every row, generate one filled PDF per row, then download them one by one, all at once or merged.

Last updated: 2026-10-15
Web page: https://instafill.ai/docs/batch-fill

This guide shows how to fill the same form once for every row of a spreadsheet. Each row becomes its own filled PDF. You upload the spreadsheet, add any details that apply to every row, generate the forms, and download them one by one, all at once, or merged into one file.

![A short film of batch filling: a spreadsheet uploaded, a filled form generated for each row, and the forms downloaded](https://media.kitcut.ai/films/studio-20261014-122423-2immyd/film_web.mp4 "Watch: filling one form for every row of a spreadsheet, start to finish.")

## What you need before you start

| You need | What that means |
|---|---|
| **A form in your forms library** | The form to fill for each row. |
| **A spreadsheet** | A CSV, TSV or Excel file. The first row names the columns, and each row after it holds one record. |
| **A paid plan** | Batch filling needs one. Each row you generate uses one batch-fill credit, and batch-fill credits come with a paid plan. |

## 1. Open batch filling for the form

Open **Forms** in the top bar and find the form. Open the menu at the end of its row and choose **Fill out form in batch**.

![The forms library with the menu of a patient registration form open, showing Fill out form in batch](https://instafill.ai/docs/assets/batch-fill-menu.png "Open the form's menu and choose Fill out form in batch (1).")

## 2. Upload the spreadsheet

Under **Upload CSV for Batch Fill**, press **Choose source**, or drag the file onto the box. The screen says when the file has been processed.

## 3. Add details that apply to every row

Under **Text information**, type anything every copy of the form needs but the spreadsheet does not hold, such as your company's address or the date of signing. It is combined with each row. This box is optional.

Press **Continue** to go on to the rows.

![The batch filling screen with a spreadsheet uploaded and a line of text information typed below it](https://instafill.ai/docs/assets/batch-fill-upload.png "Upload the spreadsheet (1), add text for every row (2), and press Continue (3).")

## 4. Generate the filled forms

The screen lists every row of the spreadsheet, one column per header.

- **One row**: Press **Generate PDF** on that row.
- **Every row**: Press **Generate all PDFs** at the top.
- **Some rows**: Tick the rows, open **Actions** and choose **Generate PDFs**.

A row shows a spinner while its form is being filled. When it is done, the row shows **Preview PDF**.

![The list of spreadsheet rows, some already filled with Preview PDF and the rest offering Generate PDF](https://instafill.ai/docs/assets/batch-fill-rows.png "Generate one row (1), or all of them at once (2). A filled row offers Preview PDF.")

## 5. Check and download the forms

Press **Preview PDF** on a row to read its filled form. Then take the forms you need.

- **Every filled form**: Press **Download all**.
- **Some of them**: Tick the rows, open **Actions** and choose **Download PDFs**.
- **One file**: Tick the rows, open **Actions** and choose **Merge into flat PDF**. You pick which pages of each form go in.

![The Actions menu open over the rows, offering Generate PDFs, Download PDFs and Merge into flat PDF](https://instafill.ai/docs/assets/batch-fill-actions.png "Tick the rows, then open Actions (1) to generate, download or merge them.")

## Come back to a batch later

Every batch is kept. **Batch Filling** in the top bar lists them, and **View batch history** in a form's menu lists the batches of that form.

- **Start again**: **New batch** starts a fresh batch for the same form.
- **Your spreadsheet**: **Download source file** gives back the file you uploaded.
- **Text information**: Before you generate, you can change the text under **Review text information** and press **Save**.

## How your credits are used

- **One row, one credit**: Each row you generate uses one batch-fill credit.
- **All or none**: When you generate several rows, the credits for all of them are taken when you start. If there are not enough for every row, none of them start.