Auto-Fill Forms (DOCX, Excel, PDF)

Transform structured data into completed forms in seconds, with no manual copy-paste, no typos, no format issues.

Why This Matters

The problem: Manually filling out forms typically takes 30+ minutes of copy-paste, reformatting, and error-checking.

The FabriXWork way: Your agent reads source documents and fills the entire form automatically. Update the source, regenerate in seconds.

See It in Action: Fill In Expense Claim DOCX Form from Receipts

This demo shows how receipt PDFs and images become a completed expense claim form (in DOCX) instantly.

Note: Some scenes in this video have been accelerated to 10× speed to enhance the viewing experience. The prompt used in this video can be found in the Featured Example section below.

How it Works:

┌────────────────────────────────────────────────────────────┐
│  INPUT                            OUTPUT                   │
│  ┌──────────────┐                 ┌─────────────────────┐  │
│  │ receipt-001  │                 │  Completed Expense  │  │
│  │ receipt-002  │                 │  Claim Form         │  │
│  │ receipt-003  │     ──────►     │  • Employee Info    │  │
│  │              │     Agent       │  • 3 Line Items     │  │
│  │ employee-    │    Extract +    │  • Category Totals  │  │
│  │   info.docx  │      Fill       │  • Grand Total      │  │
│  └──────────────┘                 │                     │  │
│                                   │  DOCX (Ready to     │  │
│                                   │   submit for        │  │
│                                   │   reimbursement)    │  │
│                                   └─────────────────────┘  │
└────────────────────────────────────────────────────────────┘

The Pattern:

You have source receipts (PDFs, images, screenshots)
Agent extracts data using OCR and text extraction
Agent maps expenses to categories and calculates totals
You review, sign, and submit for reimbursement

Try It Out

Tip

Choose the scenario that best matches your needs, then adapt the prompt to fit your content and goals.

Prepare your documents — Source documents, reference data, form template
Choose an agent — All agents support form-filling (Alex - Business Analyst is recommended for business forms)
Connect your folder — Select agent → Click "Browse" → Choose folder
Enter your prompt - Use the examples below as inspiration. Adapt them to your content and goals

Featured Example: Fill In Expense Claim DOCX Form from Receipts

Fill In Expense Claim DOCX Form from Receipts

Scenario: You need to complete an expense claim form by extracting data from receipt PDFs and images.

Example Files:

data/receipts/ — Receipt folder (PDFs and images: transport, stationery, meals)
data/employee-info.docx — Employee details and bank information
templates/Expense-Claim-Form-Template.docx — Claim form template to fill

Example Prompt:

Tip

Use Plan Mode first to review the proposed structure before building. Learn more about the different modes in How to Interact with an AI Agent

Fill out the Expense-Claim-Form-Template.docx using the receipts and employee info in my connected folder.

Instructions:
1. Extract data from each receipt (date, vendor, amount, category)
2. Map expenses to categories: Transport, Stationery, Meals, etc.
3. Populate the expense table with all receipts
4. Calculate the grand total
6. Mark any unclear receipts as [NEEDS REVIEW]
7. Add or remove item rows if necessary
8. Save as "Expense-Claim-Form-completed.docx" in the outputs folder

Make It Your Own

Don't simply copy this prompt, adapt it. Ask yourself:

What receipt files do you have: PDFs, images, or both?
What expense categories apply: Travel, Meals, Accommodation, Supplies?
What approval workflow: Manager sign-off, Finance processing?

Examples:

Travel expenses: "Flight tickets + Hotel + Taxi receipts → Travel claim form"
Project expenses: "Client meal receipts + Transport → Project reimbursement"
Office supplies: "Stationery receipts + Equipment → Department budget claim"

More Examples to Inspire You

Example 2: DOCX Form - Bidding Application — See how company documents populate RFP forms

Scenario: You need to complete an RFP bidding form using information from your existing company documents.

Example Files:

annual-report.docx — Company info, project history
financial-statements.xlsx — Assets, net worth, ratios
Infrastructure-Bidding-Template.docx — RFP form template to fill

Example Prompt:

Fill out the Infrastructure-Bidding-Template.docx using data from my connected folder.

Instructions:
- Extract data from source documents
- Mark missing data as [NEEDS MANUAL ENTRY]
- Keep the original form structure and formatting unchanged
- Save as "Infrastructure-Bidding-completed.docx" in the outputs folder

Make It Your Own

Adapt this for:

Contract template → "Parties → Scope → Payment Terms → Signatures"
Project proposal → "Executive Summary → Approach → Timeline → Budget"
Compliance report → "Audit data → Regulatory submission form"

Example 3: Excel Form - Expense Report — See how structured data populates financial templates

Scenario: You need to fill your company's monthly expense report template using receipt data already extracted by your agent.

Example Files:

receipts-data.md — Date, vendor, amount, category for each expense
Monthly-Expense-Report-Template.xlsx — Company template with formulas
project-codes.xlsx — Budget code mapping reference

Example Prompt:

Fill out the Monthly-Expense-Report-Template.xlsx using data from my connected folder.

Instructions:
- Map each expense to the correct category based on project-codes.xlsx
- DO NOT modify formula cells in Summary sheet
- Flag uncategorized expenses as [CODE NEEDED]
- Save as "Monthly-Expense-Report-completed.xlsx" in the outputs folder

Make It Your Own

Adapt this for:

Budget planning: "Map department requests → Budget template categories"
Financial consolidation: "Combine subsidiary data → Group reporting template"
Data migration: "Extract from old system → New system import template"

Example 4: PDF Form - Vendor Registration — See how fillable PDFs get completed automatically

Scenario: You need to complete a vendor registration PDF form using company information from your existing documents.

Important: Fillable PDF Only

This works only with fillable PDF forms (PDFs with interactive form fields). For non-fillable PDFs, convert to DOCX first.

Example Files:

company-profile.docx — Company info, history, capabilities
business-certificates.pdf — License numbers, tax IDs, certifications
Vendor-Registration-Form.pdf — Fillable PDF template

Example Prompt:

Fill out the Vendor-Registration-Form.pdf using data from my connected folder.

Instructions:
- Extract exact data from source documents
- Use precise legal names and numbers from certificates
- Mark fields as [NEEDS MANUAL ENTRY] if data not found
- Save as "Vendor-Registration-Form-completed.pdf" in the outputs folder

Make It Your Own

Adapt this for:

Government applications: "Business licenses → Permit application forms"
Compliance forms: "Audit documents → Regulatory submission forms"
Onboarding forms: "Employee data → HR system intake forms"

How to Check if PDF is Fillable:

Open PDF in Adobe Reader or browser
Try clicking on form fields
If fields highlight and allow typing → Fillable ✓
If nothing happens → Not fillable (convert to DOCX first)

Make It Even Better

Quick Wins

Use Plan Mode first for complex forms. Learn more about the different modes in How to Interact with an AI Agent
Provide field mapping: e.g. "Map 'Annual Revenue' in source → 'Annual Turnover' in form"
Reference files by name: e.g. "Extract tax ID from business-certificates.pdf"
Set validation rules: e.g. "Validate that all financial figures match across documents"

Review & Refine

Always verify the generated output before using, sharing, or submitting it.

What to Check:

Accuracy — Verify data, figures, and facts match your source documents
Completeness — Ensure all required fields or sections are completed
Formatting — Check that the structure and styling meet your requirements

How to Request Corrections:

For form fields:

"Field [X] shows [incorrect value]. Please extract the correct data from [source document] and update the form."

For missing content:

"Section [X] is incomplete. Please extract [specific information] from [source document] and add it."

For refinements:

"The tone is too [casual/technical]. Please adjust to be more [professional/concise]."

Format-Specific Tips

DOCX: Maintain original template formatting, use section headers
Excel: Protect formula cells, specify exact column names
PDF: Test fillable first, provide exact field names, truncate long text if needed

Reference & Details

Advanced Prompting Tips — Get better results with these techniques

1. Provide Field Mapping

✅ Good: "Map 'Annual Revenue' in annual report → 'Annual Turnover' in form"

❌ Vague: "Use data from my annual report"

2. Set Validation Rules

✅ Good: "Validate that all financial figures match across documents"

❌ Vague: "Make sure the data is correct"

3. Request Completion Report

✅ Good: "After filling the form, provide a summary of completed vs. manual entry fields"

❌ Vague: "Let me know when done"

4. Specify Missing Data Handling

✅ Good: "Mark any fields you can't fill as [NEEDS MANUAL ENTRY] with a note"

❌ Vague: "Fill in what you can"

6. Test with Sample Data First

✅ Good: "Fill out one section first so I can review before completing the entire form"

❌ Vague: "Fill out the whole form"

7. Specify Format Preservation

✅ Good: "Maintain original template formatting, DO NOT modify formulas in Excel"

❌ Vague: "Keep the format"

More Adaptation Ideas — Extend beyond these examples

Common Form Types

Form Type	Example Use Case	Key Considerations
Contracts	Service agreements, NDAs	Preserve legal language, mark clauses for review
Proposals	RFP responses, project bids	Map technical specs, pricing, timelines accurately
Reports	Compliance, audit, status	Maintain structure, verify all data points
Applications	Licenses, permits, registrations	Use exact legal names, double-check IDs
HR Forms	Onboarding, benefits, reviews	Protect sensitive data, follow privacy rules
Financial	Invoices, expense reports, budgets	Preserve formulas, validate calculations

Source Document Types

Source Type	Best For	Extraction Tips
Annual Reports	Company info, financials	Extract from audited sections only
Financial Statements	Balance sheets, P&L	Cross-verify figures across documents
Contracts	Terms, parties, dates	Preserve exact legal wording
Emails	Confirmations, approvals	Include sender/date for audit trail
Database Exports	Structured data, lists	Map column names to form fields
Scanned Documents	Certificates, licenses	Use OCR, verify accuracy manually

Troubleshooting — Common issues and solutions

Quick Fixes

Issue	What to Try
Data not found in source	"Check if source document is in connected folder"
Wrong data extracted	"Map 'X' in source document → 'Y' in form field"
Numbers don't match across sources	"Cross-verify figures across all documents and use the most recent"
Formatting broken in output	"Maintain original template formatting and styles"
Fields left blank	"Mark any fields you can't fill as [NEEDS MANUAL ENTRY] with a note"

Format-Specific Issues

Issue	Format	What to Try
Can't fill form	PDF	PDF is not fillable - convert to DOCX first or use PDF editing software
Formulas broken	Excel	Explicitly state "DO NOT modify formula cells in Summary sheet"
Fields missing	DOCX	Provide complete field list with section headers
Data in wrong cells	Excel	Specify exact column names and sheet structure
Text overflow	PDF	Request "truncate long text to fit field constraints"
Tables misaligned	DOCX	Include "preserve table structure and cell borders"

Supported Form Formats — Technical details

DOCX Forms:

✅ Full support for templates with placeholders
✅ Preserves formatting, styles, tables
✅ Can add/remove sections as needed
✅ Best for: Contracts, proposals, reports, applications

Excel Forms:

✅ Full support for templates with formulas
✅ Preserves calculations, formatting, multiple sheets
✅ Can map data to specific cells/columns
✅ Best for: Expense reports, budgets, financial templates, data migration

PDF Forms (Fillable Only):

✅ Supports interactive PDF forms with form fields
✅ Fills text fields, checkboxes, dropdowns
⚠️ Requires fillable PDF (test before using)
❌ Non-fillable PDFs need conversion to DOCX first
✅ Best for: Registration forms, government applications, compliance forms

To share: Email the completed form or upload to your document management system.

Check Documents for Compliance — Validate documents against compliance rules and requirements
Create Presentation Slides from Your Documents — Transform documents into presentations
Customer Insight & Strategy Recommendations — Analyze data, generate insights, transform into presentation