📋 Overview
The Custom PDF Builder in UpKeep Studio lets you design and generate professional, branded PDF documents using your UpKeep data. Instead of relying on fixed export formats or requesting custom layouts from support, you now have full control over what your printed documents look like — from branding and layout to which fields appear and how data is organized.
This is one of the most requested features in Studio, built for teams that still rely on printable workflows, branded reports, and shareable documentation as part of their daily operations.
🔧 Key Capabilities
Custom branding — Add your company logo, colors, and styling to every PDF
Flexible layouts — Design the structure and flow of your document exactly the way you want
Field-level control — Show or hide specific data points so your PDFs contain only what matters
Cross-module data — Pull information from work orders, assets, locations, and other connected modules into a single document
Embedded QR codes — Include scannable QR codes so anyone with a printed document can jump straight to the corresponding record in UpKeep
Reusable PDF apps — Build once, apply across any matching records — no need to rebuild for each use
Prompt-based generation — Describe the PDF you want in plain language and let Studio build the initial layout for you
📝 Steps to Create a Custom PDF App
Step 1: Navigate to UpKeep Studio
From the sidebar menu, open UpKeep Studio.
Click Create New App
Step 2: Describe Your Ideal PDF Using a Prompt
In the prompt field, enter a description of your desired PDF layout. Be as specific as possible about:
Fields to include
Sections and structure
Branding elements
Any special features (like QR codes)
Example Prompt:
Create a branded work order PDF
Include work order details, asset info, tasks, labor, and parts
Add a signature section and QR code
Format in a clean, printable layout
Step 3: Generate the PDF Layout
Click Send
UpKeep Studio automatically generates a PDF builder app based on your prompt, structuring the layout and content to match your specifications.
Step 5: Customize the Layout
After generation, you can refine the PDF builder by chatting with the AI builder:
Reorder sections
Show or hide fields
Adjust formatting and layout
Add your company logo or branding
Modify labels and section titles
Step 6: Add a QR Code (Optional)
Insert a QR code element into your PDF
Link it to a relevant record (e.g., work order, asset)
This allows users to scan printed PDFs and access records directly in UpKeep
Step 7: Preview Your PDF
Preview your app on the right hand side to review formatting, data, and functionality
Ensure all fields display correctly and the layout meets your needs
Step 8: Save and Publish
As you build, your app with be automatically saved as a draft
Once you're ready to use it, click Publish
Step 9: Use Your Custom PDF
Generate PDFs from relevant records (e.g., work orders)
💡 Best Practices
Be specific in your prompts — The more detail you provide about fields, sections, and layout, the better the generated result
Keep layouts simple for printing — Clean, well-spaced designs are easier to read on paper
Use consistent branding — Standardize logos, headers, and spacing across your PDF templates so every document reflects your organization
Preview with real data — Always review your PDF with actual records before sharing it with your team
❓ FAQ
Do I need a specific plan to use the Custom PDF Builder?
Yes — the Custom PDF Builder is part of UpKeep Studio, which is available on select plans. Contact your account manager or check the pricing page to confirm access.
Can I reuse a PDF template across different records?
Yes. Once you build a PDF app in Studio, it can be applied to any matching records — saving time on repetitive documentation tasks.
What data can I include in a custom PDF?
You can pull data from work orders, assets, locations, and other connected modules. You have full control over which fields appear and how they're organized.
Can I share generated PDFs externally?
Absolutely. PDFs are standard files you can download, email, or print for anyone — including external stakeholders, auditors, or clients.
How do QR codes work on printed PDFs?
When QR codes are enabled, each printed PDF includes a scannable code that links directly to the corresponding record in UpKeep. Anyone with a smartphone can scan it and immediately access the digital record.