Overview
Your team takes photos for a reason — proof of work, compliance records, before-and-afters, equipment shots. When you generate a PDF from a Custom Form, images from Image fields are embedded directly on the page, producing polished, professional PDFs that are complete and ready to share.
Prerequisites
Before you generate a Custom Form PDF with images, make sure:
You have permissions to view and create Custom Forms.
You have a Custom Form with at least one Image/Video Upload field.
The form is attached to a record (Customer, Job, Estimate, Invoice, etc.)
New to Custom Forms? Start with Mastering Custom Forms: A Step-by-Step Guide to build your first form.
On Web: Admin Experience
When you generate a PDF from a Custom Form, you decide how your images will appear for your customers to view. Here’s exactly what to do:
Step 1:
Locate your completed Custom Form from the Forms tab of the record you linked/attached it to (Customer, Job, Estimate, Invoice, etc.).
Step 2:
Click into your Custom Form.
Step 3:
Preview how you want your completed Custom Form PDF to appear for your customer. Access PDF preview through any of these pathways:
Send button → Send to be Viewed
Send button → Send to be Filled
Actions button → Generate PDF
Actions button → Send to be Viewed
Actions button → Send to be Filled
Step 4:
Turn on Images for your PDF. In the PDF preview, you'll see a few checkboxes: Show Images in PDF, Show Files Summary at the end of PDF, and Show Files. Here's how they work:
Show Images in PDF: Your PDF will have its images placed where the Image field was actually configured to sit in your Custom Form.
Show Images in PDF & Show Files: Your PDF will have a designated "Files" section where you can select any visible files to be displayed or upload new files.
Show Files Summary at end of PDF: Your PDF will have a QR code at the bottom that links out to the images.
Step 5:
You can configure how your images appear. Use this setting to fine-tune what shows up on your PDFs:
Form Photo Size: choose Small, Medium, or Large. Pick the size that best fits the form's purpose (e.g., Small for inspection checklists with lots of photos, Large for before/after shots).
Step 6:
Click the Next button or Save PDF button depending on the pathway you chose in Step 3 before sharing your PDF with your customer.
On Mobile: Field Experience
When you generate a PDF from a Custom Form, you decide how your images will appear for your customers to view. Step-by-step for images on PDF generation via the mobile app:
Step 1:
Locate your completed Custom Form from the Forms tab of the record you linked/attached it to (Customer, Job, Estimate, Invoice, etc.).
Step 2:
Click into your Custom Form.
Step 3:
Preview how you want your completed Custom Form PDF to appear for your customer. Access PDF preview through any of these pathways:
Send button → Send to be Viewed
Send button → Send to be Filled
Actions button → Generate PDF
Actions button → Send to be Viewed
Actions button → Send to be Filled
Step 4:
Open your Custom Form Display Settings to turn on Images for your PDF.
Step 5:
In the PDF preview, you'll see a few checkboxes: Show Images in PDF, Show Files Summary at the end of PDF, and Show Files. Here's how they work:
Show Images in PDF: Your PDF will have its images placed where the Image field was actually configured to sit in your Custom Form.
Show Images in PDF & Show Files: Your PDF will have a designated "Files" section where you can select any visible files to be displayed or upload new files.
Show Files Summary at end of PDF: Your PDF will have a QR code at the bottom that links out to the images.
Step 6:
You can configure how your images appear. Use this setting to fine-tune what shows up on your PDFs:
Form Photo Size: choose Small, Medium, or Large. Pick the size that best fits the form's purpose (e.g., Small for inspection checklists with lots of photos, Large for before/after shots).
Step 7:
Click the Next button or Save PDF button depending on the pathway you chose in Step 3 before sharing your PDF with your customer.
One thing worth calling out: you'll see a short queue notice while the PDF is being generated. Large forms with lots of photos may take a few extra seconds to build — that's totally normal!
What Your Customer Sees
Example 1
A example of a PDF with only the Show Images in PDF box checked:
Example 2
A example of a PDF with only the Show Files box checked:
Example 3
A example of a PDF with only the Show Files Summary at end of PDF box checked:
The benefit of using Show Files Summary at end of PDF is that there's no cap on how many you can add — recipients can view them all via the QR code and URL link displayed at the bottom of the PDF.
Video Tutorial
Have additional questions?
Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.