How to Convert Notion Pages and Databases into PDFs

Converting Notion content into PDFs can be tricky. Notion’s built-in export works for basic pages, but tables, databases, and images often lose formatting.

This guide walks through a workflow for creating PDFs from Notion pages and databases without spending hours on manual adjustments.

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Step 1: Decide What to Export

Start by identifying the content you want in a PDF:

• Single pages (notes, reports, guides)
• Database entries (client lists, invoices, project trackers)
• Mixed content with tables, images, and text

Understanding your content helps determine the best method for generating PDFs while keeping formatting intact.

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Step 2: Prepare Your Notion Content

Before exporting:

• Check that your tables and lists are complete
• Organize headings and sections logically
• Ensure images are sized correctly for PDF display

Clean content will reduce formatting issues in the final PDF.

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Step 3: Choose a PDF Generation Method

There are multiple ways to create PDFs from Notion:

1. Manual Export

   • Works for simple pages
   • Limited control over layout and formatting

2. Automated Tools

   • Pull data directly from Notion databases
   • Maintain tables, layouts, and branding
   • Useful for recurring documents like reports or invoices

Using an automated tool saves time and keeps PDFs consistent across multiple exports.

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Step 4: Design a Template (Optional)

If you need recurring PDFs:

• Set up a template for your page or database
• Include placeholders for variable fields (like client names, dates, or metrics)
• Adjust layout, fonts, and colors to suit your purpose

Templates reduce repetitive work and ensure a uniform appearance for multiple documents. ZenCrumbs solve this exact problem.

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Step 5: Generate and Review PDFs

Once content and templates are ready:

• Export or generate the PDF
• Review the output to ensure formatting is correct
• Adjust template or content as needed for future exports

This step ensures the final PDF is professional and readable without extra manual work.

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Who Might Use This Workflow

• Freelancers creating invoices or proposals from Notion
• Agencies generating client reports
• Startups preparing investor or team updates
• HR or operations teams compiling SOPs or onboarding documents

Any scenario where Notion is used to manage structured data can benefit from a consistent PDF workflow.

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Tips for Better PDF Results

• Keep tables and images within page margins
• Use clear headings and subheadings
• Test a sample export before generating multiple PDFs
• Update content in Notion first, then regenerate PDFs to ensure accuracy

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Start Automating Your Invoice PDFs Today

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