Convert XLSX to PDF Automatically with n8n and ConvertAPI

1. Opening Problem Statement

Meet Sarah, a project manager who frequently receives XLSX reports that she needs to convert into PDF format for presentations and client reviews. Manually converting these files is not only time-consuming, taking up to 20 minutes per file, but also prone to errors such as missed pages or formatting discrepancies. Over a month, this process wastes hours that Sarah could better spend on strategic tasks.

This specific challenge of converting XLSX files to PDFs smoothly and reliably without manual intervention is where automation becomes a game-changer.

2. What This Automation Does

This n8n workflow automates the entire process of fetching XLSX files, converting them to PDF using the ConvertAPI service, and saving the results to disk. When triggered manually, it delivers the following benefits:

• Automatically downloads an example XLSX file from a public URL.
• Uses ConvertAPI’s robust XLSX to PDF conversion endpoint.
• Saves the converted PDF file on your local disk with a predefined file name.
• Ensures secure authentication using a query auth credential.
• Eliminates manual download and conversion errors.
• Saves roughly 15-20 minutes per conversion process.

3. Prerequisites ⚙️

• n8n account (cloud or self-hosted) 🔌
• ConvertAPI account for API key 🔐 (sign up here)
• Basic understanding of n8n workflow creation and HTTP requests
• Access to local disk/file system for saving output PDF 📁

4. Step-by-Step Guide

Step 1: Create a Manual Trigger Node to Start the Workflow

Navigate to your n8n editor. Click + Add Node → select Manual Trigger. This node allows you to start the workflow by clicking “Execute Workflow” in the editor.

You should see a trigger icon added to the workspace. No configuration is needed here since it’s manual.

Step 2: Add HTTP Request Node to Download XLSX File

Click + Add Node → select HTTP Request.

In the parameters, set the following:

• URL: https://cdn.convertapi.com/public/files/demo.xlsx (this is a publicly available demo Excel file)
• Response Format: Set to File so the response is treated as a binary file, not text

This node will fetch the XLSX file from the internet.

Step 3: Add HTTP Request Node to Convert XLSX to PDF via ConvertAPI

Add another HTTP Request node and connect it to the previous node’s output.

Configure it as follows:

• Method: POST
• URL: https://v2.convertapi.com/convert/xlsx/to/pdf
• Content Type: multipart/form-data
• Authentication: Choose Generic Credential (Query Auth). You’ll need a ConvertAPI account key configured here.
• Body Parameters: Add file as formBinaryData and map the input data from the previous node’s binary data.
• Headers: Add Accept header with the value application/octet-stream
• Response Format: File

This node takes the XLSX file and initiates the conversion request to ConvertAPI, returning the converted PDF file.

Step 4: Add Read & Write File Node to Save the PDF Locally

Add a Read Write File node connected to the previous node.

Configure it:

• Operation: Write
• File Name: document.pdf
• Data Property Name: =data (binary data output from prior node)

This saves the converted PDF file on the local disk for later use.

Step 5: Add a Sticky Note for Authentication Reminder

Add a Sticky Note node anywhere on your canvas with content:

## Authentication
Conversion requests must be authenticated. Please create 
[ConvertAPI account to get authentication secret](https://www.convertapi.com/a/signin)

This reminder is helpful for keeping API credentials visible in your workflow.

5. Customizations ✏️

• Change input XLSX source: In the “Download XLSX File” HTTP Request node, replace the URL to any other XLSX file URL you want to convert.
• Save to cloud storage: Instead of “Write Result File to Disk”, use a Google Drive or S3 node to save converted PDFs remotely.
• Rename output PDF: In the “Write Result File to Disk” node, change the “File Name” field to dynamically use timestamp or original file name.
• Trigger automation on schedule: Replace Manual Trigger with Cron node to run daily conversions automatically.
• Use other ConvertAPI conversion types: Modify the URL in the “File conversion to PDF” node to convert other formats like docx to pdf.

6. Troubleshooting 🔧

Problem: “401 Unauthorized” or “Invalid API key” error from ConvertAPI

Cause: Incorrect or missing API credentials in the HTTP Request node.

Solution: Go to the credentials panel in n8n, re-enter your ConvertAPI key correctly in the Query Auth credentials. Verify it by re-running the workflow.

Problem: “File not found” or empty response after conversion step.

Cause: The file download node failed or the binary data was not properly passed to the conversion node.

Solution: Check the “Download XLSX File” node’s URL and ensure it downloads a file. Verify that the output of this node is connected and mapped appropriately to the conversion node’s file input.

7. Pre-Production Checklist ✅

• Ensure your ConvertAPI credentials are valid and entered correctly in the credential settings.
• Test the workflow manually several times with the demo XLSX URL to confirm successful PDF outputs.
• Verify file path and write permissions on your local disk for the “Write Result File to Disk” node.
• Backup your workflow JSON before exporting or modifying significantly.

8. Deployment Guide

Once tested, activate the workflow in n8n by setting the trigger active (if scheduled) or manually triggering it when needed. Regularly monitor the execution logs in n8n for any errors during file download or conversion.

If you wish to automate on a timed basis, switch the Manual Trigger node to a Cron node.

9. FAQs

Q: Can I use another file conversion API instead of ConvertAPI?
A: Yes, but you will need to adjust the HTTP Request node endpoint, authentication, and body parameters accordingly.

Q: Does this workflow handle multiple XLSX files at once?
A: This example processes one file per run but can be extended with loops or batch processing nodes.

Q: Is my data secure when using ConvertAPI?
A: ConvertAPI uses HTTPS and token-based authentication to secure data. However, review their privacy policy for sensitive information.

10. Conclusion

By following this guide, you’ve built a precise n8n workflow that downloads an XLSX file, converts it to PDF with ConvertAPI, and saves the result on your disk. This automation removes manual file conversion drudgery and cuts processing time from 20 minutes to under 2 minutes.

Next, consider automating multi-file batch conversions or integrating cloud storage to centralize your PDFs. Your productivity boost is just the beginning of smarter file management with n8n.