From your own records to a finished form
in four steps
AutoFill Portal reads the form in front of you, matches its fields to your data — from QuickBooks or a spreadsheet — and fills them in: no copy-pasting, no hunting for the right cell. Permits, vendor portals, registrations, PDFs: same flow every time.
Install the Chrome extension
Create a free account, and start with the web PDF Filler — it needs nothing but the account. The browser extension, which is what fills online portals, is not on the Chrome Web Store yet: during the beta it is a zip you load once from chrome://extensions, and we send it to you. Your key is stored in the extension, so there is no manual entry after signup. On pages that have a form, the extension reads the field labels ahead of time so the popup opens ready to go; that stays in your browser. Nothing is sent to us until you actually fill a form or correct one.
What you need
- Google Chrome or Microsoft Edge (desktop)
- A free account at autofillportal.com
- A QuickBooks Online account to connect, or your records as a CSV/Excel file (or our sample CSV template)
Bring your data in once
Already on QuickBooks? Start here
Connect QuickBooks Online from the extension's settings and your customer list becomes your fill data — no spreadsheet to build. The customers and jobs you already keep come across with their addresses, phone numbers and emails, and you pick one to fill a form from. The connection is read-only: nothing is ever written back to your books, and you can disconnect it in one click. It is new in the beta, so tell us how it reads your books.
Prefer a spreadsheet? Click the extension icon and upload it. Each row is one record: address, type, scope, value, contact, and anything else your forms ask for. Column names are flexible; AutoFill Portal recognises hundreds of variations automatically. Fill in your profile once (license, insurance, phone, email, address) and it's reused on every form. Your license, insurance and ID numbers are held by the extension on your own computer rather than on our servers, so set those up in the extension itself.
| job_address | permit_type | scope_of_work | owner_name |
|---|---|---|---|
| 740 Elm St, Dover | Electrical | 200A service upgrade | John Smith |
| 12 Pine Rd, Concord | Solar | 7.2kW rooftop PV system | Sarah Jones |
Download the sample CSV template: every supported column with example values.
Open the form and start the fill
Open the permit form or town portal you were going to fill in by hand. AutoFill Portal reads the form's own fields in the background: inputs, dropdowns, text areas, even rich-text editors. The popup shows how many fields were found and which data matched.
Every box gets exactly one of those three. It would rather leave a box for you than guess at it.
Click Auto-Fill and review
Click Auto-Fill All and every matched field fills instantly. The colour on each box says which of the three states it is in, so the ones worth your attention are the ones that stand out. Use the Review tab to step through every field or pick a different column. Your pick sticks for this document; it does not yet carry forward to the next form. For PDFs, the PDF Filler matches the fields it can and you download the completed file.
What goes in your spreadsheet
Recommended column names below. AutoFill Portal also recognises hundreds of variations through fuzzy matching, so you don't need to rename your existing spreadsheet. Download the sample CSV to see them all with examples.
job_addressjob_cityjob_statejob_zippermit_typescope_of_workproject_descriptionvaluationsquare_footageparcel_numberstart_datecompletion_dateowner_nameowner_phoneowner_emailowner_addresscontractor_namecontractor_licensecontractor_phonecontractor_emailcontractor_addresscontractor_company
You pick how much AI gets
Most of what AutoFill Portal does needs no AI at all. Field matching is deterministic: it reads the form's own text and structure and scores it against your columns. AI is an optional extra layer, and it is off until you switch it on. Think of it as a dial you control, not a condition of using the product.
No AI
Nothing is sent to any AI provider. Zero model calls happen, and matching runs entirely on the deterministic pipeline. This is what every new account gets, and it is what the product ships with.
AI reads the form
Turn on AI assistance in the extension and the blank form's layout and labels can be sent to our AI provider (Anthropic) to help identify fields on documents the deterministic detector struggles with. It sees the empty form, never your values: not your spreadsheet, not your profile, not anything already filled in.
Switching AI on is a deliberate act in three places at once, and any one of them being off means no model call happens: the server-wide setting, the deployment's AI setting, and your own account's opt-in. Absence is always treated as "no". You can turn your opt-in back off at any time from the extension.
What is kept, and where
Three different homes, on purpose. The rule is that identity and structure can be stored, and your per-project content is not.
| What | Where it lives |
|---|---|
| Your sensitive numbers License and registration numbers, EIN or tax ID, insurance and bond policy numbers, signature name, title and date, home or mailing address, bank details, date of birth |
Your device only. The extension holds these in your browser and fills from them locally. The server strips them before it writes, so they are never stored on our servers even if something tries to send them. |
| Your spreadsheet The CSV or Excel file of jobs and projects |
Your browser only. No copy is retained in our database. The row you have selected is sent with a fill request so the matcher can use it, and it is not stored. |
| Your business profile and account Email, password, company name, contact details, the routine identity fields |
Your account, encrypted at rest. This is the part that saves you time across forms, so it persists until you delete it. Your password is stored only as a bcrypt hash. |
| Your corrections When you swap a field to a different column |
Saved against that form's structure. We keep the field's fingerprint and the name of the column you chose, never the value you entered, and apply it automatically on your next visit to the same form. |
You can download everything held under your account, or delete the account outright, from the account page. Deletion is immediate and permanent, with no waiting period and no email request. Full detail is in the privacy policy.
Built for information you can't afford to lose
High-stakes forms carry a business's most sensitive information, and our answer to that is to hold as little of it as possible rather than to guard a large pile of it well.
- Your most sensitive identifiers stay on your own device
- What we do keep is minimal, and encrypted at rest
- Nothing is ever submitted on your behalf
- Export or delete everything, effective immediately
- Access is least-privilege and separated per account
- A written incident-response plan, and you hear it from us
The reasoning behind each of these, and what it means if your obligations are stricter than a contractor's, is on the security page. If your organisation needs a data processing agreement or has a security questionnaire, email us.
Found a bug, or stuck on a form?
Email support@autofillportal.com. It reaches a real person, and during the beta a broken form is genuinely useful to us: most improvements to matching come from a specific form that did not fill properly.
What helps most
- The form or portal you were on, and a link to it if it is public
- Which fields filled wrong, were left blank, or picked the wrong column
- Whether you were using the extension or the web PDF Filler
Please don't send us your filled form or your spreadsheet. We don't need your data to fix a matching problem, and we would rather not have it.