How to Automate Document Generation in Airtable

This article shows you how to generate invoices, contracts, certificates, and reports from Airtable data using Google Docs templates (or template builder) and TypeFlow.

You will learn how to connect a base, map fields to template variables, and set up triggers that automatically create PDFs.

Generate Invoices and Contracts from Airtable Data

When you automate your document generation in Airtable, it means that you can create documents like invoices, contracts, and certificates without manual copying. Instead of typing the same information into a Word or Google Docs each time, you can use a tool that will pull data from Airtable records and fill in your template automatically.

It works because your Airtable base already contains all the information - e.g. clients names, project details, payment amounts, etc. The automation tool reads data and places it into a pre-designed document template.

Many companies still spend time manually generating documents from Airtable. 76% of workers spend 1-3 hours daily just moving data from one place to another (Zapier, 2021). They open a record, copy the client name, switch to their invoice template, paste it in, go back to Airtable, copy the address, etc. It continues for every single field. Then they do that again for the next invoice, and the next one.

This manual process creates two problems. First, you waste time your team could spend on work that matters. Second, it introduces errors. A mistyped invoice amount or wrong client address—with human error rates of 1-5% in manual data entry (Dr. Raymond Panko, University of Hawaii)—can impact your professional reputation.

When automating this process, you solve both problems at once.

Here's what changes when you move from manual to automated document generation:

But there are others benefits that we can mention :

• Consistency: Every document follows the same format and structure. No more variations in how different team members create invoices.
• Accuracy: Direct Airtable integration eliminates manual retyping errors, which range from 0.55% to 3.6% in research settings (Behavior Research Methods, 2019). What's in your Airtable base is exactly what appears in your documents.
• Scalability: Whether you're generating one document or one thousand, the process remains the same. You don't work more because you need to create more documents.

Think about your accounting team receiving fifty invoices to generate each month. By automating the process, you can save one or two days of work. Your team reviews the output and moves on to work that requires human judgment.

Create Certificates and Reports with Google Docs Templates

A template is a pre-designed file with placeholder variables. Your Airtable data will replace those variables. Design your layout once in Google Docs (or template builder), add a logo, choose your font etc. Then add placeholders (or variables) that tell the system where to insert dynamic content from each record.

These variables look like this:

{{Client Name}} or {{Invoice Amount}}

When the automation runs, it finds these placeholders and replaces them with actual data from your Airtable record. The double curly braces tell the system put the data here.

This approach works for any document type you create repeatedly:

• Certificates for course completions.
• Monthly performance reports for each team member.
• Client agreements with their details pre-filled.
• Product catalogs that update when inventory changes.
• Receipts for purchases or donations.

A good template has clear placeholders that are easy to identify and update. The information flows in a natural order that makes sense for the reader. Your branding, fonts, and colors remain consistent across all generated documents.

The workflow follows a simple path. Your data lives in Airtable. Your design lives in Google Docs. The automation tool connects them.

When the automation is triggered, the system reads your Airtable record, finds the matching placeholders in your template, replaces them with your data and converts the template as PDFs.

You don't need to learn new software to create templates. If you can use Google Docs, you can build a template. Add your company logo at the top. Type your standard contract language. Insert {{Client Name}} where the client's name should appear. Save the document. Your template is ready.

How to Set Up Airtable Document Generation with TypeFlow

To automate your document generation, you need to follow three steps:

• Connecting your Airtable account.
• Build your template
• Mapping your fields to template variables.
• Configuring when documents should generate.

The process doesn't require coding knowledge. If you already know/use Airtable and Google Docs, you have all the skills needed.

Most users complete their first working automation in 10 to 30 minutes (depending on your use case). Most of the time spent will be on designing your template and deciding which fields to include. The technical connection takes just a few clicks.

Step 1: Connect Your Airtable Base to TypeFlow

First, you need to create a TypeFlow account and authorize access to your Airtable workspace (you can connect your Airtable account here).

This connection allows TypeFlow to read data from your bases when generating documents. You can select only the bases you want to work with.

Step 2: Build your template

2.1 Pick or build a template

Choose a template from our library or from your Google Drive. If you choose a template from our library, then TypeFlow is going to duplicate the chosen template to your Google Drive.

2.2 Understanding Template Variables

Variables in your Google Docs template use double curly braces: {{Field Name}}

Case sensitivity matters:

• {{Client Name}} ≠ {{client name}}
• It's recommended that your variable match your Airtable field so if you field is Client Name, then it's better to use {{Client_Name}} or {{Client Name}} or {{client name}}

Special characters:

• Spaces are OK: {{Invoice Number}}
• Avoid: / \ | * ? < > : in field names

2.3 Working with Line Items (Loop_0)

Line items are essential for invoices, purchase orders, or any document requiring itemized entries. They create a hierarchical relationship between a main record (like an invoice) and its sub-items (like individual products or services).

Example: Invoice Line Items

You need two tables with a linked relationship:

Invoices table:

Line Items table:

Step 1: Create your Google Docs template

In Google Docs, create a table with one row containing both {{loop_0}} AND your field variables:

The {{loop_0}} variable tells Typeflow this row should repeat for each linked record.

Step 2: Configure in Typeflow

1. From your main table (Invoices), select the linked record field (Line Items)
2. Typeflow now shows all fields from your linked table
3. Map your variables to the Airtable fields
4. Generate a test PDF

The generated PDF:

The table size adjusts automatically based on the number of line items.

Multiple Line Item Tables

Need a second line items table? Use {{loop_1}} in a separate table for the second set of linked records.

2.4 Advanced Variables Reference

Typeflow supports different variable types for various use cases:

Step 3: Map Your Fields to Google Docs Variables

Once you have built your template, you can pick it in TypeFlow, and the configuration starts.

Pick your base.

Pick your table

Pick an attachment field. We will save the generated document into it.

Now you can map the data.

If you have implemented loop_0 to access a linked record in a table, then you will see this section. You can choose a linked record field, and now map the Airtable fields from your linked record to your variables from the table.

After having mapped the data, always test with sample data before running on your full dataset. Generate one document and verify that all fields populate correctly. Check formatting, spacing, and that no variables remain unreplaced in your output.

Step 4: Automate PDF Generation with Airtable

Once you've tested your flow, it's time to import TypeFlow to Airtable. The goal is to automate your document generation. We have different methods to let you automate your document generation.

Method 1: Generate document with a button

To make invoice generation easy, you can add a button directly in your Airtable base:

1. In Typeflow scroll to the bottom of the page and click on " Classic Implementation"

2. Copy the URL, it should look like this: "https://app.typeflow.us/api/generate-doc?record_id="&RECORD_ID()&"&table_id=xxx&flow_id=xxx"

3. Go to your Airtable table and add a new button field

4. Paste the URL from Typeflow to the URL Formula

Now whenever you want to generate an invoice, you can click the button in Airtable and it will generate the PDF for you.

Method 2: Generate documents with Airtable Automation

In this method, we will use the Airtable Automation. For the purpose of this article, we will trigger the PDF genration whenever the field Status, for any invoice, is equal to "Ready".

1. Go to Automation in Airtable
2. Click on "Add a trigger" and Choose When a Record matches a condition

3. Select the table you want to trigger the automation on (in this case the Invoices table)

4. Select the field you want to trigger the automation on (in this case the Status field)

5. Select the condition you want to trigger the automation on (in this case "is")

6. Select the value you want to trigger the automation on (in this case "Ready")

7. Now choose a record that matches the condition

8. Now click on Add an advanced logic or action

9. Pick Run Script. A new popup appears.

10. Go back to Typeflow and select Automation in Airtable. Copy the script.

11. Paste the script in the popup.

12. In the left-side of the popup, do not forget to configure the variable input, record_id. You need to select Airtable Record ID from the dropdown. See the image.

13. Test your script, and see if it works. Adjust if needed (most of the time the error comes from the record_id variable - see step 12).

14. Now name your automation and save it.

Now your flow is ready. Test it carefully to see if it works well.

Here are the most common trigger configurations with Airtable Automation:

• Scheduled triggers: Generate reports every Monday morning or monthly on the first day. Useful for recurring reports that summarize data from a time period.
• Event-based triggers: Create an invoice automatically when a deal moves to "Closed Won" or when a checkbox is marked. The document generates within seconds of the change.
• Form submission triggers: When someone submits an Airtable form, generate a confirmation document or certificate immediately.
• Conditional triggers: Only generate documents for records matching specific criteria. For example, only create invoices for amounts over €500.

You can combine triggers with email actions to send documents directly to recipients. When a new client is added to your base, automatically generate a welcome packet and email it to them. No manual steps required.

Once your automation is running, you can forget about it. Documents generate in the background while you focus on other work. You'll find finished PDFs waiting in your designated folder or attached to your Airtable records.

Method 3: The TypeFlow Airtable Extension

It's possible to generate documents with the Airtable Extension. It's the best way to bulk generate documents.

You can follow this tutorial:

Best Practices for Integration

Test and Verify Before running large-scale exports, always:

1. Start with 2-3 sample records to validate your template

2. Check field mapping accuracy across different record types

3. Ensure all dynamic content renders correctly

Common Issues and Solutions

Problem: Line items don't appear in PDF

• Cause: Missing {{loop_0}} variable in table
• Solution: Ensure first cell of table row contains {{loop_0}}
• See: Step 2.3 for correct implementation

Problem: Images not displaying

• Cause: Attachment field empty or wrong variable syntax
• Solution: Use {{image_FieldName}} for main doc, {{loop_image_FieldName}} for line items
• Verify attachment field contains valid image files

Problem: Automation script fails in Airtable

• Cause: record_id variable not configured (Step 12)
• Solution: In left sidebar, select "Airtable Record ID" from dropdown
• See: Step 12 in Method 2 for detailed instructions

Start Your Free Trial

You now understand how automated document generation works with Airtable. The next step is setting up your own workflow and seeing the time savings for yourself.

Typeflow offers a straightforward way to connect your Airtable data to Google Docs templates. You can create invoices, certificates, contracts, reports, and any other document type your business needs. The setup takes minutes, and you'll have professional documents generating automatically.

Start for Free and build your first document automation today. The free tier lets you test the full workflow before committing. If you get stuck, the documentation covers common questions and setup scenarios.

Your team's time is valuable. Stop copying data between tools and let automation handle the repetitive work. The thirty minutes you spend setting this up will save you hours every month.