How to Generate Shipping Documents from Airtable Automatically

Shipping document generation is the process of connecting your Airtable data to a document template to automatically produce PDFs like packing slips, bills of lading, or commercial invoices. According to McKinsey, warehouse errors from manual documentation cost companies 1-3% of total revenue. This automation eliminates the manual copy-paste work required to create shipping paperwork for every order.

This guide shows you how to generate shipping documents from Airtable using Google Docs templates and TypeFlow. For a complete overview of all fulfillment documents you can automate, see our guide to shipping and fulfillment document automation in Airtable.

By the end, you'll have a workflow that:

• Creates PDFs from your Airtable order data
• Supports single and multi-item orders
• Generates documents on demand, in bulk, or automatically

Key Takeaways

To generate shipping documents from Airtable automatically, connect your Orders table to a Google Docs template with TypeFlow, map your fields, and generate PDFs via a button, bulk action, or Airtable Automation.

• Documents: Create packing slips, bills of lading, delivery receipts, shipping labels, and commercial invoices
• Templates: Use Google Docs placeholders so your PDFs stay consistent and branded
• Automation options: Choose button-based, bulk, or status-triggered generation depending on your workflow
• International shipping: Add customs fields to generate commercial invoices when needed

Types of Shipping Documents You Can Generate from Airtable

Different shipping scenarios require different documents:

All of these can be generated automatically from your Airtable order data.

Why Automate Shipping Documents in Airtable

Automation turns your Airtable order records into ready-to-print PDFs in seconds.

• Save time: Generate documents without manual copy-paste
• Reduce errors: Pull data directly from Airtable fields to avoid typos
• Scale smoothly: Handle more orders without adding admin work
• Stay consistent: Every document follows the same format
• Create an audit trail: Save PDFs back to the order record automatically

Airtable's Page Designer is useful for basic single-page layouts, but it isn't built for automated, multi-page, or bulk document generation. For shipping workflows, you'll typically need a dedicated document generator.

What You Need Before Starting

Make sure you have these in place before you build your workflow:

How to Set Up Your Airtable Base for Shipping Documents

Your base only needs a few essentials to generate reliable shipping PDFs.

• One record per order: Store shipment-level info (address, dates, tracking) on the order
• Line items for products: Use a linked table when an order contains multiple products
• A PDF attachment field: Save generated documents back to the order for easy printing and auditing

Required Fields for Shipping Documents

Organizing Orders and Line Items

For orders with multiple products, create a separate Line Items table linked to your Orders table.

Line Items Table:

How to Create a Shipping Document Template in Google Docs

Design your template with placeholders that TypeFlow will replace with actual data.

Step 1: Set Up Your Document Structure

Create a new Google Doc with your company header:

[Company Logo]
[Company Name]
[Company Address]
[Phone | Email]

---

PACKING SLIP

Order #: {{Order ID}}
Ship Date: {{Ship Date}}
Tracking: {{Tracking Number}}

Step 2: Add Shipping Address Block

SHIP TO:
{{Ship To Name}}
{{Ship To Address}}
{{Ship To City}}, {{Ship To Postal Code}}
{{Ship To Country}}

SHIPPING METHOD: {{Shipping Method}}

Step 3: Create the Line Items Table

Use loop syntax to include all products from linked records:

ITEMS:

| SKU | Description | Qty |
|-----|-------------|-----|
{{loop_0}}
| {{SKU}} | {{Product Name}} | {{Quantity}} |

Step 4: Add Footer Elements

---

Total Items: {{Total Items}}
Total Weight: {{Total Weight}} kg

Special Instructions: {{Special Instructions}}

Packed by: ________________  Date: ________________

How to Connect TypeFlow to Your Airtable Base

Install TypeFlow and link it to your shipping data.

Step 1: Create Your TypeFlow Account

Go to app.typeflow.us and connect your Google account. This gives TypeFlow access to your Google Docs templates.

Step 2: Link Your Airtable Base

Authorize TypeFlow to access your Airtable account, then select the base containing your shipping data.

Step 3: Select Your Shipping Table

Choose the table containing your orders. This is where TypeFlow will pull data from when generating documents.

Step 4: Configure Output Settings

Select the attachment field where generated shipping documents should be saved.

How to Map Airtable Fields to Your Shipping Template

Connect each placeholder in your template to the corresponding Airtable field.

Mapping Basic Shipping Fields

Direct one-to-one mapping for order details:

• {{Order ID}} → Order ID field
• {{Ship Date}} → Ship Date field
• {{Tracking Number}} → Tracking Number field
• {{Shipping Method}} → Shipping Method field

Mapping Address Fields

Map each address component separately for proper formatting:

• {{Ship To Name}} → Ship To Name field
• {{Ship To Address}} → Ship To Address field
• {{Ship To City}} → Ship To City field
• {{Ship To Postal Code}} → Ship To Postal Code field
• {{Ship To Country}} → Ship To Country field

Mapping Line Items for Multiple Products

Configure the linked record field to pull data from each connected line item.

Apply Data Formatting

Use formatting options for dates, numbers, and currency values.

How to Automate Shipping Document Generation in Airtable

After your template and mapping are set up, choose how you want PDFs to generate.

Option 1: Button Field (On-Demand Generation)

Add a button field to your Orders table for one-click generation.

Workflow:

1. Open an order record
2. Click "Generate Shipping Doc"
3. PDF appears in the attachment field
4. Print and include with shipment

Best for: Operations where staff manually processes each order.

Option 2: Bulk Generation (Batch Processing)

Generate shipping documents for multiple orders at once.

Workflow:

1. Filter view to show orders ready to ship
2. Select all records
3. Click "Generate PDFs"
4. All documents generate in parallel

Best for: End-of-day batch processing or preparing multiple shipments at once.

Option 3: Airtable Automations (Automatic Generation)

Set up automations to generate documents when orders reach a specific status.

Setup steps:

1. Create a new Automation in Airtable
2. Set trigger: "When record matches conditions" (Status = "Ready to Ship")
3. Add action: "Run script"
4. Paste the TypeFlow script

Commercial Invoices for International Shipping

If you ship internationally, you'll typically need a commercial invoice that declares what's in the shipment and its value for customs.

• Product classification: HS code per item
• Origin details: Country of origin per item
• Value and terms: Currency, totals, and Incoterms

Additional Fields for Commercial Invoices

Commercial Invoice Template Structure

COMMERCIAL INVOICE

Invoice #: {{Invoice Number}}
Date: {{Ship Date}}
Currency: {{Currency}}

EXPORTER:
[Your Company Details]

IMPORTER:
{{Ship To Name}}
{{Ship To Address}}
{{Ship To City}}, {{Ship To Postal Code}}
{{Ship To Country}}

| Description | HS Code | Origin | Qty | Unit Value | Total |
|-------------|---------|--------|-----|------------|-------|
{{loop_0}}
| {{Product Name}} | {{HS Code}} | {{Country of Origin}} | {{Quantity}} | {{Unit Price}} | {{Line Total}} |

TOTAL VALUE: {{Total Value}}
TERMS: {{Terms of Sale}}

I declare that the information on this invoice is true and correct.

Signature: ________________  Date: ________________

Real-World Use Cases

E-commerce Fulfillment

An online store generates packing slips automatically when orders are marked "Ready to Ship." At the end of each day, the team bulk-generates any remaining documents for batch shipping.

Wholesale Distribution

A B2B distributor generates commercial invoices for international orders with HS codes and country of origin for customs. Separate templates handle domestic packing slips vs international invoices.

3PL / Warehouse Operations

A third-party logistics provider triggers document generation from WMS status updates. Each shipment gets both a packing slip and bill of lading generated simultaneously using two automations with the same trigger.

Best Practices for Shipping Document Generation

Test Before Going Live

Generate sample documents with test data before using in production. Verify all fields populate correctly and formatting looks professional.

Use Consistent Field Naming

Airtable field names must match template placeholders exactly. Avoid spaces or special characters when possible. Use underscores instead (e.g., Ship_To_Name).

Handle Missing Data Gracefully

Some orders may have empty fields. Design your template so missing data doesn't create awkward blank spaces or broken formatting.

Keep Templates Simple

Complex formatting can cause PDF generation issues. Use standard fonts, simple tables, and minimal styling for reliable results.

Common Issues and How to Fix Them

Variables Not Populating

Problem: Template shows {{Field_Name}} instead of actual data.

Solution: Check that Airtable field names match template placeholders exactly, including capitalization and underscores.

Line Items Not Displaying

Problem: Products don't appear in the generated document.

Solution:

1. Verify linked records are properly connected in Airtable
2. Check loop syntax is correct in template
3. Ensure line items mapping is configured in TypeFlow

Formatting Problems in PDFs

Problem: Generated PDFs look different from Google Docs template.

Solution: Simplify template formatting. Use standard fonts (Arial, Times New Roman), avoid complex table borders, and remove unnecessary styling.

Start Generating Shipping Documents from Airtable Today

Automating shipping paperwork saves time and keeps every order accurate. With TypeFlow + Google Docs templates, you can generate PDFs directly from Airtable in a few clicks.

• Faster fulfillment: Less manual admin work per order
• Cleaner data: Fewer copy-paste mistakes
• More consistency: Every document follows the same format

Related Shipping & Fulfillment Documents

• Generate Packing Lists from Airtable - Automated packing list PDFs for warehouse workflows
• Print Labels from Airtable - Product, shipping, and inventory labels with barcodes
• Generate Proof of Delivery from Airtable - POD documents with recipient signatures