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. This automation eliminates the manual copy-paste work required to create shipping paperwork for every order.

This guide shows you how to set up automated shipping document generation from Airtable using Google Docs templates.

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

Manual document creation causes problems that automation solves:

• Save time on repetitive tasks - Stop creating documents manually for each order
• Reduce errors in shipping data - Data pulled directly from Airtable fields eliminates typos
• Scale fulfillment without extra work - Handle growing order volume without adding staff
• Maintain consistency - Every document follows the same professional format
• Create audit trails - Generated documents are automatically saved to order records

How to Set Up Your Airtable Base for Shipping Documents

Your Airtable base needs the right structure to support shipping document generation.

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

Once configured, you have multiple options for generating shipping documents.

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

International shipments require commercial invoices with specific customs information.

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: ________________

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.

Generate Professional Shipping Documents from Airtable Today

Automating your shipping document workflow saves time and reduces errors. TypeFlow makes this simple with Google Docs templates and direct Airtable integration.