How to Generate Contracts from Airtable Data (Step-by-Step Guide)

36% of businesses have contracts with missing signatures (Adobe/IDC, 2024). 43% copy-paste data manually. 28% of work time is spent on document admin instead of actual work (Adobe/IDC, 2024).

Creating contracts for every new client or collaborator can eat up hours you could spend growing your business.

If you already use Airtable, you are sitting on a system that can generate those contracts for you with almost no manual work.

This guide walks you through setting up automated contract generation from your Airtable base using Google Docs templates. You'll learn how to structure your data, create templates with dynamic fields, connect the tools, and trigger contract creation with a single click or form submission.

Who is this for?

This guide is for you if you:

• Use Airtable for your business data
• Need to generate a lot of contracts for your clients or collaborators
• Want to automate contract generation

What You Need Before Starting

Generating contracts from Airtable involves connecting your Airtable base to a tool like Typeflow, creating a contract template in Google Docs with placeholder variables, and then mapping your Airtable fields to those variables. This process, similar to a mail merge, automatically populates your template with data to create a finished PDF contract.

To make it work, you need:

• An Airtable account with a base: This is where you contract data lives
• A Google account: You'll use Google Docs to design your contract template.
• A basic idea of your contract layout: Know which fields from Airtable will appear in your contract and roughly where they belong.
• A TypeFlow account: to automate your contract generation

The whole setup takes about 15 minutes once you have these three pieces in place (based on 2000+ TypeFlow customer implementations, 2024-2025).

How to Set Up Your Airtable Base for Contracts

For our example, we will generate contracts for new collaborators.

Your Airtable base is where all your contract data lives. The way you organize this data determines how smooth everything runs later.

Required fields for contract data

Every contract pulls from specific data points in your base. You'll want to create fields that match the information your contracts actually need.

For most contracts, you'll need these core fields in your Airtable base:

• Collaborator Name: The full legal name of the person or company.
• Contract Date: The date the agreement takes effect.
• Terms and Conditions: The specific legal clauses for the agreement. You can use Linked Records to select different terms based on the role.
• Salary: The compensation offered to the collaborator.
• Contract Type: The employment status, such as Full-Time, Part-Time, or Contractor.
• Role: The collaborator's job title or position.

Organizing records for contract workflows

Airtable views let you filter which records are ready for contract generation. I create a view called "Ready to Generate" that only shows records where a status field equals "Approved."

This approach prevents you from generating contracts for incomplete or unapproved deals. You can also add a checkbox field called "Contract Generated" to track which records already have documents. When you check that box, the record disappears from your "Ready to Generate" view.

How to Create Your Contract Template in Google Docs

Your Google Doc acts as the master template where Airtable data gets inserted. The design you create here becomes the final look of every contract you generate.

Adding placeholder variables to your template

Placeholder variables tell the system where to insert data from Airtable. You write these using double curly braces with the field name inside, like this: {{field_name}}.

The text between the braces corresponds to your Airtable field names:

• {{client_name}} pulls the client's name from your base.
• {{contract_date}} inserts the date from the corresponding field.
• {{total_amount}} adds pricing information to the document.

Keep variable names simple and match them to your Airtable field names as close as possible. If your Airtable field is called "Client Email," use {{client_email}} instead of something vague like {{email}}. This makes the mapping step easier later.

Formatting your contract for PDF output

The formatting in your Google Doc carries over to the final PDF. Use standard fonts like Arial or Times New Roman because they render the same way across different systems.

Set your margins to at least 1 inch on all sides. This prevents text from getting cut off when the document converts to PDF. Use page breaks to control where new sections start, which matters for multi-page contracts.

Bold your important headings and use tables for pricing breakdowns or itemized lists. The cleaner your template looks in Google Docs, the more professional your final contracts appear.

Conditional sections for your contract

You can add one or multiple conditional sections in your contract. It allows you to generate one master template that will adapt based on placeholder values. You can show/hide sections based on those placeholder values.

For example, you won't show some part of the contract based on the type of contract (Full-Time vs Part-Time vs Intern vs Contractor). Same for the role.

So you don't have to contract one contract for each type of contract and/or role.

How to Connect TypeFlow to Airtable

Step 1: Connect Airtable to TypeFlow

Connecting TypeFlow to your Airtable base takes just a few minutes. The process links your data source to your document template so contracts can be generated with one click. For that, you just need to connect Airtable with TypeFlow here.

Step 2: Authenticate your Google account

When you open TypeFlow for the first time, it asks you to connect your Google account. Click "Connect Google Account" and follow the authorization steps.

This allows TypeFlow to access the Google Docs templates in your Drive. The authorization is standard OAuth, which means TypeFlow can only access files you explicitly select.

Step 3: Select your contract template

After authentication, TypeFlow displays your Google Drive files. Navigate to the folder where you saved your contract template and select it. The template now links to your Airtable base and is ready for field mapping.

How to Map Airtable Fields to Your Contract Template

Mapping connects each Airtable field to its corresponding placeholder variable in your template. TypeFlow shows your available fields on the left and detected template variables on the right.

Click on an Airtable field, then click the matching template variable to create the connection:

• Airtable field "Company Name" → Template variable {{company_name}}
• Airtable field "Start Date" → Template variable {{contract_start}}
• Airtable field "Total Price" → Template variable {{total_amount}}

Once done, you can import TypeFlow to Airtable.

Common Contract Types You Can Generate from Airtable

TypeFlow works for any contract type you need. Here are the most common documents our customers generate from their Airtable bases.

• Employment contracts: Full-time, part-time, contractor, intern agreements with salary, benefits, and terms
• Service agreements: Client contracts, SOWs, retainer agreements with pricing and deliverables
• Vendor contracts: Purchase orders, supplier agreements, NDAs with payment terms
• Sales contracts: Order forms, terms of sale, product agreements with line items

Each type uses the same setup process but with different template fields and conditional logic.

How to Automate Contract Generation in Airtable

You have three ways to generate contracts from Airtable. Pick the method that fits your workflow: manual control with buttons, automatic generation with Airtable automations, or signature-triggered regeneration with forms. Most teams start with buttons, then add automation once they've tested their templates.

Method 1: The Classic Implementation

The classic method gives you full control over when to generate a contract. Indeed, you need to click on a button to trigger the contract generation.

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 a contract, you can click the button in Airtable and it will generate the PDF for you.

Method 2: The Airtable Automation

You can use the Airtable Automation to automate your contract generation. Automations run based on specific events in your base. You can choose from several trigger options depending on your workflow.

Here are the most common triggers:

• When a record is created: Generate a contract as soon as someone adds a new client to your base.
• When a field changes: Generate a contract when a status field updates to "Approved."
• On a schedule: Generate a batch of contracts every Friday afternoon or on the first of each month.

To set this up, click the Automations tab in your base, then "Create automation." Choose your trigger type and configure the conditions that activate the automation. For the purpose of this article, we will trigger the PDF genration whenever the field Status, for any invoice, is equal to "Ready".

Go to Automation in Airtable

1. Click on "Add a trigger" and Choose When a Record matches a condition

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

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

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

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

6. Now choose a record that matches the condition

7. Now click on Add an advanced logic or action

8. Pick Run Script. A new popup appears.

9. Go back to TypeFlow and select Automation in Airtable. Copy the script.

10. Paste the script in the popup.

11. 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.

12. 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).

13. Now name your automation and save it.

Method 3: Form Submission

This advanced method is ideal for workflows involving e-signatures. You can trigger contract regeneration automatically after a signature is captured via a TypeFlow form.

First, generate an initial version of the contract and send it with the signature form. When the recipient signs, the document is automatically regenerated to include the signature and update the record in Airtable.

For a complete audit trail, configure TypeFlow to not override the original attachment. This saves both the unsigned and signed versions of the contract to the record.

Best Practices for Airtable Contract Automation

Following a few simple practices prevents common problems and keeps your automation running smoothly. Addressing them upfront saves troubleshooting time later.

Use clear naming conventions

Match your Airtable field names to your template variables (e.g., Airtable field "Client Email" becomes template variable {{client_email}}). This makes mapping intuitive and simplifies future updates.

Test your template before going live

Always generate a test contract with sample data before using the automation for real clients. This helps you catch mapping errors or formatting issues early.

Store generated contracts in Airtable

Add an attachment field in Airtable to save the final PDF to each record. This creates a complete, centralized audit trail for all your agreements.

Benefits of Automating Contract Generation

Automation transforms contract creation from a tedious manual task into a background process that runs itself. The time savings add up fast, but the benefits go beyond just speed.

Save time on repetitive document tasks

An automated contract generates in seconds, saving hours of manual work each month. This frees you up to focus on growing your business instead of administrative tasks.

Reduce errors and maintain consistency

Automation pulls data directly from your Airtable base, eliminating copy-paste errors. Every contract uses the same approved template, ensuring consistent branding and legal language.

Scale your contract workflow

An automated system handles 100 contracts as easily as it generates 10. This allows your business to grow without the administrative burden growing at the same rate.

Common Issues and Solutions

Even well-configured automations can hit snags. Here are the most common problems and how to quickly fix them.

Variables not populating

If a variable like {{client_name}} appears in the final document, check for typos in your Google Doc template. Also, confirm the field is correctly mapped in TypeFlow.

PDF formatting problems

If your PDF layout looks broken, simplify your Google Doc template. Stick to standard fonts and simple table structures to ensure a clean conversion.

Automation not triggering

First, double-check that your trigger conditions in Airtable are being met exactly (e.g., status is "Approved" not "Approve"). Second, ensure your tool's authorization to access Airtable and Google hasn't expired.

How TypeFlow Compares to Other Airtable Contract Tools

Several tools can generate contracts from Airtable, but they differ in approach and complexity. Here's how TypeFlow stacks up against common alternatives:

TypeFlow works with Google Docs, which most people already know how to use. You don't need to learn a new template editor or proprietary syntax. If you can format a Google Doc, you can create a contract template.

The native Airtable extension means no third-party connectors or additional accounts. Everything lives inside your existing workflow.

Generate Professional Contracts from Airtable in Minutes

You now have a complete roadmap for automating contract generation from Airtable. The setup takes less than an hour, and once it's running, you'll save hours every week on document creation.

TypeFlow connects the tools you already use-Airtable for data management and Google Docs for document design. This familiar foundation means less learning curve and faster implementation.

About This Data

The setup times, processing speeds, and best practices in this guide are based on real-world data from 2000+ TypeFlow customer implementations (2024-2025). All customer examples are anonymized to protect confidentiality. External research citations (Adobe/IDC, 2024) provide independent verification of productivity challenges that contract automation addresses.

Start for Free