How to Generate Documents with E-Signature from Airtable

If you want to generate documents with e-signature from Airtable, you are in the right place. TypeFlow lets you generate documents based on Airtable records (contracts, invoices, certificates, etc.) but it also supports e-signature workflows.

This guide walks you through the complete workflow: from template setup to document generation with e-signature fields to signed PDF back in Airtable.

Why Combine Document Generation and E-Signature?

Most Airtable users who need signatures follow a fragmented workflow. They generate a document with one tool, export it, upload it to a signature platform like DocuSign, wait for signing, then manually save the result back to Airtable. Three tools, multiple manual steps, easy to forget.

If they are a bit technical, they might try to automate parts of this with Zapier or Make, but it's still tedious and requires maintaining multiple workflows. And of course it requires many subscriptions.

TypeFlow combines document generation and e-signature into a single flow. One template, one trigger, one platform. When you generate a contract from Airtable, the signature request goes out automatically. When the signer completes, the signed PDF saves back to your record.

This matters for:

• Contracts that need client signatures before work begins
• Proposals that require approval signatures
• NDAs sent to new hires or partners
• Service agreements generated per project
• Employment documents that need employee and manager sign-off

The time savings compound. Instead of 10-15 minutes per document managing exports and uploads, the entire flow runs in seconds after initial setup.

What You Need Before Starting

Before setting up e-signature document generation, make sure you have:

• An Airtable base with the data you want in your documents
• A TypeFlow account connected to your Airtable (connect here)
• A Google Docs template (or use one from the TypeFlow library). If you do not use Google you can use our template Builders.
• Email addresses for your signers (stored in Airtable or entered manually)

If you haven't set up basic document generation yet, start with our Airtable document generation guide first. This article assumes you have a working flow and want to add signature collection.

How to Generate Documents with E-Signature from Airtable

The setup takes about 5 minutes if you already have document generation working. You'll enable e-signature, add placeholders to your template, configure signers, and generate.

Step 1: Enable E-Signature in Your Flow

Open your existing flow in TypeFlow (or create a new one). In the flow settings, toggle on E-Signature. This unlocks the e-signature configuration tab.

When e-signature is enabled, your flow changes behavior:

• Once a document is generated by TypeFlow, it is saved in Airtable but also send for signature to the signers.
• Signers receive email invitations with unique signing links.
• The final signed PDF (with Certificate of Completion) saves after all signatures complete

Step 2: Add Signature Placeholders to Your Template

Open your template. Add e-signature placeholders where you want signers to complete fields. These use a specific syntax:

Signature fields:

{{e-signature.signature_1}}
{{e-signature.signature_2}}

Text input fields (for typed name, title, etc.):

{{e-signature.text_1_name}}
{{e-signature.text_1_title}}
{{e-signature.text_2_name}}

Date fields (auto-fills when signer signs):

{{e-signature.date_1}}
{{e-signature.date_2}}

The number in each placeholder (1, 2, 3) corresponds to the signer number you'll configure in the next step. Signer 1 completes all _1 fields, Signer 2 completes all _2 fields, and so on.

Example contract signature block:

CLIENT SIGNATURE

Signature: {{e-signature.signature_1}}
Name: {{e-signature.text_1_name}}
Title: {{e-signature.text_1_title}}
Date: {{e-signature.date_1}}


COMPANY SIGNATURE

Signature: {{e-signature.signature_2}}
Name: {{e-signature.text_2_name}}
Title: {{e-signature.text_2_title}}
Date: {{e-signature.date_2}}

You can mix regular Airtable data placeholders with e-signature placeholders in the same template. The Airtable data fills in when the document generates; the signature fields remain for signers to complete.

Step 3: Choose Delivery Method

In the Delivery Method section, you can choose three ways to send the document to sign:

• Email: Send the document directly to the signer via email
• Link Only: Save the link to sign to an Airtable field, so it will be you who share the link to the signer
• Both: Send the document via email and save the link to an Airtable field

Step 4: Configure Your Signers

Back in TypeFlow, go to the E-Signature tab. Refresh your Signer configuration it will detect the number of signer you defined in your template.

For each signer, configure:

Email source:

• Static data: Enter a fixed email address. Use this when the same person always signs (e.g., your company's authorized signatory).
• From Airtable field: Select an email field from your table. Use this when the signer varies per record (e.g., client email, employee email).

Signing link storage (optional): Select an Airtable field to store each signer's unique signing URL. Useful if you want to share the link through other channels or track who hasn't signed.

Choose signing mode:

• Parallel: All signers receive invitations simultaneously. Anyone can sign in any order. Best for documents where signing sequence doesn't matter.
• Sequential: Signer 1 must complete before Signer 2 receives their invitation. Best for approval workflows where the first signature authorizes the next.

Signed document storage: Select an Airtable attachment field where the final signed PDF will be saved.

Step 5: Generate and Send for Signature

With your template and signers configured, you're ready to generate.

Manual generation: Click the generate button in TypeFlow or use the button field in Airtable.

Automated generation: Set up an Airtable automation that triggers when a record meets certain conditions (status changes, checkbox ticked, enters a view). See our document automation guide for setup steps.

When generation runs:

1. TypeFlow pulls data from your Airtable record
2. The template populates with your data
3. E-signature placeholders become signable fields
4. Each signer receives an email with their unique signing link
5. Signers review the document and complete their fields
6. After all signatures, the final PDF saves to your Airtable attachment field

What Signers See

When a signer clicks their unique link, they land on a signing page that shows:

1. Document preview: The full document with their signature fields highlighted
2. Consent checkbox: Required before signing (legally necessary for audit trail)
3. Signature pad: Draw signature with mouse, trackpad, or finger on mobile
4. Text/date fields: Any additional fields assigned to them
5. Complete button: Submits their signature

The page works on desktop and mobile. Signers don't need a TypeFlow account—they just click, review, sign, and submit.

After signing, they see a confirmation and can download a copy of the signed document.

Certificate of Completion

When the final signer completes, TypeFlow generates a Certificate of Completion that's embedded in the signed PDF. The certificate includes:

• Document details: Original filename, generation timestamp
• Signer information: Email, name (if provided), signature image
• Audit trail per signer:
  • Timestamp when they viewed the document
  • Timestamp when they consented
  • Timestamp when they signed
  • IP address
  • Geographic location (city, country)
  • Browser and device
  • Time spent reviewing
• Document integrity: SHA-256 hash of original and final documents

This audit trail satisfies legal requirements under the US ESIGN Act, UETA, and EU eIDAS Regulation for Simple Electronic Signatures.

Common Use Cases

Client Contracts

Template includes: Project scope, deliverables, timeline, payment terms from Airtable. Signature blocks for client and your company.

Workflow: When deal status changes to "Ready for Contract," automation generates the contract and sends to client. After client signs, your team gets notified to countersign. Signed contract saves to the deal record.

Employment Offers

Template includes: Position, salary, start date, benefits from Airtable. Signature blocks for candidate and HR.

Workflow: HR updates candidate status to "Offer Approved." Automation generates offer letter, sends to candidate. Sequential signing: candidate signs first, HR countersigns. Signed offer saves to candidate record.

Vendor Agreements

Template includes: Vendor name, service terms, pricing from Airtable. Signature blocks for vendor and procurement.

Workflow: Procurement marks vendor as "Approved." Automation generates agreement, sends for signature. Parallel signing since order doesn't matter. Signed agreement saves to vendor record.

Project Sign-Offs

Template includes: Project name, deliverables completed, client feedback from Airtable. Signature block for client approval.

Workflow: Project manager marks project "Ready for Sign-Off." Automation generates completion certificate, sends to client. Single signer flow. Signed document saves to project record.

Troubleshooting Common Issues

Signature placeholders not appearing as signable fields

Check that your placeholder syntax is correct: {{e-signature.signature_1}} with the exact format. Common mistakes include missing the hyphen in e-signature or using wrong brackets.

Signer not receiving email

Verify the email address is correct. Check spam folders. If using an Airtable field, make sure the field contains a valid email format, not a name or other text.

Wrong signer assigned to fields

Match signer numbers in your configuration to placeholder numbers in your template. Signer 1 in settings completes _1 placeholders, Signer 2 completes _2 placeholders.

Document shows signature fields but signing link doesn't work

Check that the signing session hasn't expired. Links expire after 30 days by default. If the link has expired, regenerate the document to create a new signing session.

Signed PDF not saving to Airtable

Check that your flow has an attachment field selected for output. The signed PDF only saves after ALL signers complete. If one signer hasn't finished, the document remains pending.

Best Practices

Test with your own email first. Before sending real contracts, generate a test document with your email as the signer. Walk through the signing experience to verify everything works.

Use sequential signing for approvals. When one signature authorizes the next (employee → manager → HR), sequential mode ensures proper order.

Store signing links in Airtable. Even though signers receive email invitations, storing the unique URL lets you resend manually or share through other channels.

Keep templates simple. Complex formatting can shift between Google Docs and PDF. Test your template layout before going live with signatures.

Name your signers clearly. In TypeFlow's signer configuration, use descriptive names like "Client" and "Account Manager" rather than "Signer 1" and "Signer 2."

Start Generating Documents with E-Signature

You now have everything needed to generate documents from Airtable and collect legally binding signatures in one workflow.

TypeFlow handles both document generation and e-signature natively. No need for separate signature platforms, no Zapier connections to maintain, no per-signature fees.

Start for Free and add e-signature to your first document flow today. Setup takes about 5 minutes if you already have document generation working.

For the complete guide on electronic signatures in Airtable—including form-based signatures, DocuSign integration, and choosing between solutions—see our Airtable Electronic Signature Setup Guide.