How to Create Professional Quotes from Airtable (Step-by-Step Guide)

Creating and sending quotes is essential for any service business, freelancer, or sales team. If you're using Airtable to manage your clients and products, you're already halfway to a streamlined quoting process.

In this step-by-step guide, we'll show you how to generate professional PDF quotes directly from your Airtable data using TypeFlow - no coding required.

By the end of this guide, you'll have a quote generation system that:

• Creates professional-looking quotes with your branding
• Automatically pulls client and product data from your Airtable base
• Includes line items with quantities, prices, and totals
• Optionally collects e-signatures for quote acceptance
• Saves hours of manual work each week

What Is Quote Generation from Airtable?

Quote generation from Airtable is the process of using a connected tool like TypeFlow to automatically create professional PDF quotes directly from your data. Since Airtable doesn't natively generate documents, this workflow is essential for sales teams and service businesses.

The process works in three simple steps:

• Data Pull: Information is pulled directly from your Airtable records - client details, products, quantities, prices.
• Template Merge: The data is merged into a pre-designed template (Google Docs or Template Builder).
• PDF Generation: A final, polished PDF quote is created and saved back to Airtable.

Quotes vs. Invoices: What's the Difference?

While the Airtable structure and workflow are similar, quotes and invoices serve different purposes:

Many businesses use both: a quote converts to an invoice once accepted. We'll cover that workflow later in this guide.

For invoice automation, see our invoice generation guide.

Why Automate Quotes in Airtable?

Quote generation is one of the most requested features in the Airtable community. Automating your quote generation offers significant advantages:

• Win More Deals: Fast quote turnaround shows professionalism and keeps prospects engaged.

• Eliminate Errors: Automation ensures pricing and client details transfer perfectly every time.

• Save Time: Stop copy-pasting from Airtable to Word. Generate quotes in seconds.

• Consistent Branding: Every quote uses the same professional template.

• Track Quote Status: Know instantly which quotes are pending, accepted, or declined.

• Scale Your Sales: The same workflow handles 10 or 1,000 quotes without extra effort.

What You Need to Create Quotes from Airtable

Before we start, make sure you have these tools ready:

Airtable Quote Base Structure: Tables and Fields You Need

A well-organized base is the foundation of your automation. Before connecting TypeFlow, ensure your Airtable base is set up to store all necessary quote information.

Clients Table

• Client Name (Single line text)
• Contact Person (Single line text)
• Email (Email)
• Phone (Phone number)
• Address (Long text)

Products/Services Table

• Name (Single line text)
• Description (Long text)
• Unit Price (Currency)
• Category (Single select)

This table serves as your product catalog. You'll link to it when creating quote line items.

Quotes Table

• Quote Number (Auto-number or Formula)
• Client (Link to Clients table)
• Date (Date)
• Valid Until (Date)
• Status (Single select: Draft, Sent, Accepted, Declined, Expired)
• Notes (Long text)
• Line Items (Link to Quote Line Items table)
• Subtotal (Rollup: SUM of {Line Items}→{Line Total})
• Discount % (Percent)
• Discount Amount (Formula: {Subtotal} * {Discount %})
• Tax Rate (Percent)
• Tax Amount (Formula: ({Subtotal} - {Discount Amount}) * {Tax Rate})
• Total (Formula: {Subtotal} - {Discount Amount} + {Tax Amount})
• Quote PDF (Attachment - this is where TypeFlow will store your generated quote)

Quote Line Items Table

• Quote (Link to Quotes table)
• Product/Service (Link to Products/Services table)
• Description (Lookup from Product/Service or Single line text for custom items)
• Quantity (Number)
• Unit Price (Lookup from Product/Service or Currency for custom pricing)
• Line Total (Formula: {Quantity} * {Unit Price})

Create Your Quote Template

TypeFlow offers two ways to create your quote template: Google Docs or the visual Template Builder.

Option A: Google Docs Template

If you're comfortable with Google Docs, create a new document and add placeholders for your data using double curly braces like {{placeholder}}.

Example placeholders:

• {{Quote_Number}} - Your quote number
• {{Date}} - Quote date
• {{Valid_Until}} - Expiration date
• {{Client_Name}} - Client's name
• {{Client_Email}} - Client's email
• {{Client_Address}} - Client's address
• {{Notes}} - Any additional notes
• {{Subtotal}} - Subtotal before discounts
• {{Discount_Amount}} - Discount value
• {{Tax_Amount}} - Tax value
• {{Total}} - Final total

For line items, use {{loop_0}} in a table:

TypeFlow will automatically repeat this row for each line item in your quote.

Option B: Template Builder

If you prefer a visual approach or don't have a Google account, use TypeFlow's Template Builder:

1. Go to TypeFlow and select "Template Builder"
2. Drag and drop elements onto your canvas
3. Use the Quote block for a pre-built quote layout
4. Customize colors, fonts, and layout
5. Map fields directly in the builder

The Template Builder is ideal for users who want quick results without designing in Google Docs.

Connect TypeFlow to Your Airtable Base

Now connect TypeFlow to your Airtable:

1. Sign in to your TypeFlow account
2. Visit Integrate Airtable with TypeFlow
3. Click "Connect to Airtable"
4. Authorize TypeFlow to access your Airtable account
5. Select your base and the Quotes table

Configure Your Quote Generation Workflow

Once connected, configure your workflow:

1. Click "Start a new automation workflow"
2. Choose "Google Docs" or "Template Builder"
3. Select your template
4. Choose your Airtable base
5. Select the Quotes table
6. Set the attachment field (Quote PDF) where generated PDFs will be saved
7. Map Airtable fields to your template placeholders

Configuring Line Items

For line items, select your linked Line Items field and map the nested fields:

• {{loop_0.Description}} → Description from Line Items
• {{loop_0.Quantity}} → Quantity
• {{loop_0.Unit_Price}} → Unit Price
• {{loop_0.Line_Total}} → Line Total

TypeFlow will automatically loop through all line items and add them to your quote.

Optional: Custom Filename

Set a custom filename like: Quote-{{Quote_Number}}-{{Client_Name}}

This makes it easy to identify quotes in your file system.

How to Trigger Quote Generation

You have two options for generating quotes:

Method 1: Button Click (Manual)

Use this when you want to review quotes before generating:

1. In TypeFlow, scroll to "Classic Implementation"
2. Copy the URL (it contains your flow_id and table_id)
3. In Airtable, add a Button field to your Quotes table
4. Paste the TypeFlow URL into the button formula

Now click the button on any quote record to generate the PDF instantly.

Method 2: Airtable Automation (Automatic)

Use this for hands-free quote generation. This requires a paid Airtable plan for Airtable Automations or a tool like Make.com.

1. Go to Airtable Automations
2. Create a new automation with trigger "When record matches conditions"
3. Set condition: Status = "Ready to Send"
4. Add action: Run Script
5. Copy the script from TypeFlow's "Automation in Airtable" section
6. Paste the script and configure the record_id variable
7. Test and save

Now whenever you change a quote's status to "Ready to Send," the PDF generates automatically.

Add E-Signatures to Your Quotes

TypeFlow includes built-in e-signatures at no extra cost. This lets clients accept quotes with a legally binding signature.

How to Set Up E-Signatures

1. Add a signature placeholder to your template: {{signature}}
2. In TypeFlow, enable "Request Signature"
3. Add the signer's email field (Client Email)
4. Generate the quote

When the quote is generated, TypeFlow sends a signature request to your client. Once signed:

• The signed PDF uploads to Airtable automatically
• You can update the quote status to "Accepted" via automation

This eliminates back-and-forth emails and gets deals closed faster.

Quote to Invoice Workflow

Once a quote is accepted, you'll want to convert it to an invoice. Here's how:

Option 1: Duplicate Record

1. In Airtable, create a button that duplicates the quote record to an Invoices table
2. The button copies all line items and client info
3. Adjust the invoice-specific fields (due date, payment terms)
4. Generate the invoice PDF

Option 2: Automation on Acceptance

1. Create an automation triggered when Quote Status = "Accepted"
2. Use a script to create a new Invoice record with the quote data
3. Link the invoice back to the original quote for reference

This creates a seamless sales pipeline: Quote → Acceptance → Invoice → Payment.

Best Practices for Airtable Quote Management

Quote Numbering

Use a clear numbering system:

• Auto-number: Simple but gaps appear if records are deleted
• Formula: "Q-" & YEAR(Date) & "-" & REPT("0", 4 - LEN(RECORD_ID())) & RECORD_ID()

Expiration Dates

Always set a "Valid Until" date. A formula like DATEADD({Date}, 30, 'days') automatically sets quotes to expire in 30 days.

Version Control

For revised quotes, add a "Revision" number field. When you revise a quote:

1. Duplicate the record
2. Increment the revision number
3. Mark the old version as "Superseded"

Follow-Up Tracking

Add a "Follow Up Date" field and create a view filtered for quotes needing follow-up. Use Airtable Automations to send reminder emails.

Troubleshooting Common Issues

Quote PDF shows wrong data: Check that placeholder names match Airtable field names exactly, including spaces and capitalization.

Line items not appearing: Ensure the linked Line Items field is properly configured in TypeFlow and the loop syntax is correct.

Automation not triggering: Verify your trigger conditions match the test record exactly. Check the automation run history for errors.

PDF not attaching: Confirm the attachment field is selected in TypeFlow and the field type in Airtable is "Attachment."

Cost Comparison: TypeFlow vs. Traditional Quoting Tools

Here's how TypeFlow compares to dedicated quoting software for Airtable users:

When TypeFlow makes sense: You already use Airtable for client management and want a flexible, low-cost way to generate quotes without switching platforms.

When traditional tools make sense: You need built-in payment processing, advanced proposal analytics, or don't use Airtable as your primary data source.

TypeFlow Pricing for Quote Automation

TypeFlow pricing is transparent and scales with your needs:

• Free Plan: 40 documents lifetime
• Starter Plan: $17/month for 200 documents
• Pro Plan: $28/month for 500 documents
• Scale Plan: $68/month for 1,500 documents

All plans include unlimited e-signatures at no extra cost.

View full pricing details →