The automations below allow you to create PDF documents from your Airtable data. They each have their own strengths:
Comparison
| Best for | Set-up process | Use case examples |
PDF Generator | generating PDFs from a template that doesn't need line items | very easy | invitations, contracts, certificates, brochures, tickets |
Invoice Generator | invoices and receipts with line items | very easy | invoices, receipts |
Generate PDFs from Formulas | simple text-only PDFs | more involved | very simple documents to meet record-keeping requirements |
Convert HTML Code to PDF | maximum flexibility | more involved | same as PDF generator, but with conditional fields and other more complex configurations |
PDF Generator
The most user-friendly, yet powerful option for this is our PDF Generator automation.
Here's how to set it up:
Upload the PDF Template to the automation settings page. This template should have fillable fields in it.
Set the Output Field where the filled out PDF will be stored.
Optionally, set the Filename Field, i.e. the field that contains the file name for the generated PDF, e.g. invoice number etc. Any characters that are not permitted in file names are ignored.
Under Field Mapping, click Scan PDF for Form Fields.
Select which PDF form field maps to which Airtable field. Data from that Airtable field will be entered into that field in the PDF when the automation is run.
Confirm your field mapping by clicking Save Mappings.
Optional: Under Output Options, choose the Orientation and whether to flatten the PDF.
Orientation can be Portrait or Landscape. Portrait is the default.
Flatten PDF is enabled by default. When enabled, form fields are no longer editable in the generated PDF.
This automation is a great way to export data from specific records, or records in a specific view, as easy-to-use PDFs!
Adding a logo or photo (optional)
Use a fillable image field in your PDF template, then map it to the Airtable attachment field containing your image. Only the first attachment is used, and it must be a PNG or JPEG. Save the mappings and check the generated PDF to make sure the image appears where you want it.
Invoice Generator
Our 'Invoice Generator' automation can generate PDF invoices. This is the simplest and quickest way to generate invoices in Airtable. Have a look at the linked article for how to set this up and all the options!
Generate PDFs from Formulas
This automation is used for simple text-only PDFs. The content of the PDF is generated by a formula field, where you can add data from different fields. This automation generates PDFs in portrait orientation by default. This can be changed by setting Orientation to Landscape.
Set up Generate PDFs from Formulas
Prepare two text-producing Airtable formula fields: one for the PDF title and one for the body. Also create an attachment field for the generated PDF.
Create this automation and select the Airtable base and table you want to use.
Set PDF Title Formula Field, PDF Body Formula Field and PDF Attachment Field to those fields.
Choose Orientation: Portrait or Landscape.
Review Processing Behavior if the output field already contains values. Only choose to overwrite data you intend to replace.
In Run, limit processing to a view containing one or two test records. Run the automation and open the generated PDF and check its title and content before processing more records.
Convert HTML Code to PDF
This automation generates PDFs based on HTML code, and can therefore create PDFs with the exact design you desire! ChatGPT can help generate the HTML code if you're not familiar with it. Store the HTML code in a text field, or use a formula field to build it from other fields in your record. This automation generates PDFs in portrait orientation by default. This can be changed by setting Orientation to Landscape.