Airtable Integration: Create Quote PDFs Automatically

Airtable is perfect for structured quoting: one table for clients, one for quotes, and one for line items. With Data to PDF, you can turn those records into polished quote PDFs without manual formatting. This article shows how to set up the integration and build a reliable quote flow.

Step 1: Organize Your Base for Quotes

Start with three linked tables so your data stays clean and reusable.

• Clients - Name, billing address, contact email
• Quotes - Quote number, status, valid until, notes
• Line Items - Description, quantity, unit price, total

Link Quotes to a Client record, then link Line Items to each Quote. This relationship makes it easy to build a repeatable line item table in your PDF.

Step 2: Design the Quote Template

Build a template that matches how buyers scan quotes: header, summary, line items, totals, and terms.

Use a repeating row for line items so each Airtable record becomes a table row in the PDF.

Add dynamically your terms and conditions. You can also add a signature field.

Step 3: Map Airtable Fields to Merge Fields

Connect Data to PDF to your Airtable base and map fields directly to your template. Use consistent naming so the mapping stays easy to maintain.

• QuoteNumber maps to the Quote record identifier
• Client.Name comes from the linked Client table
• LineItems.* pulls all linked line items for the quote

Step 4: Generate the PDF

Once mapping is complete, you can generate PDFs in a few ways:

• Generate on demand from the Data to PDF dashboard
• Trigger generation from an Airtable automation
• Use the API to generate PDFs from a button or script

Best Practices for Airtable Quote PDFs

• Lock your schema - Avoid renaming fields after mapping
• Validate totals - Calculate totals in Airtable and display them in the PDF
• Use status fields - Track Draft, Sent, Accepted
• Store PDFs - Save the generated file URL back to Airtable

Conclusion

Airtable gives you flexible quoting data, and Data to PDF turns it into professional quote PDFs automatically. With a clean base, repeatable templates, and a simple automation trigger, you can ship accurate quotes in minutes.