How to Generate PDFs from Airtable Records
Airtable is excellent at storing data. It has no way to turn that data into a PDF.
If you want to generate a formatted PDF from an Airtable record — a receipt, a contract, a certificate, a project brief, an invoice — you need a tool outside Airtable. This guide covers the options, explains how Filla's PDF generation works, and shows which approach fits which use case.
Need PDFs from your Airtable data? Filla generates PDFs automatically when a form is submitted — auto-formatted summaries, branded document templates, or filled versions of your existing PDFs. Start free →
The problem with PDF generation in Airtable
Airtable stores structured data well. But "generate a nicely formatted PDF with this record's data" is a different operation — one that requires layout, formatting, and merge logic.
Teams that need PDFs from Airtable typically end up with one of these workarounds:
Zapier + a PDF generation service. Connect Airtable → Zapier → Docupilot, Documint, or PDF.co. Each of these is a paid subscription. You maintain field mappings in Zapier and template configurations in the PDF tool. When your Airtable schema changes, you update mappings in two or three places.
Google Docs merge. Use a Google Apps Script or a Zapier + Google Docs integration to merge Airtable data into a Google Doc template, then export to PDF. Technically functional but high-maintenance and fragile when templates change.
Manual export. Copy data from Airtable records into a Word or Google Doc template manually. Fine for a few records, not workable at any volume.
Filla is built into the Airtable form submission flow. When a form is submitted, Filla can generate a PDF immediately — no Zapier, no separate tool, no manual steps.
Three PDF generation modes in Filla
Filla offers three distinct ways to generate PDFs from Airtable form data. Each handles a different level of formatting need.
Mode 1: Auto-generated PDF
The simplest option. Zero configuration required.
When enabled, Filla automatically generates a clean, formatted PDF that lists every field label and its submitted value as a table. No template design, no layout work.
What it looks like: A two-column table. Left column: field labels. Right column: submitted values. The form title appears at the top. Clean, readable, professional enough for most use cases.
Best for:
- Receipts and submission records where the respondent or team just needs the data formatted
- Internal documentation where aesthetics matter less than completeness
- Prototyping a workflow before designing a branded template
How to enable it: In the Filla form editor, open the Automations tab. Add a new automation. Add a Generate PDF action. Under Template source, select Auto-generated. Done.
Mode 2: Document template PDF
Design a branded document using a rich-text template editor with merge fields. The generated PDF matches your layout exactly.
What you design: An editable document with your company logo, header, footer, colors, fonts, paragraph text, and merge field placeholders. Each placeholder references an Airtable field from the form's connected table.
For example, a client contract template might look like:
[Logo]
SERVICE AGREEMENT
Date: {{Submission Date}}
Client: {{Client Name}}
Company: {{Company Name}}
This agreement is between {{Company Name}} ("Client") and [Your Company Name].
PROJECT SCOPE
{{Project Description}}
TIMELINE
Start date: {{Start Date}}
Estimated completion: {{Target Date}}
INVESTMENT
Total: {{Budget Range}}
...
CLIENT SIGNATURE
{{Signature Image}}
When a form is submitted, each {{field}} placeholder is replaced with the submitted value for that field. The Signature Image placeholder is replaced with the actual signature image if you've collected one via the Signature widget.
Best for:
- Client contracts and service agreements
- Proposals and quotes
- Certificates and awards
- Invoices and receipts with branded formatting
- Welcome letters and onboarding documents
How to set it up: In the Generate PDF action settings, select Document template as the template source. This opens the template editor where you design your document. Drag and drop merge fields from the right panel into the document body. Format text, add sections, upload a logo.
Mode 3: Fillable PDF
Upload an existing PDF that has form fields (a fillable PDF). Filla's visual mapper shows you the PDF and lets you map each detected field position to an Airtable field value.
When this applies: You have an existing PDF — a government form, a legal document, a standard industry form — that must be used exactly as-is. You cannot redesign it into a template. But the PDF has fillable fields (or you can add them in Adobe Acrobat), and you want Airtable data to populate those fields automatically.
How it works:
- Upload your fillable PDF in the Generate PDF action settings
- Filla detects the form fields in the PDF and displays them overlaid on a visual preview of the PDF
- Map each detected field position to a form field from your Airtable table
- Optionally add freeform text boxes at any position on the PDF — draw a box directly on the PDF canvas and map it to a field value. This works for PDFs without existing form fields.
- When a form is submitted, the submitted values are placed at the mapped positions. The output is a completed, filled PDF.
Best for:
- Legal forms that can't be redesigned
- Insurance claim forms
- Government compliance documents
- Industry-standard forms (HR, finance, healthcare)
Where the generated PDF goes
After the PDF is generated, Filla can send it to any of three destinations:
Save to Airtable attachment field. The most common destination. The PDF file is attached to the Airtable record created by the form submission. It appears as an attachment in the Airtable grid view — same as if you'd manually uploaded a file.
Email to the respondent. The PDF is sent as an email attachment to the respondent's email address. You configure which email field to send to. The email subject and body are customizable with variable text.
Send via webhook. The PDF file (as a base64-encoded payload or a file URL) is included in a webhook POST request. This lets you route the PDF to an external system — a document storage service, a CRM, a fulfillment platform, a Slack bot.
You can configure multiple destinations for the same PDF. For example: save to Airtable AND email to the respondent.
Setting up automated PDF generation: step by step
Step 1: Build your form in Filla
Sign up at app.filla.io/signup, connect your Airtable base, and build the form whose submissions should generate PDFs.
Step 2: Open the Automations tab
In the form editor, click the Automations tab in the top toolbar.
Step 3: Add an automation
Click New automation. Give it a name (e.g., "Generate PDF on submit"). The trigger is automatically set to Form submission — the automation runs every time the form is submitted.
Step 4: Add a Generate PDF action
Click Add action inside the automation. Select Generate PDF.
Step 5: Choose your template mode
Select Auto-generated, Document template, or Fillable PDF based on your needs.
- Auto-generated: No further template setup needed.
- Document template: The template editor opens. Design your document, insert merge fields.
- Fillable PDF: Upload your PDF, map fields in the visual mapper.
Step 6: Configure the filename (optional)
In the Filename template field, define the PDF filename using variable text. For example:
receipt-@Order Numberproducesreceipt-12345.pdf@Client Name-briefproducesAcme Corp-brief.pdf@First Name @Last Name-applicationproducesJane Doe-application.pdf
Step 7: Configure destinations
Add one or more destinations:
- Save to Airtable: Select the attachment field
- Email: Select the email field and configure subject/body
- Webhook: Configure the endpoint URL and payload
Step 8: Test with a submission
Submit a test form entry. Check:
- Does the PDF generate? (Check the Airtable record's attachment field, or the email inbox)
- Are all merge fields populated correctly?
- Is the filename what you expected?
PDF on the form itself: the Download PDF widget
Separate from the Generate PDF automation, Filla also has a Download PDF widget that you can place on the Thank You page of your form.
This gives the respondent a button to download a PDF of their submission immediately after submitting — without waiting for an email.
The Download PDF widget uses the same three template modes (auto-generated, document template, fillable PDF). You configure it the same way as the Generate PDF automation action.
When to use it: When the respondent should be able to download their PDF immediately (e.g., an event ticket, a registration receipt, a signed agreement) as part of the form completion flow.
Filla vs. Documint for Airtable PDF generation
Documint is a dedicated Airtable document generation tool. It's well-regarded and does one thing: generates PDFs from Airtable records using templates.
The difference between Filla and Documint:
Filla is triggered by form submission. When someone fills out a form and submits, the PDF generates immediately in that same workflow. No extra steps. Documint is typically triggered from Airtable automations — you still need to set up an automation in Airtable that calls Documint when a record changes.
Filla bundles PDF generation with forms and processor tools. You're not adding a separate subscription for document generation. Forms, PDF generation, and 17+ processor tools are in one Filla plan.
Documint offers more template design control. If your PDF templates are extremely complex — multi-column layouts, precise pixel positioning, complex tables — Documint's template editor is more sophisticated than Filla's rich-text template editor.
For most teams: If you're already using Filla for forms, using Filla's built-in PDF generation requires zero additional setup. If your workflows are record-triggered rather than form-triggered (generate a PDF for any record change, not just form submissions), Documint or a similar standalone tool may be more flexible.
Use cases for Airtable PDF generation
Order confirmation receipts
An order form collects product selection, quantity, shipping address, and payment method. On submit, a Generate PDF action creates a branded receipt (using a Document template) and emails it to the customer. The receipt is also saved to the order record's attachment field.
Client proposals
A client intake form collects project type, scope, timeline, and budget. The form editor includes a signature widget. On submit, Filla generates a PDF proposal using a Document template that includes the submitted scope and budget, formatted as a professional document. The client receives the proposal by email immediately after submitting — with their own answers turned into a formatted proposal.
Signed waivers
An event registration form includes a signature widget and a terms text block. On submit, Filla generates a PDF of the completed waiver (auto-generated format is sufficient here) and saves it to the registration record. The event team can pull every signed waiver from the Airtable attachment field without ever managing separate document files.
Certificate generation
A training completion form captures the participant's name, course name, and completion date. On submit, Filla generates a certificate PDF using a Document template designed with the organization's branding, participant name, course name, and date merged in. Participants receive their certificate by email the moment they submit the completion form.
FAQ
Does Airtable have built-in PDF generation?
No. Airtable does not have native PDF generation. You cannot generate a formatted PDF directly from an Airtable record without a third-party tool. Options include Filla (generates PDFs automatically on form submission), Documint (generates PDFs from Airtable records via templates and automations), and various Zapier-connected PDF services.
Can I generate a PDF from existing Airtable records — not just new form submissions?
Filla's PDF generation is triggered by form submissions. If you need to generate PDFs from records that already exist in Airtable (not new form submissions), you can use Filla's edit form workflow — build an edit form, submit it for the relevant record, and the Generate PDF automation runs. For fully automated record-triggered PDF generation without a form submission, a tool like Documint that integrates with Airtable automations may be better suited.
Can I include an image or logo in the generated PDF?
Yes, in Document template mode. Upload your company logo in the template editor and position it where you want. For attachment fields that contain images (like signature images), reference the attachment field in the template — the image will be rendered in the PDF at that position.
How big can the generated PDF be?
There's no specific page-count limit. The auto-generated format produces one page per typical form submission. Document templates can span multiple pages based on how much content is in the submitted fields. Fillable PDF output matches the page count of the original uploaded PDF.
Can I generate multiple PDFs from one form submission?
Yes. Add multiple Generate PDF actions to the same automation, or create multiple automations — each can reference a different template and deliver to a different destination. For example: generate one PDF for the client (branded template, emailed) and one for internal records (auto-generated, saved to Airtable).
Set up automated PDF generation from your Airtable forms →