Zapier is the most versatile software in the world. Its limitless integration allows for any flow. It calls itself a no-code tool. But it needs some tech skills if the flow gets complex. Of course, Zapier lets users create PDFs based on Airtable data. But it has some limitations. Today, we will show how to use Typeflow. It is an alternative tool. It allows anyone to export Airtable data to PDFs without any difficulty.
Generate professional PDFs directly from Google Docs templates, in minutes – no tech skills needed.
For this comparison, I will create a PDF invoice based on Airtable data. For both tests, I avoid as much software as possible. With Zapier, we use Airtable and Zapier. With Typeflow, we use Typeflow and Airtable (Learn how to generate PDF based on airtable data). I also simulate the fact that I'm a non-technical person. Then, I will compare the costs of each setup to give a rough idea of what to expect.
With Zapier, users first need to select how their flow starts. For the example, it starts with Airtable when a new record is created. Users set up the process by choosing the base and the table. It will retrieve the latest record added to Airtable.
Then users need to select Google Docs. It's crucial to choose Create Document From Template. The template needs to have variables. If they exist, Zapier retrieves the variables.
It's time for mapping. Users need to map each variable from the Google Doc with Airtable data. In the Google Doc, there are line items, but it doesn't consider them. So it's not possible to get access to a linked record. That's a blocker if users want to generate complex PDFs. For example, it is generating an invoice. So, It's possible to do it but users need to use scripting or implementing some complex logic.
Anyway, we keep moving. Google Docs generated the new document with the replaced variable from Airtable. But now, transforming the newly created Google Doc into a PDF is essential. If users are technical, this is possible, for example, by using the API. If they aren't technical, it's critical to find a workaround. I opted for the workaround.
I wanted to add the PDF generated from Airtable data to an Airtable attachment field. Google Docs returns a URL to get a PDF, but it doesn't generate a PDF. So I created a new field to accept URLs. Then, when I create the new Google Docs, I paste the URL to get the PDF into the new field.
So whenever users need to generate a PDF, they will need to click on that URL. It will download the PDF directly in the computer. To conclude, it works for basic use case. Adding use case with complexity can involve technical ressources or other integrations. Now let's try Typeflow.
First, users need to connect their Airtable account to Typeflow. It is frictionless. You only need to do it once.
After that, you can start to put in place your flow.
To do so, users need to select a Google Doc template. Airtable data will replace variables in the template. Users can use one of our templates or build their own in Google Docs.
Once selected, users will choose the base, table, and attachment fields from Airtable. An attachment field is crucial. If not, Typeflow won't be able to attach the PDF to the record.
After that, you can choose a date format.
And finally, the mapping between Google Docs variables and Airtable fields. It's straightforward.
If Typeflow detects line items, users can access records linked to another table. For example, you have two tables: customers and products. One of your customers ordered two products. You want to generate an invoice for this customer. It must include the products ordered. The line items let you access the ordered product and its fields from the user table in Typeflow.
Once the mapping is over, you can test the flow. If it works, Typeflow will attach the PDF to the selected field. If not, there will be an error.
Finally, to finish the process, users must copy the URL. Use it as a formula or button in a new Airtable field. Whenever users need to run a PDF for a specific record, they will click on the formula or button. And voilà!
Zapier is free if you need less than 100 tasks. Yet, you can only create a flow with up to two steps, which means the flow I set up in my example wouldn't work. The first plan is $29.99 per month with 750 tasks. So, there is solid potential for creating a lot of PDFs. If you need more, it will cost $103.50 per month with 2000 tasks.
Airtable lets you create 1,000 records for free. After that, it's $24 per seat/month.
It gives you a lot of room to play with Airtable.
Typeflow offers its first users a lifetime plan for $150. This plan lets users create unlimited PDFs. It also provides quick support for any issues.
The normal price will start at $20 per month for 500 PDFs. The free plan will allow 20 documents per month.
Zapier isn't specialized in generating PDFs. Building a complex (like line items, handling date, or others) flow will be harder and require a workaround or technical skills. It makes sense if users have a simple case to replace a simple variable.
Zapier excels in creating complex flows and sending data from one place to many others. Not sure if users get the whole value by only generating PDFs. Of course, it's possible to use software like PDF.co. But it's complex to use and will add cost to the whole process.
Typeflow specializes in generating PDFs based on Airtable data. To succeed, there is no need to use a workaround or anything else. It only focuses on what matters. It's possible to put in place images and access linked records.
The pricing is competitive today. So feel free to join Typeflow!
Generate professional PDFs directly from Google Docs templates, in minutes – no tech skills needed.