How to Generate Property Documents from Airtable System (No Code Required)

If you manage properties in Airtable, you already have everything you need to generate leases, rental agreements, inspection reports, and offer letters automatically — you just need the right tool to connect your data to your documents.

ActiveMerge’s Airtable integration does exactly that. Your Airtable base becomes a live data source.

Your Word or PDF templates become smart, reusable documents. And generating a full property document goes from a 20-minute copy-paste job to a single click.

Here’s how to set up this system.

What Property Documents Can You Generate from Airtable?

Any document that repeats the same structure with different property or tenant details is a good candidate:

• Rental agreements and lease contracts
• Tenancy renewal letters
• Move-in / move-out inspection reports
• Rent increase notices
• Property offer letters
• Maintenance request confirmations
• Landlord references
• Short-term rental agreements (Airbnb, vacation rentals)

If your Airtable base has the data and you have a Word template for the document, ActiveMerge can merge them automatically.

Two Ways to Connect Airtable with ActiveMerge

ActiveMerge offers two integration options depending on how you prefer to work.

Option 1: Direct Integration via the ActiveMerge Web App (Recommended)

Connect your Airtable base directly from the ActiveMerge Integrations page. Once connected, you select which base and which fields to use as your data source — no extensions, no API setup needed on your side.

This is the best option if you generate documents regularly and want a clean, dedicated workflow outside of Airtable.

Option 2: Airtable Marketplace Extension

Install the ActiveMerge Document Generator extension directly from the Airtable Marketplace and run everything from inside your base. You stay in Airtable the entire time — select a record, generate the document, and the file or link gets saved back to a column in your base automatically.

This is the best option if your team lives in Airtable and you want the generation button right where the data is.

Step-by-Step: Generate a Rental Agreement from Airtable

Here’s the full setup using the recommended direct integration approach.

Step 1: Set Up Your Airtable Base

Make sure your base has a table with one row per property or tenant, with columns for every piece of information that appears in your documents. For a rental agreement, that typically includes:

• Tenant name(s)
• Property address
• Monthly rent amount
• Lease start date and end date
• Security deposit amount
• Landlord / agency name
• Payment due date
• Late payment fee

Each column name will become the basis for a merge field in your template.

Step 2: Create Your Document Template

Take your existing rental agreement (Word format works best) and replace every piece of variable data with a {placeholder} that matches your Airtable column name.

For example:

This Rental Agreement is entered into on {lease_start_date} between {landlord_name} (“Landlord”) and {tenant_name} (“Tenant”) for the property located at {property_address}.

The monthly rent is {monthly_rent}, due on the {payment_due_date} of each month. A security deposit of {security_deposit} is required prior to move-in.

The placeholders can be anything — just keep them consistent between your template and your Airtable column names (or you’ll map them manually in the next step).

Step 3: Create a Free ActiveMerge Account

Sign up at activemerge.com — the first 25 documents are free, no credit card required.

Step 4: Upload Your Template

Go to the Templates area in the ActiveMerge app and upload your rental agreement Word file.

ActiveMerge will automatically detect all the {placeholders} in your document and validate the template. You can generate a preview with sample data to confirm everything looks correct before going live.

Step 5: Connect Your Airtable Base

Go to the Integrations page in ActiveMerge and connect your Airtable account. Select the base and table you want to use as your data source, and allow access to the relevant fields.

Then create a new document generation flow, select your uploaded rental agreement template, and map your Airtable columns to the template placeholders.

Step 6: Generate Documents

Select one or more records from your Airtable base, run the generation, and ActiveMerge produces a PDF (or DOCX) for each selected record — filled with that property’s and tenant’s data.

If you’re using the Airtable Marketplace Extension, the generated file or download link is automatically saved back into a column in your base, keeping everything in one place.

Generating Multiple Documents at Once

If you manage a portfolio of properties and need to send lease renewals to all tenants at the end of the year, you don’t have to run generation one record at a time. Select all relevant rows and ActiveMerge generates the full batch in seconds.

This is also useful for:

• Sending move-in packages to multiple new tenants starting the same month
• Generating inspection reports for all properties after a scheduled inspection cycle
• Producing rent increase notices across an entire portfolio at once

Sending Documents Automatically

Once generated, documents can be emailed directly to tenants without leaving the ActiveMerge workflow. Set up the email field in your Airtable base (e.g., {tenant_email}) and ActiveMerge can send each document to the right recipient automatically — no manual forwarding needed.

Using the Airtable Extension Directly

If you prefer to stay inside Airtable:

1. Install the ActiveMerge Document Generator from the Airtable Marketplace
2. Open the extension in your base and go to Settings
3. Paste your ActiveMerge API key (generated from your ActiveMerge dashboard) and your Template ID
4. Map your Airtable fields to the template placeholders
5. Select a record and click Generate

The document is created and the file or link is saved directly into the column you specify in your base. Your team never needs to leave Airtable.

Why This Works Better Than Manual Document Creation

Task	Manual approach	With ActiveMerge + Airtable
New lease agreement	Open template, copy-paste tenant data, save, rename file	Select record → click Generate → done
20 lease renewals	20× the above, ~30 min	Select all 20 → batch generate → ~30 seconds
Sending to tenants	Download, attach to email, send individually	Automatic email delivery per record
Saving documents	Manual file naming and folder organization	Link or file saved back to Airtable record
Errors from copy-paste	Common	Eliminated

Get Started

ActiveMerge is free for your first 25 documents — enough to set up two or three property document workflows and see the time savings for yourself.

Create your free account at activemerge.com and connect your Airtable base in minutes. You can also install the Airtable Marketplace Extension directly and start generating property documents from inside your base today.