Airtable · archive + document generation · Live previewSample jobs · invented data
For a custom millwork company running its ERP on Airtable

Completed jobs leave the active base with every link intact, and the billing paperwork writes itself from the records.

This is a working preview, not a video. Pick a completed job and archive it: the sales, estimating and production records are copied to a separate base, re-linked to each other, checked, and only then removed. Then pick any job below to see its Schedule of Values, the pay-application summary and the work-order stickers, all worked out from the same records.

Still one projectAn archived job keeps its estimate lines and work orders linked, so it’s still traceable end to end in the archive base.
Checked before anything is deletedCounts and links are compared first. If a single write fails, the copy is rolled back and the active base isn’t touched.
No drag-and-drop paperworkBilling figures, retainage and stickers come straight from the record data the moment a status changes.
Documentsfrom
Try to break it. Archive J-2052 (still in production). Archive J-2033: one of its work orders is shared with another live job. Tick the failed-write test and archive J-2041. Archive J-2041 twice. Set the archive limit to 10. Switch to “Keep a stub”. Then open the archive base and check the links.

What your post asked for

Straight answers. The preview runs the logic behind both phases.

Archiving with links intact

Links can’t point across bases, so they’re rebuilt: parents first, then children, each carrying its original record ID and a shared Project ID, re-linked by those IDs, counted and checked, and only then removed or marked in the active base.

Airtable builds

A six-month Bubble to Airtable migration through Make.com, plus Airtable automation and support for four other clients in Make.com and n8n. Client bases are private; happy to screen-share a live build on a call.

Doc-gen tools

Not from Airtable for a client yet, so I won’t claim it. I’d start with Documint for the AIA forms and purchase orders (it reads Airtable records and line items) and test PDFMonkey next to it for the stickers, with QR codes generated as images from the record ID.

Availability and timeline

Phase 1 within a week of access, Phase 2 within a week of choosing the doc-gen tool, with a Loom walkthrough at the end of each phase.

How it works

Four steps, one of them yours.

  1. MeMap every linked field across sales, estimating and production, and build the archive base to mirror them.
  2. YouConfirm which status triggers the archive, and whether jobs are removed or kept as stubs.
  3. MeBuild the archive automation, run it on a copy of your base, then live. Loom walkthrough.
  4. MePhase 2: pick the doc-gen tool together, build the four documents on status triggers. Loom walkthrough.

Packages

Fixed price per phase, paid through Upwork, or hourly at $30/hr if you prefer.

Phase 1: archive

$450

Completed jobs out of the active base, links intact.

  • Archive base mirroring your tables
  • Status-triggered archive with verification
  • Rollback on failure, alert to you
Best value

Both phases

$950$1,900

The whole post: archive plus the four documents.

Archive base and link-preserving automation$450
Verification, rollback and failure alerts$250
Purchase orders and AIA billing forms$400
Schedule of Values from estimate and production data$300
Work-order stickers with QR codes$200
Dry run on a copy of your base first$150
Loom walkthrough after each phase$150
Value if bought separately$1,900

Both + 30 days

$1,250

For the first month-end close on the new setup.

  • Everything in the $950 package
  • 30 days of fixes and tweaks
  • Archive search view for the office
Milestone 1
$450
within a week
  • Archive base and automation
  • Dry run on a copy, then live
Done when: a completed job moves with every link intact, checked.
Milestone 2
$300
about 4 days
  • Doc-gen tool chosen together
  • Schedule of Values and AIA forms
Done when: a pay application generates from a status change.
Milestone 3
$200
about 3 days
  • Purchase orders and stickers
  • Loom walkthrough
Done when: POs and stickers print from the records with no manual steps.

Third-party costs: your Airtable plan and Make.com (if used), plus the doc-gen tool’s own subscription.

Send me a copy of the base (data optional).

Reply in our Upwork chat with a duplicate of the base, with or without records. I’ll map your real tables and links into this preview so you can see your own archive run before you hire anyone.

I can start this week.

What I need from you to start

Under the hood

airtable-archive-docgen/
  index.html               this page
  src/archiveEngine.js     collect a job, copy and re-link, verify, roll back, Schedule of Values, pay summary, stickers
  data/sample.json         invented jobs, estimate lines and work orders
  tests/verify.js          27 tests against src/archiveEngine.js
  tests/browser-check.py   drives this page in a real browser

The page and the tests load the same engine file, so what you just used is what was tested. Hand src/ and tests/ to your developer, or never open them.