Connect Airtable to FLUF

Use Airtable to prepare stock with your team, approve listings, track marketplace sales and manage consignment records.

Choose either FLUF handles the workflow or My n8n workflows handle it for each base. Both use the same item identity, but only one should run your base at a time.

Start with the illustrative template

Copy the public Airtable template for inventory preparation views, sales calculations, packing tasks and consignor records. All example people, stock and orders are fictional. Copy the base into your own workspace, remove the sample records and connect your copy. Copying alone does not connect FLUF or publish products.

The eight sales examples are separate calculation scenarios. Confirm fees and costs, keep currencies separate, and review refunds, tax and payouts separately. The template does not make payments. Compare the native connection and five n8n workflows.

Connect directly

1. Open Airtable in FLUF Connect.
2. Enter your Airtable base ID, the part beginning app in its address.
3. Choose Sign in with Airtable if available. Alternatively, create a personal access token at Airtable’s token settings with data.records:read, data.records:write, schema.bases:read and schema.bases:write. Give it access only to the base you want to connect.
4. Choose Create workspace tables, or match your existing tables and fields. Creating tables adds four named FLUF tables; it does not replace other tables.
5. Choose how often to check for prepared items. The default is hourly. Faster checks use more of your Airtable allowance. Sales and listing outcomes are sent as they happen.
6. Enable the connection and save. Use Sync now to check prepared items immediately.

Airtable’s own plan limits apply. An hourly check alone uses roughly 720 requests in a 30-day month; reading and updating items uses more. Use a longer interval or an appropriate Airtable plan for a larger catalogue.

Prepare and publish inventory

The FLUF Inventory table holds your catalogue and preparation workflow.

• Give each item a SKU, title, description, price, initial quantity and photos.
• Use Assignee, Measurements, Brand and Condition for your team’s preparation work.
• Use Stage values such as To photograph, To measure and Ready for review while preparing an item. FLUF leaves these items alone.
• Change Stage to Ready for FLUF to create or update a FLUF draft. The result returns to the same row with its FLUF ID.
• To publish, enable Allow explicitly approved items to be published, enter Destinations, then change Stage to Approved for publishing.

Destinations are comma-separated marketplace names, for example ebay, depop. If you have multiple stores on one marketplace, include the connection ID: ebay:123. Find your connections in FLUF’s developer tools. A request without an unambiguous destination is sent for review.

Publishing requested means FLUF has accepted the request. It is not a promise that every marketplace has published it. Check the listing outcomes and your FLUF listing log. For channels that require it, keep the FLUF extension or app open.

Use the currency of your FLUF draft catalogue. FLUF does not convert incoming Airtable prices automatically. The connection rejects a different specified currency.

Initial quantity is used only when creating the draft. Editing it later does not restock an item. FLUF manages Available quantity and live marketplace stock. Make live listing edits and stock adjustments in FLUF.

Keep FLUF ID unchanged. Once publishing has been requested, review subsequent changes in FLUF. A publishing request with an uncertain result is not automatically repeated.

Team preparation views

Create these Airtable views over FLUF Inventory:

Use an Airtable form for stock intake if helpful. Leave new items in a preparation stage until reviewed.

Sales, packing and profit

FLUF Sales contains one record per order line, including its marketplace, store, currency, quantity and sale value. FLUF Tasks receives packing tasks and listing errors. Fill in task Status and Assignee as work progresses; repeat deliveries preserve those fields.

Inventory Cost is a per-unit acquisition cost. At sale time, FLUF copies the cost for the sold quantity only when the inventory and sale currencies match. It leaves unknown costs and fees blank. Do not interpret an empty field as zero.

Add Fees and Other expenses for each sale. Enter an explicit zero where there is no charge. Set Fees confirmed to Yes once checked. Add a Formula field named Net proceeds:

IF(AND({Fees confirmed}="Yes",LEN({Revenue}&"")>0,LEN({Fees}&"")>0,LEN({Other expenses}&"")>0),{Revenue}-{Fees}-{Other expenses},BLANK())

For owned stock, add a Formula field named Profit:

IF(AND(LEN({Net proceeds}&"")>0,LEN({Cost}&"")>0,{Consignor}=""),{Net proceeds}-{Cost},BLANK())

Group or filter reports by currency. Do not add different currencies together. Sale value is the item value, not a reconciled marketplace payout. Refunds, tax and later settlement adjustments need review against your marketplace/accounting records.

Consignment

Keep consignor names, contact details, default commission percentages and payment terms in FLUF Consignors. Copy the agreed consignor and Commission percent onto each inventory row before sale. Use the same consignor name consistently.

The commission percentage represents your business’s share of net proceeds. Enter 20 for 20%. Confirm that this matches your agreement; some consignors use a different calculation basis.

In FLUF Sales, add these Formula fields:

Commission earned

IF(AND({Consignor}!="",LEN({Net proceeds}&"")>0,LEN({Commission percent}&"")>0,{Commission percent}>=0,{Commission percent}<=100),ROUND({Net proceeds}*{Commission percent}/100,2),BLANK())

Consignor due

IF(LEN({Commission earned}&"")>0,{Net proceeds}-{Commission earned},BLANK())

Group by Consignor and Currency, filter Payout status to unpaid records, and sum Consignor due. Mark records paid after you have made the payment. This is a preparation and reconciliation ledger; it does not send money or create a FLUF consignment agreement.

Use n8n

Set up the FLUF n8n node, then download the five workflows from Airtable settings:

1. Inventory preparation and approved publishing.
2. Sales, consignment and packing tasks.
3. Inventory and listing outcomes.
4. Listing error tasks.
5. Stock status updates.

The downloads are inactive. Open Configure workspace in each workflow and replace the base and table IDs. The templates use the standard FLUF table field names; adapt their mappings if your existing base uses different names.

Select your Airtable personal-access-token credential on Airtable steps. On FLUF HTTP steps, choose a Header Auth credential with header name Authorization and value Bearer YOUR_FLUF_PERSONAL_ACCESS_TOKEN. On FLUF event triggers, select your usual FLUF Connect credential. Keep secrets in credentials, never in workflow code.

The intake workflow checks every five minutes by default. Adjust the schedule for your Airtable allowance. Set allowPublish to true only when you are ready to accept explicitly approved publishing requests. The row must also have the Approved for publishing stage.

Select My n8n workflows handle it in the native connection settings if you used FLUF to create your tables. This prevents native processing of that base. You may also use n8n without storing an Airtable credential in FLUF.

Test with a zero-stock draft before enabling workflows. Check n8n’s execution history for failed steps and retry after correcting the issue. Keep a failed row’s identity intact when retrying.

Fix a problem

• Needs attention: read Last error or Listing results, correct the item and review it in FLUF. For draft preparation errors, change the stage back to Ready for FLUF.
• Connection error: check token permissions, access to the base and your Airtable allowance, then reconnect if needed.
• Table or field mismatch: choose tables and fields again. Output fields must be writable, not formulas or lookups. Use text fields for stages and status; use numeric fields for prices and quantities.
• Failed deliveries: correct the cause, choose Retry failed deliveries and Sync now. Existing rows are updated rather than added again.
• Stopped using Airtable: disconnect in FLUF. This leaves your records and listings intact. Disable n8n workflows separately and revoke the Airtable token in Airtable if you no longer need it.