Document Automation
Document generation and automation for businesses that produce high volumes of recurring documents — invoices, contracts, proposals, reports, certificates and letters. Automates the creation, routing, signing and filing of business documents, eliminating manual formatting and the errors that come with copy-paste document production.
Automated document generation
Template-based document generation that produces complete, correctly formatted documents from data — pulling customer details, product specifications, pricing and terms from your systems to fill a document template and produce a final PDF or Word file without manual assembly.
- Document template creation with variable placeholder fields
- Data merge from CRM, ERP or form submission
- Conditional sections: include or exclude clauses based on data
- Dynamic tables: automatically expand for variable line items
- Branding: company logo, fonts and layout from master template
- PDF and Word output format support
- Batch generation: produce hundreds of documents in one run
- Preview before finalise and send
Invoice & contract creation
Automated invoice and contract creation that eliminates manual document production — invoices generated from order data with correct VAT treatment, contracts assembled from approved clause libraries with customer-specific terms, all formatted correctly and ready for dispatch.
- Invoice generation from order or timesheet data
- German-compliant invoice format: required fields and numbering
- EU VAT handling: correct rate per customer country
- Recurring invoice generation for subscription billing
- Contract assembly from approved clause library
- Customer-specific terms substitution in contract template
- Contract version management and comparison
- Invoice and contract numbering sequence management
PDF report generation
Automated PDF report generation for business reports, client reports, compliance summaries and operational summaries — produced from live data on demand or on a schedule, formatted to the company's standard and delivered to the right recipients automatically.
- Report template with charts, tables and narrative sections
- Data-driven charts embedded in PDF output
- Dynamic table population from database query or API
- Scheduled generation: daily, weekly, monthly
- Personalised reports: each recipient receives their own data
- On-demand report generation from user action
- Report branding: consistent layout across all report types
- Historical report archive with version per period
Document routing & approval
Automated document routing for review and approval — contracts sent to legal, invoices to finance, proposals to the sales manager — with the right person notified, their feedback tracked and the document status visible to all stakeholders throughout the review process.
- Document routing rule: send to reviewer based on type and value
- Reviewer notification with document and review deadline
- Inline comment and annotation on document
- Approval, return-for-revision or rejection actions
- Revision tracking with change comparison
- Multi-party review with individual sign-offs
- Routing escalation on non-response within deadline
- Final approved document version locked and archived
Template-based document assembly
Template library management for the business's document portfolio — creating, updating and maintaining master templates with approved wording, correct branding and current legal clauses, so every document produced from the template is consistent and compliant.
- Template library with category organisation
- Template editor with variable field insertion
- Conditional block logic in template
- Template version control and approval before publishing
- Role-based template access: who can use which template
- Template usage analytics: which templates produce most documents
- Template expiry: flag templates needing legal or brand review
- Template clone and customise for new document type
Digital signature integration
Digital signature workflow integration for contracts, agreements and other legally binding documents — routing documents to signatories in the correct order, collecting legally valid electronic signatures and returning the executed document to both parties automatically.
- DocuSign, Adobe Sign or EU-compliant eSign integration
- Signatory definition and signing order
- Email invitation with signing link
- Identity verification at signing step (email, SMS OTP)
- Audit trail of signing: IP, time and device per signature
- Completion notification with signed document delivered
- Declining to sign with reason capture
- Signature reminder at configurable interval before deadline
Also in Workflow & Process Automation
Other areas covered under this service.