Let’s start this guide by clearly setting expectations around what we’ll cover.
You’ll get an in-depth look at:
- What exactly document automation software is
- Tangible benefits it offers businesses like yours
- Must-have features to look out for
- Comparative analysis of 7 top tools with pros, cons and pricing
- Best practices to follow when deploying document automation
So if you deal with a continuous barrage of proposals, contracts, invoices and other documents flooding your workload, this guide is for you. Read on to discover how automation software can help tame your paperwork monster and win back precious time!
Why Do Businesses Need Document Automation Anyway?
First, let’s address a fundamental question – why should you even care about document automation solutions?
Well, here are some compelling stats that highlight why these tools matter:
- 85% of workers report being bogged down by administrative document tasks (Forrester)
- Organizations lose over 21.3 hours per employee monthly to repetitive documentation (IDC)
- Up to 70% of time spent on documentation can be recovered via automation (Conga)
Clearly, documents consume a disproportionate share of resources which most businesses can utilize better to focus on revenue-driving tasks.
That’s why over 65% of enterprises plan to invest in document automation through 2023 as per leading analysts.
Automating Away Your Documentation Headaches
So how exactly can you leverage automation to escape this unhealthy dependency on paperwork?
Specialized document automation software act as a force multiplier to help:
- Instantly create frequently used documents like quotes, invoices, reports etc. from reusable templates instead of starting from scratch every single time
- Auto-populate such templates by pulling data from integrated apps like your CRM, ERP or other line-of-business systems without manual efforts
- Merge content dynamically through variables, conditional logic, formulas and more for precision outputs
- Retain formatting consistency across documents through centrally managed assets and brand guidelines
- Build rule-based approval workflows enabling seamless review and release cycles
- Support bulk generation of hundreds of document variants in one go through batch processing
- Track document metrics providing insight into adoption, consumption and impact
As you can imagine, these capabilities can alleviate much of the grunt work your staff struggles with daily – allowing them to focus on more rewarding initiatives.
Let‘s also touch upon some specific operational advantages of document automation:
> Accelerated Processes
Template-driven documents with pre-populated fields remove the need to create deliverables from scratch every time. Whether it‘s 100 or 1000 quotes, automated generation takes only minutes.
> Enhanced Visibility
Detailed auditing and analytics around document usage, trends and performance support data-driven decisions to optimize workflows.
> Improved Compliance
Centralized templates ensure all company, legal and regulatory policies are enforced consistently without fail.
> Streamlined Collaboration
Easy sharing coupled with simultaneous multi-user access helps cross-functional teams collaborate seamlessly.
Clearly, there’s no reason to put off investing in automation if speed, efficiency and governance over documentation are priorities for your business today.
Key Capabilities to Look for in Document Automation Software
Obviously, you need to choose solutions that best align with your specific automation goals.
Here are some must-have capabilities to evaluate:
Intuitive Template Designer
Look for an easy drag-and-drop interface to build templates without coding skills. Visual workflow builders further simplify automations.
Cross-App Integrations
The ability to connect data from databases, enterprise apps like SAP, Salesforce etc. enables creating pre-populated templates pulling information from existing systems.
Conditional Workflows
Rules-driven workflows allow auto-routing documents for review, approval or output based on conditional criteria.
Bulk Processing
For high volume needs, API-based bulk generation comes handy allowing hundreds of personalized documents to be created in one go.
Security
Must-have security measures include role-based access controls, robust encryption for data at rest and transit, watermarking and more to protect sensitive documents.
Compliance Guardrails
Capabilities like template consistency checks, policy enforcement engines, authorization protocols etc. ensure documents stay compliant.
Analytics
In-depth visibility into usage, adoption and document performance through custom reports and dashboards aids data-driven decisions.
Collaboration
Concurrent multi-user access enables teams to co-create templates supporting version control. Some even offer in-app chat for discussions.
Mobile Access
Cloud-based document automation software easily enables accessing templates and generating documents on-the-go from mobile devices.
Now let‘s look at 7 top tools that offer these capabilities and more to power up your documentation productively and securely.
Top 7 Document Generation and Automation Tools Compared
Here is an overview of notable options in the document automation space along with their specific strengths, pricing and best use cases across:
| Tool | Highlights | Pricing | Best For |
| Conga Composer |
|
Starts at $960/year | Sales teams |
| Nintex DocGen |
|
Starts at $3,500/year | Enterprise-wide use |
| Windward AutoTag |
|
Starts at $1,495/year | Accounting, Finance |
| WebMerge |
|
Free plan available | Small business teams |
| Formstack Documents |
|
Starts at $149/month | HR, Sales, Marketing |
| Templafy |
|
Starts at $8/user/month | Distributed enterprise teams |
| PandaDoc |
|
Starts at $49/month | SMB sales teams |
As visible, solutions cater to a wide spectrum of use cases and budgets across industries, team sizes and high or low complexity documents.
Carefully analyze your needs before zeroing down on options optimally matching must-have functionality vs pricing.
6 Expert Tips to Adopt Document Automation Successfully
While the benefits seem compelling, how can you ensure smoother adoption across your teams?
Here are 6 pro tips:
Start Small, Iterate Fast
The best practice is not attempting to boil the ocean early on! Identify quick automation wins like standard invoices to build credibility before tackling complex flows.
Design End-to-End Workflows
Complement document creation with seamless collaboration, review and publishing workflows for complete automation.
Train Employees Thoroughly
Conduct hands-on workshops, document FAQs and have chat/email support lined up to facilitate employee adoption.
Monitor Usage Closely
Leverage the tools’ analytics dashboard to track adoption metrics. Talk to users regularly identifying any bottlenecks.
Tweak vs Customize
Resist over customization of templates which reduces reusability. Tweak sparingly only where absolutely necessary.
Develop Governance
InstituteNaming conventions, policy guides and compliance checks right from the start for consistent automation.
Following these best practices sets your automation efforts for assured success.
Take a Load Off Your Teams Through Smarter Document Management
There you have it – a comprehensive guide covering everything you need to know to kickstart your document automation journey.
With worldwide knowledge work expected to rise significantly through 2025, it‘s the right time to act decisively. Invest in alleviating much of the pointless drudgery weighing down your professionals before it’s too late.
And contrary to popular notions, automation actually empowers employees enabling them to do more rewarding work. So be assured you have their buy-in and appreciation by lightening their documentation burden.
Finally, start small but think big in envisioning how automation can transform workflows across every document-driven department over the next few years.
Whether it’s self-service proposals for sales, smart contracts for legal or automated compliance reports for finance – innovative possibilities abound once you embrace automation.
So gear up to bid farewell to good old manual document creation chaos sooner than later. Your teams will thank you for it!
