Documents are obviously an extremely crucial component of every organization. In addition to helping the organization’s ongoing operations, it’s the most necessary part of the workflow process. 

However, with manual documentation are you able to streamline your organization’s operations or you are stuck dealing with all the paperwork?

As a business owner, you know that time is money. And if you’re wasting time with documentation, you’re losing money. And that’s why people came up with methods that automate documentation.

And this is exactly the main reason Fresh Proposals created document automation software- to improve efficiency, and accuracy, and to reduce costs.

In this article, we will talk about what is document automation and what the process of automating documents looks like.

Let’s go

What is document automation?

Document automation is the process of using software to streamline the creation, management, and storage of documents. By automating document-related tasks, businesses can save time and money while improving efficiency and accuracy.

Some common features of this software include the ability to create documents from templates, track changes and approvals, and securely esign and store documents.

Businesses of all sizes can benefit from document automation. Whether you need to streamline your proposal or contract management process or simply want to reduce the amount of time spent on mundane tasks in the sales document management process, document automation can help.

How does automated documentation work?

Let’s have a look at how document automation software works and how particular features speed up the generation of documents.

Document generation and templates

Documents generation using templates is a great way to streamline the process of creating various types of business documents. Automation tools usually provide a library of document templates. With these templates, you can simply fill in the necessary information and have a professional-looking document in no time.

Document generation using templates can be extremely helpful in streamlining workflows and ensuring that all documents are consistent with one another. It can also save a lot of time, as the template can be reused over and over again.

Branding and design

There is no doubt that first impressions matter. This is especially true when it comes to businesses and their documents. document automation software can help ensure that all of a company’s documents are in line with its brand image.

The automation tools make design editing easier through drag and drop. This reduces the need to include designers in document development.

When creating a new document, regular users like sales reps, marketers, or HR professionals can open the template and then customize it using a drag-drop function. Not only does this save time, but it also helps to ensure that all of a company’s documents are consistent with its brand image, making it easier for customers and clients to recognize and remember your company.

Email Alert Notifications

In the past, it was normal to have absolutely no idea about what happened after sending your sales documents like proposals, contracts or agreements. Did the prospective client receive the proposal? Or is it lying in their spam folder? Or did they even open and check? 

No one knew…until now. Now in this digital selling environment, we are blessed the document automation software that immediately notifies you when the prospective client opens your email, clicks on the links, or views the attachments if any. 

Email alert notifications give you the power to build and maintain buyer relationships and develop a value-creating conversation with your prospective clients in this exceedingly crowded email inbox environment.

Document automation tools provide actionable email notifications on your document to close more deals. It shows data like,

• Has the prospect opened and checked your proposal document? If not then it automatically sends the reminder email to the client to review your proposal document and notifies you about that
• Is the client reading your proposal right now? The tool immediately notifies you about this great opportunity to reach out to your client.
• Has the client signed your proposal? The tool sends a notification email to you and a thank you email along with a copy of the signed proposal to your client.

Analytics

A specialized document automation solution can give you detailed and actionable analytics back on your sales documents and can help you sell not only that prospect but refine your documents for future prospects as well.

Some examples of what you can uncover through such analytics include:

• The instant your sent document is evaluated and accepted, you will be informed.
• You will be able to determine which sections of your document performed better 
• You will be able to see exactly what parts of the document your prospects looked at and the amount of time they spent

eSignatures

Physical sign-off comes with its own struggle of sending the document to an individual, getting it print, signed, and scanned, sending the same document to the next individual, and then again repeating the process down the line.

Marketers using traditional methods for signing have to do many steps to get the business documents signed by prospective clients. 

Thanks to e-signature!!! Today, with the help of e signature you can get any contracts and proposals signed off almost instantly, by using tables, mobiles or computer with a click of a button. As a result, you save time. 

With e-signature managing and tracking, documents become easier and faster. With the lesser delay, it ensures better workflow efficiency.

Final thoughts

In conclusion, document automation can bring many benefits to businesses, including increased efficiency and accuracy, reduced costs, and improved compliance. By automating the creation and management of documents, businesses can improve their bottom line and better serve their customers.