2025 is a digital age that demands transformation. Our clients across all sectors have challenges unique to their industry, but they’re all on a path that opposes “we’ve never done it like that”.
One thing is clear though. They know that to thrive, they must embrace change and lean into the digital solutions that power efficiency and innovation.
Document automation isn’t a new concept. However, it has gained significant traction in recent times. Ongoing software developments and a growing awareness of its many benefits have fast-tracked its use.
And it’s not just for young tech-driven organisations. Its widespread advantages have seeped into legacy sectors such as law and financial services, demanding a change in both attitudes and processes.
In this blog, we’ll unpack what Document Automation is, look at its many benefits, its growing use base, and what businesses need to do to ensure Document Automation works for them.
What is Document Automation?
Document Automation is the implementation of digital solutions to streamline the creation, management and sharing of business documents. Its use of predefined rules and embedded templates reduces the requirement of manual data entry, and therefore, minimises the risk of human error.
Invoices, contracts and management reporting are common use cases of Document Automation solutions; only serving to underline the importance of both accuracy and brevity.
The benefits of Document Automation.
The benefits of Document Automation span profitability through to brand management.
Increased profitability.
Businesses can lower operational costs by reducing the time and resources spent on manual document creation and preparation. This level of efficiency also increases productivity, allowing staff to spend time on more strategic tasks.
Increased document efficiency.
Documents can be created, distributed and stored more efficiently enabling the quick retrieval and sharing of documents. Digital solutions like imanage and SharePoint facilitate smoother business operations and fast-track time-sensitive customer interactions.
Time management.
In business, time is a critical asset. By eliminating the requirement for repetitive manual input, document automation shortens the time required to produce and manage documents.
Improved consistency.
Document Automation software uses standardised templates which helps to ensure consistency across all business communications.
Improved compliance.
By incorporating legal and compliance checks into the creation process, document automation can enforce compliance with industry regulations and company policies.
Brand management.
Document Automation allows for consistency across branded documents. Its tools ensure that all client facing documents adhere to brand guidelines. All documents are then instantly more professional, credible and work to reinforce brand identity.
Which industries are using Document Automation tools?
Many industries are choosing to take advantage of the benefits offered by Document Automation.
Here are just some of them.
- Legal services
- Financial services
- Real Estate
- Healthcare
- HR and people management
- Manufacturing and Supply Chain
- Education
- Government and the Public Sector
How to choose the right Automation Software.
Choosing document automation tools that successfully enhance organisational procedures is important. Here are some things to think about.
Does it integrate with any existing systems?
Any new automation tools should integrate easily with your current business systems. Data flow should be smooth and not cause any disruption to your current CRM or ERP systems.
Is it customisable and flexible?
Automation software should be able to meet the unique needs of different businesses and industries. The ability to customise templates and adapt to changing workflows is crucial.
Can it grow or change with you?
Businesses change shape and structure all the time. It’s important any Document Automation software can scale as organisations evolve. For example, can it manage increased numbers of documents without any business interruption?
Is it user-friendly?
Beating the “that’s not how we do things” mentality requires any new software to be easy to use. The user interface should be straightforward and intuitive. This will help ensure widespread adoption, lessen the training required and help maximise the benefits of the automation system.
How to successfully integrate Document Automation.
If you are a business owner thinking about beginning a journey of Document Automation, here are some things to think about.
Choosing the right tools.
Take some time to assess your needs. Investigate your current document management processes and identify areas where it could be improved.
Research the market.
With so many options out there, take time to find document automation software that fits your business size, industry, and specific requirements.
Create some templates.
Once you have chosen your tool, take time to develop templates for your most commonly used documents. Think about all compliance elements, legal and business clauses, necessary fields and branding elements.
Integration.
Work with the SaaS implementation manager to integrate the new document automation tool with any existing business systems for seamless data exchange.
Training.
Ensure your team is proficient in using the new system by providing thorough training.
Analytics and monitoring.
A good document automation system should enhance business operations. Businesses should use analytic tools to measure its benefits.
Monitoring variables such as invoice payment times and contract returns will help uncover how Document Automation is making a business more efficient and profitable.
User feedback should also be gathered especially in early adoption to address glitches and to see if processes can be improved. This includes both those using the software within your business and those on the receiving end.
Is your business going on a digital transformation in 2025? We can help find the top tech talent to power and innovate your business.