Document automation software can help your business deal with all the downsides of manual document management.  These solutions can manually put data from multiple sources to consolidate information, perform calculations, generate tables and visuals to create proposals, quotes ,monthly reports, agreements, etc. Businesses will not only improve productivity, but can improve customer relationships, close deals faster, all the while, saving costs on human resources.

However, in recent times there has been a boom in document automation software, leaving users paralyzed for choice. In this article, we will explore the important features and benefits of document automation software, and review the best solutions available on the market.

What Features To Look For In Your Document Automation Software

Here are the most important features you must consider when selecting document automation software:

Ease of Building Templates

Your teams will use document automation software to create multiple templates for different types of documents. However, adoption will be low if employees need extensive training or external support to use your automation solution.

Easy-to-use document automation solutions drive employee engagement and lower the total cost of ownership for businesses.

Integrations

One of the main benefits of document automation software over the allied forces of word processors, spreadsheets and emails is how the former can automate collecting data from different sources and mapping them onto templates.  This integration allows the software to automatically extract data from various sources and fill in the necessary fields, minimizing the need for manual entry and reducing the chances of errors. Your document automation tool of choice must integrate with existing data sources, such as CRM platforms, ERP systems, and data management tools like Google Sheets and Airtable.

Document Generation

Document automation solutions facilitate document generation by integrating with multiple data sources and by uploading CSV files, mapping pulled data to corresponding merge fields in document templates, and generating documents in the required formats.

Advanced conditional statements

Cutting-edge document automation software like Docupilot support advanced conditional statements that allow you to show or hide content based on data. This feature provides flexibility and opens up various options for businesses looking to create optimized dynamic document templates.

Reports

Reports can help you obtain insights into document-related metrics, monitor compliance with internal policies and industry regulations using standardized templates that contain all elements required for compliance and by including regulatory disclosures that are required in customer contracts. These reports can also track the performance of document automation initiatives, and help optimize resource allocation.

10 Best Document Automation Software

These are the 10 best document automation software available on the market today.

1. Docupilot 

Features

Docupilot is a comprehensive document automation software, with all the features you need to support your document creation and management. Some of the main features are:

• Template creation: You can build templates in Word, Excel, Powerpoint, Fillable PDFs or the in-house Document Builder, and test them before deployment. Docupilot supports dynamic templates with variables, basic and advanced conditionals, loops, and tables.
• Document generation: To create documents, you can pull in data from multiple sources, such as a data capture form, online applications, Zapier, or via an API.
• Document delivery: Docupilot supports automated workflows for document delivery via email, uploads to online storage, or send for e-signing.
• Integrations: Docupilot supports integrations with 70+ apps, including Zapier, DocuSign, Airtable, and Salesforce (via Zapier).

All features are available with every paid plan: you don't need to jump to an expensive plan just to use the features you need!

Pricing plans

You can try Docupilot for free for 30 days. There are six paid tiers, starting with $29/month for the Starter plan (100 credits) and going up to $699/month for the Enterprise plan (10,000 credits). Users can also customize their plans based on the number of credits and number of users. 

2. PandaDoc

Features

PandaDoc is a leading document automation platform. It offers a range of key features that streamline the process of creating, approving, and e-signing documents. Some of the main features are:

• Document management: You can use PandaDoc to create, edit, track, and e-sign documents.
• Suitable for multiple use cases: PandaDoc caters to multi-departmental needs, making it suitable for sales, marketing, HR, IT, legal documents, and more.
• Collaboration: It supports features for collaboration with both internal and external stakeholders.
• Integrations: Panadoc integrates with 30+ third-party apps, including Zapier, Zendesk, Slack, and Google Docs.

Several advanced features, such as custom branding and themes, content library, and approval workflows, are only available on the Business and Enterprise plans.

Pricing plans

You can try PandaDoc for 14 days with a free trial. Paid plans start at $35/month for the Essentials plan and $65/month for the Business plan. Contact PandaDoc to discuss custom pricing for the Enterprise plan.

3. DocuSign

Features

DocuSign is the leading document automation tool for electronic signatures and contract lifecycle management. Key features are:

• Electronic signatures: You can use DocuSign for legally binding e-signatures and to notarize documents electronically.
• Document management: DocuSign supports various file types, including PDF and Word documents, and allows for easy retrieval of data from cloud storage
• Workflow automation: Use DocuSign to customize document workflows for contract lifecycle management, including how documents are sent, set expiration dates, and allow recipients to change signing responsibilities.
• Notifications: You can configure DocuSign to send notifications when documents are viewed, declined, voided, and completed.
• Integrations: DocuSign integrates with 400+ third-party applications, including Salesforce, Oracle, SAP, and Google.

Pricing plans

Use the free trial to try out DocuSign for 30 days.

eSignature plans start at $15/month for the Starter Plan, $45/month/user for the Standard plan, and $65/month/user for the Business pro plan.

eSignature real estate plans start at $15/month for the Real Estate Starter plan and $45/month/user for the Real Estate plan.

4. HotDocs

Features

HotDocs is a document automation solution. It enables businesses to streamline document workflows, enhance collaboration, ensure compliance, and improve efficiency. The main features of the software are:

• Document management: HotDocs offers robust document management capabilities, allowing efficient creation, organization, and management of various business documents.
• Compliance management: HotDocs helps businesses manage compliance requirements by providing tools to ensure documents meet regulatory standards.
• Collaboration: The software facilitates collaboration among team members by allowing them to collaborate on documents, share feedback, and streamline the document creation process.
• Document assembly: HotDocs simplifies the document assembly process, making it easier to create documents such as contracts, reports, and agreements.

Pricing plans

A free trial is not available. For pricing information, please get in touch with HotDocs.

5. Templafy

Features

Templafy is a cloud-based document automation and management platform. Its features include:

• Document automation: Templafy automates documents to remove risk, increase efficiency, and enable better document creation at any complexity and scale.
• Template management: Provides a centralized solution for managing templates and documents efficiently. Users can build documents faster and ensure brand consistency.
• AI assistant: With this assistance, you get access to approved GenAI tools, connect your own AI models, and create and distribute customized prompt libraries.
• Integrations: Templafy supports integrations with multiple third-party apps, including SharePoint, Salesforce, and Google Workspace.

Pricing plans

A free trial is not available. For custom pricing, please contact Templafy.

6. Gavel

Features

Gavel is a solution for legal document automation. It can cater to the needs of legal startups, solo practices, and small and large law firms. It supports the following features:

• Document automation: Gavel allows users to automate the generation of accurate, customized, and formatted documents.
• Custom workflows: Enable users to automate repetitive tasks, saving time and improving efficiency.
• Collaboration tools: Clients can use custom portals or collaborate with your team to collect information, access data, or review documents.
• Billing toolkit: Integration with Stripe allows seamless collection, tracking, and routing of payments.

Pricing plans

You can try Gavel Pro for free for 7 days. There are four paid plans, with the Lite plan starting at $99/month. The Enterprise plan starts at $459/month.

7. Clio

Features

Clio is another document management software for law firms. Salient features include:

• Document automation: With Clio Draft, you can transform existing Word documents into legal templates. You can also auto-fill legal court forms and finalize them with integrated e-signatures.
• Client intake & CRM: With Clio Grow, you can create an optimized website to automate repetitive client intake tasks and track progress.
• Collaboration: You can collaborate with clients and in-house teams to review, share, or upload documents, assign tasks, and report on progress.
• Billing: Use Clio for accounting, billing, online payments, reporting, and insights.
• Integrations: Supports integrations with 250+ apps, including Lawbrokr, 4LegalLeads, and DecisionVault.

Pricing plans

With Clio, you get a free 7-day trial. Paid plans start at $49/month for the EasyStart plan.

8. Conga Composer

Features

• Document generation: Conga Composer enables users to create customized templates, and generate documents from the templates. A built-in Template Library streamlines the document generation process.
• Document accuracy: RESTful APIs ensure accurate data collection from any source. Conditional generation allows the display of document sections and data based on specified conditions.
• Document presentation: Conga Composer supports custom branding for multiple file types.
• Document delivery: Conga Composer supports multiple document sending, signing, and saving options.

Pricing plans

A 30-day free trial is available. Please contact Conga for custom pricing.

9. Proposify

Features

Proposify is a proposal software. It is used by sales teams to create, send, track, and e-sign proposals, contracts, and agreements. These are some of its main features:

• Content and brand management: Users can build proposals from a library of branded templates, images, and content.
• Design editor: With the user-friendly design editor, users can create visually impressive sales documents and related documentation.
• Data-driven insights: You can take a dive deep into proposal performance, monitor your team's progress, and maintain an audit trail.
• Languages: Proposify supports 15 languages to meet global clients' preferences.

Pricing plans

A 14-day free trial is available. Pricing starts at $49/user/month for the Teams Plan. Contact Proposify to learn about custom pricing for the Business Plan.

10. Crove

Features

Crove is a software solution that supports a wide range of features designed to provide document automation for multiple use cases. Main features of the software are:

• Smart templates: Users can use a drag-and-drop editor to create smart templates by adding variables and conditional logic, calculations, and conditional rendering.
• Mobile-friendly forms: Users can create multi step forms with branching logic using a drag-and-drop form builder. Forms are automatically connected to templates for fast document generation.
• eSignatures: Crove supports legally binding eSignatures, with audit trails and tamper-proof electronic documents.
• API integration: Crove provides public API access and third-party integrations like Zapier, Pabbly Connect, and Integrately.

Pricing plans

A 14-day free trial is available for all plans. The Personal plan starts at $29/month and the Business plan starts at $59/month.

How to Select the Right Document Automation Software 

Even if you select the automation software with the most advanced features, your initiative can fail for any number of reasons.

To improve your chances of success, make sure to keep the following criteria in mind when selecting an automation solution.

Ease of Use 

The most sophisticated software can fail dramatically if employees are not able to use it intuitively and would need to overcome a steep learning curve. The need for extensive training can drive up costs significantly.

Ease of use is crucial: it directly impacts user adoption, productivity, operational efficiency, and ultimately the bottom line of a business.

Customization

Every business has its own unique needs and operational requirements. The solution you select must be customizable to satisfy your organization's specific needs.

Integration Capabilities

Most businesses rely on a range of software applications for their operating requirements.

Integration capabilities between your automation solution and other software are essential, as they enable seamless communication and collaboration, allowing your businesses to optimize processes and enhance efficiency. 

Document Automation Software Benefits

Here are the major benefits a document automation solution can provide for your business.

Efficiency

The biggest benefit of automation software is efficiency: employees can get more work done in less time, leading to higher productivity, error-free documents, satisfied customers, and higher profits.

Accuracy

Manual document management often leads to errors, especially for repetitive tasks.

Document automation minimizes the risk of errors by automating data collection, document creation, review and approval, and delivery.

Compliance

Another major benefit of document automation is improved compliance. Secure document storage, standardized and compliant documents, and minimized manual entry errors all contribute to helping businesses comply with complex laws and regulations.

Conclusion

No business can function without proper documentation. Manual document management, however, is cumbersome, prone to errors, and inefficient.

Document automation software can help your business by improving efficiency and accuracy, and ensuring compliance with relevant rules and regulations. It will save you time and money. Your investment will have a positive impact on productivity, and hence, on your business's bottom line.

Still undecided? We offer a free trial so you can test our solution and make an informed decision.

Contact Docupilot today for a no-strings-attached free trial, or book a demo.

Suggested read:

Powerful Ways to Automate Your Word Documents

Explore effective strategies to streamline your document creation process with automation tools, saving time and enhancing productivity in your workflow

FAQs

What is document automation?

Document automation refers to systems and workflows used for the automation of electronic document creation and management.

What are the benefits of implementing a document automation system?

Document automation systems offer multiple benefits, including improved efficiency, increased accuracy, compliance with laws and regulations, and significant cost savings.

What types of documents can you automate with document automation systems?

You can use document automation systems to automate various documents, including contracts, proposals, quotations, invoices, purchase orders, and reports and agreements.