How to Automate Documentation With AI and Save Hours Weekly

Research shows the typical knowledge worker connects with six people daily just to get work done, and every one of those interactions creates more documentation to tackle.

But here’s the thing: learning how to automate documentation with AI is simpler than you think. With tools like (and the right strategies), you can turn those hours of manual writing into minutes of smart automation.

Let’s dive right in! 💪🏼

Why Automating Documentation Matters

Tired of writing the same things over and over? We get it. Manual project documentation is the worst.

• It eats up your time ⏳
• It’s repetitive 📋
• And it’s way too easy to mess up ❌

Now imagine this:

• Updates happen on their own
• Necessary data syncs across tools instantly
• Everyone’s always on the same page

That’s automation for you. It captures information in real-time, maintains consistency, and frees you up to do the strategic work that requires mental acuity, unlike traditional manual processes that increase the risk of human error and slow down teams.

These AI-powered tools utilize technologies such as natural language processing, computer vision, optical character recognition, and machine learning to accurately identify and organize relevant information from unstructured data and scanned documents.

Instead of manual data entry, they can extract data from multiple sources, including emails, project documents, or customer tickets. Your video calls, project management system, or team communications all feed into AI. 

The writing assistant tool then analyzes the information, identifies key points, and generates documentation tailored to your preferred format.

How to Automate Documentation With AI

So, how to automate documentation with AI?

Let’s break it down step by step using , the everything app for work that combines project management, knowledge management, and chat—all powered by AI that helps you work faster and smarter.

We’ll follow one example: your product team just shipped a new feature, and you want to document the release, update it as things evolve, and share it with other teams.

Here’s exactly how to automate document lifecycle management. 💁

Step #1: Set up a clear structure before you start writing

Begin by planning the type of process documentation your team requires for the release.

Create a Doc for the feature and break it into nested pages for each of these sections. This keeps the Doc easy to navigate and update as more information rolls in. You can link the Doc to the feature Task so it always stays connected to the work.

These documents will be part of a larger structure of organized files and folders within the Docs Hub, allowing your team to reference them whenever needed.

Step #2: Draft release content based on real task data

Once the Doc is ready, it’s time to start filling it out. Writing everything manually slows the team down, especially when the key details already exist inside tasks.

Click into your release note page and use Brain, the integrated AI-powered assistant, to generate the first draft. Type ‘/’ and select Write with AI, or use the AI icon and prompt it with something like: ‘Draft a release note using the details from the linked task’.

You can also turn to the platform’s vast library of content writing templates to quickly structure your release notes, bug fixes, or feature documentation.

Brain scans the task, changelog, dev notes, and internal comments, and creates a clean summary. You can review, edit, and drop it into the page without switching tools for workflow automation.

Brain MAX is your desktop optimized AI, built for dictation
If you’re working with long runbooks, meeting audio, or batch doc updates, use Brain MAX—the desktop-optimized version of Brain. Its standout feature is Talk-to-Text: dictate or upload recordings on your desktop and Brain MAX turns them into structured, search-ready Docs (headings, bullet summaries, and suggested tasks).

Quick wins:

• Dictate meeting notes or upload screen recordings → instant draft with timestamps
• Bulk-process long transcripts without losing formatting or context
• Get ready-to-review summaries and task suggestions you can drop into the release Doc

Step #3: Keep documentation tied to active work

Docs are most useful when they stay connected to what your team is actually doing. Linking your Doc to Tasks ensures it always reflects real progress and context.

In , you can create Relationships between Docs and Tasks. For this feature, link the release Doc to the main task and any subtasks for dev, QA, and feedback. These task links appear in the sidebar, allowing your team to switch between documentation and action items with one click.

Step #4: Trigger updates automatically when tasks move forward

Once your feature task is marked complete, you may want to update the release note, notify other teams, or create a follow-up checklist. You can automate all of that.

Use Automations to trigger documentation actions based on task status, eliminating redundant manual processes.

Now, when your dev finishes the task, you can rely on your automated document processing solution to update itself and notify all stakeholders.

Step #5: Pull in insights from related tasks automatically

After the feature goes live, new tasks will pop up, such as customer feedback, bugs, and internal requests. Your AI for documentation should reflect this without manual rewriting. 

Use AI Fields in your List View to auto-generate summaries, feedback logs, or next steps for each related task. Then pull those outputs into a new section of your Doc, like ‘Post-launch insights’ or ‘Customer feedback highlights’.

Step #6: Review and refresh documentation without starting over

Docs that go untouched get outdated fast, so build in regular review cycles so your team can refine the content as things evolve.

Set up Recurring Tasks in to remind your team to review the release Doc once a month. When it’s time, use Brain inside the Doc to rewrite older sections, summarize long pages, or clean up outdated phrasing.

Top AI Software for Document Automation

Several tools can help you automate different parts of the documentation process. Some focus on content creation, while others tie documentation to project work.

For teams looking to build structured, scalable documentation, here are a few options. 📋

1. Grammarly

Grammarly helps polish your writing while you work, suggesting improvements for tone, grammar, and clarity so complex documents stay clean and easy to follow. Whether you’re drafting product specs, proposals, or emails, Grammarly ensures your message sounds professional and consistent across tools like Google Docs, Slack, and Gmail.

Grammarly best features

• Detects grammar, spelling, and punctuation issues in real time
• Adjusts tone for context—formal, friendly, or confident
• Suggests sentence rewrites for clarity and conciseness
• Works across browsers, emails, and collaboration apps

Grammarly limitations

• Can occasionally over-correct creative or conversational writing
• Requires an internet connection for full functionality

Grammarly pricing
Free
Premium: $30/month
Business: Custom pricing

Grammarly ratings and reviews
G2: 4.7/5 (11,000+ reviews)
Capterra: 4.7/5 (7,000+ reviews)

2. Zapier

Zapier connects your apps to automate tasks across tools. You can set it up to notify teammates when content is updated, move form inputs into documentation, trigger follow-up actions, and even access document version history. 

Zapier best features

• Integrates with 6,000+ apps including , Slack, and Google Sheets
• Multi-step workflows (“Zaps”) for complex automation
• Conditional logic for advanced routing
• No-code setup with pre-built templates

Zapier limitations

• Complex automations can become expensive at scale
• Occasional sync delays for large data sets

Zapier pricing
Free
Starter: $29.99/month
Professional: $73.50/month
Team: $103.50/month
Company: Custom pricing

Zapier ratings and reviews
G2: 4.5/5 (1,800+ reviews)
Capterra: 4.7/5 (2,600+ reviews)

3. Speechify

Speechify helps you listen to written content or convert your own speech into editable text. It’s perfect for note-taking, brainstorming, or outlining ideas on the go. With AI-powered voice options, you can read or dictate documents naturally across web and mobile.

Speechify best features

• Converts text to speech with natural-sounding AI voices
• Transcribes spoken notes into editable text
• Works across browsers, phones, and PDFs
• Adjustable playback speeds and voice styles

Speechify limitations

• Advanced voices and transcription accuracy require a paid plan
• Limited offline functionality on some devices

Speechify pricing
Free
Premium: $11.58/month (billed annually)
Audiobook Access: Custom pricing

Speechify ratings and reviews
G2: 4.6/5 (150+ reviews)
Capterra: 4.7/5 (80+ reviews)

4.

brings your documentation process into the same space as your actual work. It connects content to tasks, timelines, and teams so your Docs stay relevant and actionable.

Here are additional documentation automation software features available in :

• Visualize your process: Plan your documentation flow, connect ideas to tasks, and convert brainstorms into structured documents with Whiteboards
• Monitor progress: Set up live custom cards in Dashboards that track Doc updates, overdue reviews, and team workload
• Schedule work effortlessly: Assign deadlines for writing, reviewing, and publishing Docs without leaving your workflow with Assign Comments 
• Divide tasks using task checklists: Delegate specific sections of a Doc to different teammates and track completion through Subtasks in
• Keep conversations focused: Share real-time updates and resolve blockers without context switching with Chat for team collaboration
• Find content instantly: Search across Tasks, Docs, and comments to quickly improve data extraction with Connected Search

limitations

• Steep learning curve for first-time users due to extensive features

pricing

ratings and reviews
G2: 4.7/5 (10,000+ reviews)
Capterra: 4.6/5 (4,000+ reviews)

Best Practices for Automated Documentation

Here are some techniques to automate documentation. 👀

• Turn tacit knowledge into searchable assets: Capture tacit expertise by automatically documenting decision rationales, workarounds, and lessons learned from project post-mortems
• Create predictive documentation management workflows: Use AI to identify which processes are most likely to need updates based on seasonal patterns, team changes, or business growth phases, then proactively flag them for review
• Set up dynamic training materials: Build documentation that adapts to different learning styles and experience levels, automatically adjusting complexity and examples based on the reader’s role and background
• Implement automated customer insight documentation: Transform customer feedback, support tickets, and sales conversations into actionable business intelligence 

Put Your Docs on Autopilot with

Manual documentation slows teams down, introduces errors, and drains focus from high-impact work. When every process, decision, and update flows through a centralized system, collaboration improves and execution accelerates.

combines structured docs, instant AI assistance, and powerful automations in one unified, user-friendly interface. Teams create living, searchable, actionable, and constantly updated documentation that evolves with their work. 

So, what are you waiting for? Sign up for for free today! ✅

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