Documents keep businesses running, but managing them shouldn’t slow teams down.
No one wants to spend their day buried in version 17 of a client agreement or triple-checking a contract for missed placeholders. Yet for many teams, 60 to 70% of their time is taken up by such tasks that could be automated.
That’s why document automation solutions are becoming non-negotiable. They help reclaim time, improve accuracy, and make more thoughtful use of talent. Whether you’re in legal, HR, finance, or sales, the right software can turn document generation from a bottleneck into a competitive advantage.
In this blog post, we’ll explore the must-have features of document automation software, how they work, and their impact on your team’s performance.
⚡️ Bonus: We’ll also show you how platforms like bring these capabilities to life, making document management smarter, faster, and more collaborative.
What Is Document Automation Software?
Document automation software is a digital tool that helps you generate documents, manage versioning, formatting, and approvals, and deliver them without spending time on manual processes and grunt work.
Think of it like a smart assistant that builds contracts, proposals, reports, and letters using pre-set templates, rules, and data inputs. Instead of retyping the same content or copy-pasting from old files, the software does the heavy lifting for you.
How does it work?
At their core, document automation solutions use logic-based templates. You feed in data either manually, through forms, or automatically via integrations (like your CRM or HR platform), and the software pulls the right information into the right spots. The result? A polished, customized document created in a fraction of the time.
Who uses it?
It’s not just for large enterprises. Today, document automation solutions are being used by:
- Legal teams for contracts and NDAs
- Sales teams for proposals and quotes
- HR teams for onboarding and policy documents
- Finance teams for invoices and statements
- Startups and SMBs looking to scale without adding overhead
Why Is Document Automation Software Important?
✅ Fact check: The Document Automation Software Market was valued at $6.82 billion in 2023, and it’s projected to hit $24.34 billion by 2032, growing at a 15.18% CAGR.
This means that businesses are leaning hard into smarter systems that reduce manual work, cut down on errors, and free up people to focus on what actually moves the needle.
Documents are at the heart of almost every business transaction. Whether it’s onboarding a new employee, closing a sales deal, or drafting a legal agreement, the process usually starts and ends with paperwork.
Here’s where document automation earns its keep:
It eliminates human bottlenecks
Picture a sales rep trying to close a deal, but stuck waiting on a contract to be drafted by legal. With a document automation tool, they can generate a client-ready contract in minutes using pre-approved document templates—no delays, no gatekeeping.
It protects your brand and compliance
A single outdated clause in a legal document can create liability. Automation ensures every agreement includes the latest terms, disclaimers, and formatting, which is especially important in industries like finance or healthcare, where compliance is non-negotiable.
It scales with you
Let’s say your HR team is onboarding 30 new employees this quarter. Instead of manually preparing individual offer letters, they use a dynamic template that pulls data from the HRIS. What once took hours now happens with a few clicks.
It reduces rework
Ever sent a project proposal with the wrong client name or pricing details? Automation uses verified data sources (like your CRM) to fill in the blanks accurately, so you’re not chasing corrections or revising documents at the last minute.
It frees up your team for what actually matters
No one was hired to format bullet points or track down the right version of a document. Automation clears the noise, giving legal teams more time to review complex clauses, sales teams more time to sell, and HR more time to build the right culture.
📮 Insight: 74% of employees use two or more tools just to find the information they need—while jumping between emails, chat, notes, project management tools, and documentation. This constant context-switching wastes time and slows down productivity. As the everything app for work, unifies all your work—email, chat, docs, tasks, and notes—into a single, searchable workspace, so everything is exactly where you need it.
Key Document Automation Software Features
Let’s explore the top document automation features that make these tools essential for modern businesses.
1. Dynamic document assembly
Dynamic document assembly is what makes document automation truly “smart.” Instead of creating each document from scratch, this feature lets the software generate documents automatically by putting together the right sections based on your input.
You start with a template, and the software fills in the blanks using information from a form or your connected systems, like a CRM software. It also knows which clauses or sections to include or skip, depending on the rules you have set.
📌 Example:
Imagine a sales team creating contracts for clients in different industries. With dynamic document assembly, the software knows to add a specific clause for healthcare clients but to leave it out for retail. All the sales rep has to do is select the client type, and the contract builds itself correctly and instantly.
💡 Why it matters:
This feature saves hours of manual editing, avoids mistakes like missing clauses, and helps your team generate documents and send them out much faster.
2. Document templates management
Templates are the foundation of a document management system. They are pre-designed document formats that include static content (like your company logo, standard language, or legal terms) and placeholders for dynamic fields (like client names, dates, or pricing).
Template management is the feature that lets you create, organize, edit, and store all these templates in one place. It helps teams stay consistent and makes sure no one has to start from scratch every time they need a new document.
📌 Example:
Your HR team might have different templates for offer letters, NDAs, and onboarding documents. With template management, they can easily update the salary range in all offer letters or add a new clause to every NDA, without manually editing dozens of files.
💡 Why it matters:
Good template management keeps your documents error-free, on-brand, and legally sound. It also saves time and ensures every team member uses the most up-to-date version, so you don’t have someone sending out that outdated contract format
🚀 How helps:
makes template management simple and efficient with its document templates. Users can create, save, and organize templates for contracts, proposals, standard operating procedures (SOPs), onboarding documents, and more, all within a centralized library.
Even better, allows you to link templates to tasks, projects, or automation workflows. For example, every time a new client project kicks off, a specific contract template can be auto-attached to the task, ready for instant use.
3. Content library and management
A robust content library and document management system allows businesses to organize, store, and access their document templates, documents, and reusable content in a centralized, searchable location. This ensures consistency in document creation and simplifies the process of updating or retrieving the latest version of standardized content.
With a content library, users can manage various resources, such as frequently used clauses, product descriptions, or marketing copy, allowing them to quickly assemble documents each time.
📌 Example:
A legal team stores all contract clauses and legal disclaimers in a centralized library. When creating a new contract, the software automatically pulls in the latest approved clauses, reducing the risk of outdated language.
💡 Why it matters:
A well-managed content and template library enhances efficiency by centralizing resources, enabling teams to assemble accurate and compliant documents quickly. It also reduces errors by ensuring that only the most up-to-date content is used.
🚀 How helps:
offers a centralized docs and template library where teams can create, store, and organize all their document assets. Beyond basic storage, it acts as a full-fledged knowledge management system, allowing teams to build wikis, SOP hubs, and internal resource centres.
With the Connected Search feature, users can instantly find the right document by searching keywords across all Docs, tasks, and projects. Permissions and folder hierarchies keep everything structured and secure.
A remote team could maintain an up-to-date company wiki inside , ensuring everyone can easily find policies, onboarding guides, or other document templates without confusion.
3. Conditional logic & smart fields
This is where document automation solutions become truly intelligent. Conditional logic lets your documents change based on specific rules or inputs. Combine it with smart fields, or dynamic placeholders, and your document can adapt to different use cases on its own. It can add or remove sections, adjust language, or fill in data depending on what you select.
📌 Example:
Imagine you’re generating an employment contract. If the role is marked as “remote,” the system includes a remote work policy. If the role is “on-site,” it includes an in-office attendance clause instead.
You no longer need to rely on manual processes; the document automatically updates itself based on the role you choose
💡 Why it matters:
This feature saves you from tedious edits, reduces the risk of sending the wrong information, and speeds up the entire document creation process. The result is a document that’s always accurate and tailored to the recipient.
🚀 How helps:
While doesn’t offer traditional “conditional fields” inside Docs yet, it does support conditional logic through Forms.
You can build an intake form in where fields appear or change based on previous answers, such as showing different contract options depending on the client type selected. This conditional setup ensures the right data flows into attached documents or tasks, reducing manual adjustments and keeping document generation accurate.
4. Data integration with CRMs and other business tools
For document automation software to truly work at scale, it must integrate effortlessly with the tools your business already relies on. This includes cloud storage platforms like Google Drive and OneDrive for automatic document syncing and centralized access, as well as core business systems such as CRMs, ERPs, accounting tools, HR systems, and project management platforms like .
These integrations ensure documents are created using real-time, accurate data and are automatically stored or routed to the right systems, removing the need for manual uploads, data entry, or version tracking.
📌 Example:
Imagine your finance team is generating monthly vendor agreements. Instead of manually entering payment terms or tax details, the system pulls those directly from your accounting software. It even updates the agreement if the vendor’s billing address or payment cycle changes.
💡 Why it matters:
This kind of integration not only saves time but also reduces the risk of mistakes. It helps your documents stay in sync with the rest of your business data, ensuring accuracy and speeding up approval cycles.
🚀 How helps:
connects with 1,000+ tools either natively or through integrations like Zapier and Make, allowing real-time data sync between your CRM, accounting platforms, and project management systems.
For instance, you can automatically pull client data from a CRM like HubSpot into tasks or documents, making it easy to generate personalized contracts, proposals, or reports without switching between platforms. These integrations ensure your document workflows stay updated with the latest customer and project details, without manual copy-pasting.
5. Version control and document history
Version control and document history features allow you to track every change made to a document, ensuring that nothing is lost or overlooked. You can easily revert to previous versions, view who made what changes, and see the exact timing of those edits.
This feature is particularly helpful when collaborating with multiple people, ensuring transparency and accountability throughout the document lifecycle.
📌 Example:
Consider a marketing team collaborating on a product brochure. One team member accidentally deletes a key section. Thanks to version control, the team can quickly revert to a previous version where that section was intact. Additionally, they can see exactly who made the change, ensuring clear accountability.
💡 Why it matters:
Version control ensures that all changes are tracked, minimizing the risk of errors or missing content. It also enhances accountability by providing a clear audit trail.
🚀 How helps:
Docs‘ built-in version control feature enables teams to track every change made to a document. Every time a document is edited or updated, automatically saves previous versions, allowing users to view, restore, or compare earlier drafts.
This keeps documents organized and allows for full accountability, especially when multiple stakeholders are involved.
6. Real-time document collaboration
Real-time collaboration in document automation software allows multiple users to work on a document simultaneously, regardless of location. Whether it is adding comments, editing text, or suggesting changes, this feature makes teamwork smoother and faster.
Everyone involved can see edits and comments in real time, ensuring that the most up-to-date version of the document is always accessible.
📌 Example:
Imagine your marketing team is drafting a proposal for a new client, and the legal team needs to review the terms. With real-time collaboration, both teams can work on the document at the same time, making edits and leaving comments that everyone can immediately see. No more emailing documents back and forth or losing track of changes.
💡 Why it matters:
Real-time collaboration speeds up the document review process and enhances team communication. It makes sure everyone is on the same page, literally and figuratively, which leads to faster approvals and better-quality documents.
🚀 How helps:
makes real-time document collaboration seamless and straightforward through Docs. Multiple team members can work on a document simultaneously, adding comments, editing text, and sharing feedback in real time. Changes are reflected instantly, keeping everyone on the same page without the need for back-and-forth emails.
7. Automated approvals and workflows
In any document-driven process, delays often stem from manual reviews and unclear approval paths. Automated approvals and workflows solve this by setting clear, rule-based sequences that move documents through each stage, such as drafting, reviewing, approving, and finalizing without manual intervention.
With this feature, you can define who needs to approve what, in what order, and under what conditions. The system handles the routing, notifications, and tracking.
📌 Example:
A procurement team creates a purchase agreement that is instantly routed to legal for compliance checks, then to finance for budget approval, and finally to the department head for sign-off. No emails, follow-ups, or status checks are needed.
💡 Why it matters:
It removes ambiguity, reduces approval bottlenecks, and ensures every document is reviewed by the right people at the right time. That means faster turnaround, fewer errors, and a more efficient workflow across departments.
🚀 How helps:
allows teams to automate their entire workflow process, including document approvals, task assignments, and notifications. With Automations, businesses can set up custom workflows where documents, tasks, and approvals automatically follow the right path based on predefined rules.
8. Automated notifications and reminders
Automated notifications and reminders alert users at key stages of the documentation process, such as when their approval is needed, when it’s time for a signature, or when a document deadline is approaching.
This keeps everyone on track and ensures timely action, especially in fast-paced environments.
📌 Example:
Imagine you’re working on a time-sensitive contract with a partner. The system automatically notifies both your team and the partner when it’s time to review and approve the contract. If the partner doesn’t sign it within the specified time frame, the software sends a gentle reminder, ensuring the deal’s timely closure.
💡 Why it matters:
Automated reminders keep your workflow moving and deadlines met. They reduce the risk of missing important steps and keep everyone informed about the status of the document. This leads to smoother operations and faster turnaround times.
🚀 How helps:
’s Reminders and automated notifications inform stakeholders when tasks or documents need attention, when deadlines are approaching, or when a document is ready for review. This results in timely follow-ups, helps prevent delays, and ensures that the workflow continues smoothly without manual intervention.
9. AI-powered content suggestions
AI-powered content suggestions enhance the document creation process by offering real-time, context-based recommendations. These suggestions can include alternative phrasing, missing clauses, or even full paragraph drafts, all based on the document’s context, user input, or past data.
AI improves the quality of your documents as you go, learning from previous work to make better recommendations over time.
📌 Example:
Imagine you’re creating a legal contract and forget to include a mandatory compliance clause. The AI detects the omission and prompts you to add the clause based on similar contracts you have generated before. In a sales proposal, the AI might suggest rewording a closing paragraph to increase the likelihood of the proposal being accepted, based on previous customer responses.
💡 Why it matters:
AI suggestions speed up document creation by reducing manual edits and improving accuracy. They ensure key content is never missed and optimize phrasing for better outcomes. Over time, the AI gets smarter, enhancing efficiency.
🚀 How helps:
Brain, integrated with Docs, analyzes your existing content and provides smart recommendations for improving or expanding your documents, saving time and reducing the need for manual edits. It can also suggest document structures based on what is being drafted (such as proposals, reports, or contracts). This smart AI assistance helps streamline content creation and ensures consistency across documents.
Need more details? Here are our best tips on using AI to create documentation faster!
10. Analytics and reporting
Analytics and reporting tools within document automation software offer insights into document workflows, performance, and areas for improvement. Businesses can refine their processes and optimize efficiency by collecting data on document creation, approval times, and completion rates.
📌 Example:
A project manager can use analytics to see how long it takes team members to approve a document. If approval times are longer than expected, the manager can adjust the workflow or focus on specific areas that may be causing delays.
💡 Why it matters:
Analytics help businesses identify inefficiencies in document workflows and optimize their processes. This enables better decision-making, reduces delays, and enhances overall productivity.
🚀 How helps:
’s customizable Dashboards give teams a powerful tool to visualize and track key performance indicators (KPIs), including document progress, task completion, and workflow efficiency. Users can create tailored widgets to monitor document statuses, approval timelines, and other critical project metrics in real time.
11. Custom branding and document styling
Custom branding and document styling allow businesses to personalize their documents to align with their brand identity. This feature enables users to add logos, choose color schemes, set fonts, and apply pre-defined styling to create consistent, professional-looking documents every time.
📌 Example:
Imagine you are sending out a partnership proposal to a high-profile client. With custom branding, every document automatically reflects your company’s logo, signature colors, and layout, making the proposal feel polished and aligned with your professional standards.
💡 Why it matters:
Custom branding ensures consistency across all documents, strengthens brand identity, and saves time by eliminating manual formatting. It also boosts professionalism, helping build trust and improve client perception.
🚀 How helps:
offers flexible customization options inside Docs to maintain brand consistency. Users can create document templates that include brand elements like preferred fonts, headers, color themes, and custom cover images.
Also, offers a ready-to-use Brand Style Guide Template, helping teams quickly set up brand guidelines that everyone can follow.
12. Data security and compliance
Data security and compliance features ensure that your documents are stored and processed securely while ensuring regulatory compliance. This includes encryption, secure access controls, audit trails, and compliance with standards like GDPR, HIPAA, and other regional laws.
These features help businesses protect sensitive information and maintain legal compliance across document processes.
📌 Example:
A healthcare provider using document automation ensures that patient records are stored with end-to-end encryption, limiting access only to authorized personnel. This helps meet HIPAA compliance requirements while maintaining the privacy and security of patient data.
💡 Why it matters:
Document security protects sensitive information from unauthorized access and data breaches. It helps businesses comply with legal regulations, reducing risks associated with non-compliance and ensuring customer trust.
🚀 How helps:
takes security seriously, offering enterprise-grade measures, such as SOC 2 Type II compliance, GDPR readiness, and two-factor authentication (2FA), to protect sensitive documents and user data.
For organizations handling sensitive client contracts, HR policies, or legal documents, provides granular permission controls. You can restrict document access by workspace, folder, list, or even individual documents, making it easy to maintain strict compliance standards across teams.
13. Mobile accessibility
In today’s hybrid and remote-first world, work doesn’t stop when you’re away from the office. Mobile accessibility allows users to create, review, sign, and manage documents from their phones or tablets, whether they’re commuting, travelling, or meeting with clients.
Modern document automation tools come with responsive web platforms or dedicated mobile apps that offer full functionality on smaller screens. Many also provide offline access, allowing teams to act in real time, wherever they are.
📌 Example:
A sales rep can generate a proposal from pre-approved document templates on their phone during a meeting. He/she can get real-time client feedback and send it for digital signature, all before leaving the room.
💡 Why it matters:
Mobile access eliminates delays caused by location, ensuring faster document processing. It enhances flexibility without compromising on security or control.
🚀 How helps:
’s mobile app brings full document functionality to your fingertips. Whether you use an iOS or Android device, you can create, edit, comment on, and share Docs directly from your phone or tablet.
14. E-signature integration
E-signature integration enables users to digitally sign documents within the document automation system, eliminating the need for physical signatures. This feature simplifies the signing process, making it faster, more secure, and legally compliant.
With e-signature integration, parties can sign from anywhere, reducing delays and making document execution seamless.
📌 Example:
A sales team sends a contract to a client for a digital signature. With e-signature integration, the client can sign the contract digitally on their phone or laptop, and the signed document is automatically saved in the system, speeding up the entire process.
💡 Why it matters:
E-signature integration streamlines the document signing process, saving time and reducing paper waste. It also improves security and compliance, ensuring that signatures are legally binding and authenticated.
🚀 How helps:
While doesn’t offer built-in e-signature functionality, it easily connects with popular e-signature tools like DocuSign, Dropbox Sign, through automation platforms like Zapier
For example, you can automate a workflow where completing a task triggers a signature request via DocuSign. This flexible integration approach ensures you can seamlessly manage signature workflows without leaving your project management environment.
Why Trust for Document Automation?
stands out because it brings together capabilities that most standalone document tools don’t offer:
- One workspace for docs and tasks: Manage documents and the tasks tied to them, like approvals, edits, and reviews, inside the same platform without jumping between apps
- Contextual collaboration: Add comments, assign actions, and link discussions directly to document sections, so feedback is never lost or siloed
- Unified project views: Track document statuses, deadlines, and next steps through ’s flexible views like List, Board, and Timeline, all linked back to the docs
- Scalable for teams of any size: Whether you’re a startup creating a few proposals or an enterprise managing thousands of contracts, scales your document processes without losing control
- Custom automations beyond documents: Trigger follow-up tasks, notifications, or even launch full workflows based on document actions, no manual intervention needed
- Visibility into the entire document journey: From draft to approval to archiving, monitor document progress in real-time without needing separate tools
- Integration into broader work management: Connect documents seamlessly with goals, sprints, CRM pipelines, client portals, and more, so your documents aren’t isolated from your business workflows
- Built for remote and hybrid teams: With mobile app, offline access, and timezone-friendly collaboration, fits naturally into today’s remote work culture
doesn’t treat documents as isolated files; it makes them a living part of your workflows, teams, and goals.
Document Automation Shouldn’t Wait
If you’re still managing manual document tasks, you’re wasting time, compromising on accuracy, and missing opportunities. Document automation isn’t just about working faster; it’s about working smarter, freeing up your team to focus on bigger goals instead of paperwork.
makes that shift easy. From dynamic document creation to real-time collaboration and smart automations, it brings everything you need into one clean, powerful platform — without the chaos of switching between multiple tools.
Don’t stop at automating documents. Upgrade the way you work.
👉 Get started with today.
Everything you need to stay organized and get work done.
