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11 Benefits of Document Automation That Can’t Be Ignored

Published: January 31, 2023
11 Benefits of Document Automation That Can’t Be Ignored

An important document you need reviewed and signed sits in the inbox of a colleague, dormant. You don’t want to follow up every 24 hours and annoy them, but at the same time, you must get this document completed so you can get it to the client, where you know that it will probably also get stuck for at least a few days. 

It took you a while to create the document and input all of the right data in the first place, and now, although your coworker has finally filled it out, there are missing sections and their signature is practically illegible. It took so long for the document to get this far, and the client is waiting on it to be signed.

Does this sound familiar?  This standard document nightmare is easily avoidable with document automation.

Man at desk frustrated expression

What Is Document Automation? 

Document automation typically involves generating documents in a digital platform or automated document workflow software. The document, which can be created in the software from scratch or by using a template, travels to required stakeholders through an automated workflow, with branching logic and pre-populated data. The need for manual data entry, email reminders, printed paperwork, and other time-consuming steps is eliminated.

The biggest difference between manual document processing and document automation is the workflow aspect. Instead of your important documents being created, sent, signed, sent back, and stored manually, workflow software handles everything, all in the same place. 

This closes huge friction points in the documentation process and allows for scale. Workflows and even baseline documents are able to be templated and duplicated again and again, supporting the processing of documentation at much higher volume than if documents were processed the old fashioned way. 

example of workflow

Who Benefits Most From Document Automation? 

Document automation has widespread applications, as any business with transaction-based documents or paperwork can benefit from utilizing document workflow automation. Just a few of the industries that use document automation include:

Any organization that relies on paperwork, such as contracts, hiring documents, legal documents, financial forms, and healthcare forms, can apply document automation to their paperwork and processes.

Why You Need Document Automation In Today’s Economy

Like many other things, the Covid-19 pandemic changed the way businesses handle document processing. In the past, the fact that most employees were in the office together meant documents could be easily passed from cubicle to cubicle. But, the pandemic created some flexibility for employees, by making it necessary to work from home (it’s likely that you’re even reading this from your home office). And as weeks turned into months, it became apparent for many companies that they needed a better way to process documents that were once completed manually. 

Luckily, automated document processing let’s employees send and receive documents with a few clicks of a button from anywhere in the world. So instead of wasting time on printing and scanning, automated document generation means important docs can be filled online and routed to the right person. That also makes it easy for clients to fill documents and get them sent back in minutes rather than days.

Now, almost 3 years after the rise of Covid-19 some businesses are going back to in-office work. But, the majority of them are still using automated document processing because of how easy it has made their lives.

manual document processing vs document automation difference comparison chart

11 Benefits of Automating Documents

Document automation can provide a range of benefits, from simplifying document creation and routing to transforming workflows and processes. Read the top 11 benefits of document automation below to learn more about the benefits of document automation that just can’t be ignored in today’s working environment.

1. Faster Document Generation

Creating and routing digital documents is easy with the right document automation platform. Docubee provides a template assistant and template library so that you can quickly digitize the documents that you use over and over again.

2. Reduced Error

Since there is less manual inputting of data and information, there is less room for human error — both in the creation and completion of the document. Illegible or incorrect data entry is less likely to occur, as users have to complete documents digitally instead of by hand. Additionally, required fields lead to greater accuracy and higher completion rates.

3. Better End-User Experience

Rather than having to email an attachment or fax something, the document is sent to the end-user through a link, so they don’t have to log in to complete the document. The seamless experience makes it easy to collect data and get responses on the go, and the participant doesn’t have to learn a whole new system or create an account to get started.

4. Greater Access

Instead of being stuck at your desk or logged onto the right server, cloud storage allows you to access your documents anytime, anywhere. Also, a document automation platform that’s mobile responsive allows users and participants to complete documents on the go.

5. Version Control and Consistency

Have you ever created a document, sent it to one team, then another, and by the time the document gets back to you, you’ve got five different versions? With document automation, everything is in the cloud and stored in one workflow, creating document version control — no more documents stored on separate drives or buried in emails.

6. Easy Collaboration

Need to work with external stakeholders on document revisions? Whether you’re conducting contract redlining or negotiations, document automation makes it easy to collaborate in a streamlined format. 

7. More Security

Having everything stored in one platform also provides greater security for your sensitive documentation. Docubee is HIPAA and SOC2-compliant, which means your data is safe and secure, whether it’s a patient history form, liability waiver, or expense report. And, advanced administration features allow you to control who has access to view certain workflows, providing even more security and privacy.

8. Integrated Systems

Having your documents located in the document automation platform and being able to integrate your CRM and other systems means you can pre-populate data and auto-merge records, making it faster and easier to get documents through the process. Docubee has integrations with Zapier, open APIs, webhooks, and other common systems, making it easy to connect your documents and workflows.

9. Improved Workflows

With branching logic, automated reminders, and pre-populated information, your workflows will become more streamlined and efficient. The process of converting your documents to digital, and then automating the document’s process, allows you to find potential stopgaps and inefficiencies. In addition, with Docubee, you can templatize your workflows for new document process automations, so you don’t have to start from scratch.

10. Saved Time

While efficiency and time saved has come up in several of these key benefits, it’s worth repeating that document management and workflow automation simply saves time and effort, allowing you to focus on critical business objectives and more important work.

11. Increased Profitability

Ultimately, with all of the above factors combined, document automation increases revenue and profitability and saves considerable amounts of time. That’s because document automation allows you to process more documents in less time, with less stress.

For example, think about the time it takes you to generate a single document or even a packet of documents. First, you have to hunt down a draft or create content from scratch. And if you’re doing this analog, you have to manually add fields and send follow ups once sent. Sounds pretty time consuming to us.

Instead, you can automate each piece of this with document automation. You can create an easy template to use anytime this document will be sent, upload or capture info, and dynamically create your documents. This saves time on manual creation, and gives employees a headache-free way to send documents.

 By not just digitizing, but also automating your documents, you’re embedding efficiency and organization into the way your business functions — a powerful transformation.

Replicate Our Client’s Success With Your Own Document Automation Solution

Did you know that document management process shortcomings account for 21% of productivity loss? That’s why finding the best document automation software for your team matters. And often, that productivity loss is due to the inability to find and retrieve documents when needed.

With Docubee, you can store documents within our system, or set up an integration to store them within your favorite CRM for quick access every time. And if you’re like the 77% of business owners who want to access files remotely, Docubee can help in that area too.

Take for example Docubees work with the financial trade association, New Jersey Bankers. Docubee helped them out with document workflow automation for health tracking in preparation for one of their yearly events. Instead of sending paper or scanned forms, all their team had to do was send out a link that attendees could upload documents to. 

As a result, the NJBanker’s team was able to massively cut down on the time it took to collect documents, all while making the process easy for their client and attendees.

quote about ontask’s document automation software from jennifer zorn at nj bankers

Automate Document Workflows With Docubee

Docubee’s Document Workflow Software makes it easy to create seamless, standardized digital documents and let the data flow through your systems. With a template assistant and template library, you can digitize the documents that form the backbone of your business and create powerful workflows that work for you.

Test out the benefits of the best document automation software with Docubee’s 14-day free trial.

Document Automation FAQs

What is document automation?

Document automation is the process of creating and automating various types of documents. Powered by workflows and predetermined rules, automated documents allow you to merge data from multiple sources to generate documents, as well as create reusable templates that can be edited and sent time and time again. Document automation is a completely digital process, with no need for printing or scanning.

How do I automate document creation?

With the right document automation software, it’s easy to automate a document. Important steps to consider include:

  • Analyzing what document you have and mapping out workflows for them
  • Determine what documents are priority
  • Create a system for communicating changes
  • Create workflows within a document automation software or work with their support team to do so
  • Test and run
  • Start sending

Can I automate word documents?

With the right software, yes. For example, Docubee allows you to import word documents and create editable, reusable templates from them.

Can document automation work with hand-written documents?

Yes. You can take a picture and upload them to your software of choice, scan and place fields and finalize your document. You can also transcribe them into digital format before upload, depending on your preference.