Document automation for Exact with ExactDocs

Document automation: Overview and Strategic Benefits

Document automation is the use of software to create documents, manage records, and process reports with minimal human intervention. It reduces manual data entry and human error by using technologies like AI, machine learning, and intelligent document processing. Businesses that integrate these innovations can see dramatic improvements in processing speed, compliance, and accuracy.

Industry data shows that organisations adopting this approach save up to 80% of the time they previously spent on paperwork, significantly accelerating document-related workflows. Reports also cite a 25–50% reduction in errors, resulting in more accurate documents and less rework. These improvements translate directly into lower operational costs and the ability to reallocate manpower to higher-value tasks.

For ERP and CRM users, such as those operating with Exact’s ecosystem, document automation can streamline operations in areas like billing, order confirmation, and compliance. By automating repetitive tasks, companies can focus on strategic decision-making rather than low-value, time-intensive work. Integrating with a document automation platform also enables organisations to automatically generate invoices, contracts, and reports informed by complex rule sets and workflows.

Automation helps teams avoid wasted time from disorganised document storage and lengthy manual workflows. By centralising processes, businesses gain valuable insights from analytics on document usage and performance. This centralisation also supports perfectly compliant audit processes, ensuring that any retrieved file meets legal and regulatory standards consistently.

Companies like virtualworkforce.ai complement document automation by tackling email-heavy workflows, particularly in logistics and operations. This combination of document and communication automation delivers measurable ROI by addressing both document processing and related operational sequences. As AI-driven tools evolve, the ability to handle human intervention only where necessary will continue to increase efficiency across company processes.

Automate Invoice Processing and Quotation Generation

ExactDocs enables organisations to automate invoice creation and quotation generation using pre-built document templates and data mapping. By connecting to ERP and CRM modules, it pulls crucial information directly from existing systems to create documents without manual intervention. This reduces manual data entry, shortens billing cycles, and enhances cash flow management.

Automating invoice workflows involves AI models that identify and extract invoice details from multiple input sources, validate them against complex rule sets, and feed them into accounting records instantly. The same principle applies to quotation generation, where sales teams can automatically generate detailed, accurate documents customised to client requirements. The result is faster turnaround and a better customer experience—key for service-oriented companies.

According to research on automated quotation systems, redesigning these systems to support automation increases the suitability for guided workflows, aligning perfectly with Exact’s strategy. This aligns with how many organisations try to improve productivity through AI and automation technology in transactional processes.

When paired with integration to tools like Microsoft Power Automate or third-party systems like Salesforce, the solution can streamline business transactions further. For instance, sales quotations can be sent immediately after approval, without any delays from manual processes. Companies adopting these systems often report measurable ROI and faster sales cycles, demonstrating how automation helps increase efficiency.

For teams managing multiple document processing tools, ExactDocs’ capability to integrate seamlessly with accounting and ERP modules means fewer disconnections between stages in a workflow. This reduces the operational costs typically linked to rework or inconsistencies in manual document preparation. Businesses that leverage this approach set the stage for more scalable, user-friendly invoice and quotation workflows that remain perfectly compliant.

Workflow Streamlining with No-code Automation Tools

One of ExactDocs’ defining automation capabilities is its no-code builder. This feature empowers non-technical staff to create documents and automate workflows without writing code. With drag-and-drop functionality and a library of reusable components, users can streamline operations from data entry to document approval in minutes.

Consider a typical end-to-end workflow in an operations team: data is captured from ERP, processed based on complex rule sets, and then used for document creation such as customised invoices. Approval notifications are automatically sent to managers. Once approved, the documents are dispatched to customers, and the process is logged for auditing. This workflow automation replaces multiple manual processes, cutting wasted time drastically.

The use of no-code document generation tools not only reduces dependence on IT for changes but also supports rapid experimentation with process improvements. AI-driven automation tools enhance this by learning from past patterns, spotting anomalies, and ensuring error-free outputs. By eliminating the bottlenecks common in manual workflows, teams can focus on more strategic work and improve efficiency.

For companies with manual document tasks embedded in their operations, platforms like virtualworkforce.ai demonstrate the synergy between email automation and document workflows. Linking operational communication with document template management improves organisational responsiveness and decision-making speed.

No-code environments also make it simple to integrate ExactDocs with Microsoft productivity tools, Dynamics 365, or other SaaS platforms. As more organisations adopt no-code principles, the best document automation software will be the one that allows teams to control all of your document processes without requiring technical resources. This capability directly supports companies seeking to supercharge their operational agility while maintaining perfectly compliant records.

Document management Strategies for Company processes

Effective document management strategies are essential for companies seeking to centralize files, enforce version control, and carry out audit trails. ExactDocs offers built-in capabilities that align with document management best practices, such as storing all records in a unified repository tied to ERP and CRM modules. This reduces wasted time spent searching for information and supports compliant financial and legal documentation.

Centralised storage also means company processes benefit from better control over who can access or modify documents. Integration with inRule or a decisions platform ensures that only accurate, compliant outputs are released. Version control gives a transparent history of changes, which is critical during audits or disputes.

With audit trails and accurate documents stored in a secure environment, businesses can maintain a perfectly compliant posture while improving collaboration. Having a system that integrates seamlessly with existing systems like Dynamics 365, Salesforce, or other third-party systems allows for seamless sharing of crucial information across departments.

From a workflow perspective, ExactDocs’ structured approach to document management reduces manual workflows and lowers operational costs. Linking document generation to live data sources means files remain up-to-date and aligned with real-time business activity. The ability to automatically generate compliant records closes any gaps between operational performance and regulatory requirements.

Companies in logistics and other industries can connect tools like Automated Logistics Correspondence with ExactDocs to create a unified operational flow. When document template management and automation technology are combined, the results are not just more organised files but more responsive company processes overall.

Integrate exactdocs as Your Automation solution

When businesses integrate ExactDocs into their ERP, accounting, and CRM environments, they gain a powerful automation solution for handling a wide range of document-related tasks. ExactDocs integrates seamlessly via API connections, connector marketplaces, and pre-built integrations to popular SaaS platforms, ensuring a smooth fit with existing systems.

This flexibility allows companies to automate contract management, invoice processing, and other document generation tasks directly within their core applications. For example, if a sales quote is approved in a CRM, ExactDocs can use automation tools to automatically generate a compliant PDF invoice, update the ERP, and notify the customer—all within minutes.

Integration with Microsoft Power Automate, inRule, and other decision platforms enables organisations to develop complex rule sets and workflows without writing custom code. This ensures that automation technology is fully aligned with business requirements and delivers measurable ROI. Linking with AI models enhances document processing accuracy, helping to reduce manual intervention even in challenging scenarios.

ExactDocs can also sync with Salesforce or Dynamics 365 to extend workflow capabilities to sales, service, and finance teams. It allows companies to leverage document automation tools to increase efficiency in cross-departmental processes. By choosing to integrate a platform that is user-friendly and scalable, businesses gain both short-term performance boosts and long-term flexibility to adapt to market changes.

These integrations ensure that document workflows remain perfectly compliant, error-free, and ready for future growth. The ability to optimise your business through robust automation capabilities makes ExactDocs a contender among the best document automation software options available.

Document automation software to Optimize Your Business

Selecting the right document automation software requires clear criteria. Scalability ensures that as your company grows, the solution can handle increased document volumes without requiring major reconfiguration. Security features maintain data integrity and privacy, which is critical for regulatory compliance.

User-friendly interfaces enable staff to adopt the software quickly, reducing the need for extensive training. ROI can be tracked through productivity gains, lower operational costs, and reduced human error. Companies should also analyse whether the chosen system provides a seamless link with ERP, CRM, and other operational platforms, as this is key to maximising automation capabilities.

The best document automation software will double as a document generation tool and a control hub for company processes. Features like document creation from live data, document template management, and the ability to automate repetitive tasks with complex rule sets make operations more agile. Businesses can unlock the power of automation when they align both document processing and communications solutions.

ExactDocs fits into this ecosystem by allowing organisations to control all of your document workflows in a single environment. Combined with complementary tools like AI agents for logistics operations, the potential to improve productivity and optimise your business is substantial. The success of implementation often comes down to how effectively automation tools are configured to match actual workflows.

For interested organisations, requesting a free demo offers a risk-free way to review automation capabilities in action. With the right software in place, companies can supercharge their operational performance while maintaining perfectly compliant, accurate documents that deliver valuable insights for future planning.

FAQ

What is document automation?

Document automation is the use of software to create, manage, and process documents with minimal human intervention. It typically leverages technologies like AI and machine learning to automate repetitive tasks such as data entry, document generation, and compliance checks.

How does ExactDocs automate invoices?

ExactDocs uses predefined templates and data mapping to pull information from ERP or CRM systems. It then creates accurate invoices automatically, reducing errors and speeding up billing cycles.

What are the compliance benefits of document automation?

Automation ensures that documents are generated consistently according to regulatory requirements. Audit trails and version control make it easy to demonstrate that output is perfectly compliant.

Can non-technical staff use ExactDocs?

Yes, ExactDocs offers no-code tools that allow staff to create workflows without programming. This means business users can design and update processes independently.

Do I need to change my existing systems to use ExactDocs?

No, ExactDocs integrates seamlessly with existing systems like ERP, Dynamics 365, Salesforce, and more. API connections and pre-built connectors make integration straightforward.

What impact can automation have on operational costs?

By reducing manual workflows and errors, document automation lowers the time and manpower needed to complete tasks. This directly reduces operational costs while improving output quality.

How does ExactDocs help with quotations?

ExactDocs can automatically generate quotations based on live data from CRM or ERP. This minimises delays and ensures clients receive timely, accurate offers.

Is document automation secure?

Yes, modern document automation platforms include robust security features. Data encryption, role-based permissions, and audit logs help keep information protected.

Can document automation improve productivity?

Yes, by eliminating repetitive tasks and manual processes, teams can focus on higher-value work. This improves productivity and reduces wasted time in administrative tasks.

How do I know if ExactDocs is right for my business?

Assess your document workflows, volume, and compliance needs. Requesting a free demo can help you see whether the automation capabilities fit your requirements.