Automation · Documents
Document and business paperwork automation.
Quotes, contracts, reports and forms are assembled from system data, in your format and by your rules.
When clients usually bring us in
- the same step repeats every day
- data is retyped between systems
- approvals get lost in email
- reports are assembled manually
- nobody can see where the process stalled
Not every step is worth automating
If a step runs a few times a year, automation won't pay for itself. So we measure how often the process actually runs before building anything.
What this means for you
- less retyping between systems
- every step has a timestamp, an owner and a status
- exceptions are visible, not hidden
- the process runs even when someone is away
What we cover
- generation from templates (DOCX, PDF)
- data from CRM or ERP
- versions and history
- electronic approval
- storage and naming
- sending and tracking
Where time goes with documents
Assembling a document by hand from data that already exists in a system is not only slow - it is the most common source of errors in an amount, a name or a date that nobody notices until the client does.
- quotes assembled from the previous quote
- contracts still carrying another client's details
- reports produced by retyping
- documents saved under names only the author understands
- approvals running over email
A template is a business rule, not a layout
Once documents come from templates, the rules are written once: when a clause is added, what discount is allowed, when an extra signature is needed. From then on they are the same for everyone, not dependent on who prepared the document.
Document management system or document automation
These are two different things that are often confused. A document management system stores documents: where they are, which version is valid, who may see them. Document automation creates them, routes them and writes them into other systems without manual work.
| Need | Solution |
|---|---|
| finding the valid version of a contract or procedure | document management system |
| quotes and contracts are built by hand from templates | generation from data |
| invoices and orders are retyped into the ERP | data capture from documents |
| a document circulates by email for approval | approval workflow |
| an auditor asks who changed what | a DMS with an audit trail |
Larger companies often need both - and what matters is that both are connected to the ERP, otherwise you have created one more data island.
Documents and the ERP
Most time is not lost finding a document but retyping: from a supplier invoice into the ERP, from the ERP into a quote, from the quote into a contract. Each retype is a chance for an error, and errors in these documents are expensive.
- incoming invoices: capture, check against the order, post to the ERP
- quotes and contracts from ERP or CRM data
- electronic signature inside the approval flow
- retention rules by document type
- search by content, not only by file name
How rollout works in a larger company
Document processes cross departments - purchasing, accounting, legal, management. So a rollout should not start with every document at once, but with one flow that has a clear owner and a measurable saving.
- pick the one flow with the most manual work
- map today's flow as it really runs
- rules, exceptions and who decides on an exception
- parallel running until results are confirmed
- then the next flow, on the same pattern
How we automate
Trigger
What starts the process: an incoming email, a new record, a date, a submitted form or an event in another system.
Process and rules
Steps, conditions and responsibilities are captured as the process actually runs, not as the manual describes it.
Integrations
Data moves between systems once and in the right shape, with no retyping.
Exceptions
Anything that doesn't fit the rules goes to a queue with an explanation, not into a silent failure.
Control and traceability
Approvals
Where a human decision is needed, the system waits and records who approved it.
Logging
Every step has a timestamp, input, output and status. A failure can be replayed and fixed.
Reporting
How many cases ran automatically, how many waited and where the bottleneck is.
Related work
FAQ
How long does it take to set up?
It depends on the number of steps and systems. The first working part usually runs within a few weeks.
What happens with exceptions?
They go to a queue with an explanation and a person handles them. Nothing disappears silently.
Is every process worth automating?
No. If it runs a few times a year it won't pay for itself - we measure that before building.
Related reading
Tell us what you need
A few sentences are enough: what you need, for which process or system and by when. We will reply by email.
Related solutions
Sounds like your project?
Send us the project description, your existing system, the tender documents or the event date.
Or email info@epix.si