As technology changes, so does the way we interact with the world around us.
This is especially true when it comes to document generation.
For years, companies relied on analog, archaic, or manual methods to generate documents.
According to Gartner, companies lose around 4 weeks each year on misfiled, mislabeled, untracked, or lost documents. Then, you also have to consider that the typical office worker makes around 61 trips per week to the fax machine, printer, and copier.
In today’s digitized world, it’s time to rethink how we create documents.
With document generation, you can process documents at scale without worrying about human error and time wasted on manual tasks. You’ll also gain a lot of time by automating tasks related to document generation and management.
To put this in context, whether you need to process 10 confidential reports or 100,000 customer statements, you can use document generation software to do this with a simple API request.
And below, we’ll show you how to scale document generation at scale for your company!
Here’s what we’ll cover:
- What Is Document Generation And How Does The API Work? Benefits And Overview
- 3 Documents And Template Examples You Can Generate At Scale With Automated PDF Generation Software
- 3 Practical Steps to Start Scaling Document Generation
What Is Document Generation And How Does The API Work? Benefits And Overview
First things first, what is document generation, exactly?
Document generation is the automated process of creating documents. It is usually considered to be a form of document automation, which means it’s not just an individual clicking buttons to create one document at a time.
It is the process of generating multiple documents with different variables in order to make them more personalized. Generating documents is an essential part of any business.
Whether it’s a vendor invoice, a purchase order, or a contractual agreement, you need to have a way to generate each document quickly and easily. It doesn’t matter if you do it yourself or outsource the work to an agency.
Either way, you need to ensure that your documents are clear and efficient for everyone who interacts with it. What’s more, the digital transformation of document generation also has the potential to reduce costs for companies.
With digital technologies, you can cut down on paper and ink costs. This is because you’re not printing as many hard copies of your document.
For small businesses, this opportunity could be a boon for their bottom line. And for larger corporations, it provides the chance to save money that would otherwise go toward ink and paper expenses.
According to InformDecisions, some of the biggest benefits of going paperless with document generation include faster customer response, reduced staffing, higher productivity, and more.
Since around 46% of small-medium businesses waste significant time daily on paper-intensive processes, digitizing your document management system seems like a no-brainer.
Looking for more reasons to go paperless?
See our full guide on how to switch to paperless billing for more practical info and what document generation can look like in your office.
Now, here’s what you need to know about using document generation in your organization.
What is a document generation API?
A document generation API is a secure way of generating documents at scale, without worrying about unauthorized access to your information.
It’s an advanced technology that provides you with a randomized range of attributes so that each document looks unique. But they are all based on your input parameters. And with secure parameters, it helps prevent unauthorized access by creating a new set of keys each time you generate a new document.
This technology will help protect your personal information whether you’re working on sensitive contracts or just need to keep your private documents safe from prying eyes.
The good news is that you can now protect those personal files from unauthorized access with a document generation API. It’s a secure technology that is used for generating documents without worrying about third-party access.
With the right document management software, you automate parts (if not all the whole process) of your document creation lifecycle. From document generation and document creation lifecycle to secure storage.
It’s an advanced technology that provides you with a random set of attributes so that each document looks unique but is based on your input parameters. The API helps prevent unauthorized access by creating a new set of keys each time you generate a new document.
This ensures that only the right people will see your file and not just anyone with a little curiosity and a lot of time on their hands.
To recap this step, the main idea is that electronic records are more secure than paper records.
By digitizing your documents into an electronic format, everything becomes encrypted and placed in one place on the cloud. So, instead of password protecting or encrypting files manually, you’ll have a specific document management system where you and your employees can access documents as needed.
Here’s why this is important and can help you.
Benefits of template-based document generation
It’s no secret that saving time and money is important, especially when it comes to your business. In today’s fast-paced society, customer demands are high, and expectations are exceeding.
What’s more, customers expect a quick response and quality work from their vendors, regardless of the size or level of complexity.
In order to meet this standard, many companies have turned to template-based document generation as a way to save time and money without sacrificing quality.
With a system in place for generating documents, you can save a considerable portion of your production costs by eliminating the need for manual data entry. In addition, you can produce documents much faster than if they were being created from scratch every time.
Other benefits of document generation include:
- Streamlining important business processes.
- Optimizing document management.
- Making your employees more effective and allowing them to focus on more productive tasks.
- Enhancing customer data protection.
- Protecting important documents from getting lost or destroyed.
- Complying with regulations like HIPAA, GDPR, and more.
There’s no question that template-based document generation has its place among modern businesses.
Let’s explore some practical areas in which template-based document generation can offer advantages, regardless of the industry.