Your company probably creates more documents than you probably even realize. Print documents. Digital documents. Invoices, policies … so many different types of communications. The only thing standing in the way of a colossal production nightmare is having the right software. Within that software, it helps to know the best document generation tools.
Document generation software comes in many forms, each with its own set of document generation tools. Some are geared specifically for certain industries. Others offer the bare minimum in an attempt to satisfy the demands of any company. When looking for the right software, here are a few of the best document generation tools that should be included.
The Four Best Document Generation Tools
1. Communications Based on Customer Preferences
Each of your customers are unique. They come from different backgrounds and have different needs. How you communicate with them should be their decision, not yours. This document generation tool gives your company the ability to provide a great customer experience, which is vital.
Your document generation software should provide your customers with the ability to make their own communications choices. This includes their choice of language, mode of communication (postal mail, email, text message/SMS, etc.), and even tone (formal or informal).
The best document generation tools should enable customers to control what communications they receive, and when. Your software should also let customers select the layout they prefer for statements, invoices, and other documents.
2. Provide Interactive Documents
The last thing your company needs is antiquated document generation software. If you ever say to yourself, “We can’t do that,” then it’s time to invest in software with better document generation tools.
For example, an important tool is interactive documents. Interactive bills and statements take your communications to the next level. They’re more informative, versatile, and easier to navigate than any ordinary PDF or Word document.
With the right software, you can create an engaging, customer-driven analytic experience that provides an always-on, available anywhere view into their real-time account data. Deliver the right information to each individual customer and reduce call center demands.
3. Template Design and Management
A major component of document generation software is template design and management. The templates you create provide a streamlined, automated production.
As a document generation tool in the right software, your company can maintain all document templates and assets. This includes logos, graphics, reusable components, and more, all kept in a single place. By doing so, your company can ensure consistent application across all communications.
You are also able to reduce the number of templates your company uses, as well as the time and cost required to manage them. Enable your business users with an intuitive interface to build and modify templates, eliminating the need for IT development.
4. Automated Batch Processing
Batch document processing allows your company to print millions of documents at a time. Those documents are sent out to your customers, but is your company providing any value to them? It depends on the software you’re currently using.
This document generation tool should seamlessly integrate with your business applications, such as a CRM, billing system, or proprietary database. This ensures fully automated, worry-free batch document creation. You should also be able to produce batch runs on a set schedule or on demand. With this software, your customers will receive consistent, quality, and timely communications.