What is Document Automation?

document automation software

Believe it or not, it’s not a trick question. Document automation is simply the act of automating document production. Simple, right? Well, there’s a little more to it, but that is the gist. The question you should be asking right now is ‘How can using document automation save my company money?’

Take a moment to think about all the documents your company creates each day. How about each month? Each year? It adds up, doesn’t it? Each document contains information either about your customer or for your customer – or both. The content on those documents (invoices, marketing material, etc.) has to be added somehow.

There’s a strong chance, if you’re reading this, that the information is added manually, meaning someone – or even multiple people – who work for your company spend their time and effort typing in numbers, addresses, figures, and more. With document automation 1, your employees can spend their time doing other work instead of wasting it with manual data entry.

Accuracy and Consistency

what is document automationHas your company ever sent the wrong information to the wrong person? If your company has anything to do with healthcare or insurance, you know that can constitute a HIPAA violation, which results in a hefty fine. Even if your company works outside of the healthcare or insurance industries, sending someone else’s personal information to the wrong person at the least makes your company look extremely unprofessional – and at most can result in possible lawsuits.

Document automation helps your company significantly reduce the risk of fines, lawsuits, etc., by removing the human element from the process. There’s a good chance you’ve heard the expression “I’m only human,” when someone makes a mistake. It’s human nature – accidents will happen, after all. A person is more likely to accidentally enter the wrong contact information, or select the wrong version of a document that needs to be sent out.

Think of document automation as an assembly process. With the right software and the right templates, information is collected, validated, and consistently followed every time for every document.

Saving Money

An overworked staff is prone to making mistakes. This is true no matter what industry you’re in. If an employee is responsible for adding a customer’s contact information in the right fields and selecting the right documents to use AND several other things on top of that, you can pretty much take it to the bank that a mistake is going to happen, probably soon.

With document automation, your company is able to see significant cost savings. That overworked staff can now concentrate on reviewing the most important pieces of customer communications. On top of that, since document automation has freed up your staff to do their jobs, you don’t have to spend extra money on hiring additional employees.

For example, people with experience in creating onboarding packages can now review automatically flagged correspondence according to business rules — such as when the contract value is over $1 million.

Improve Compliance and Engagement

In many cases, document automation has additional benefits, such as improved compliance with state and local regulations, providing accessibility to people with disabilities or delivering correspondence in multiple languages. The more you’re able to provide your customers, the happier they will be with your customer service. Satisfied customers tend to stay with your company longer.

Improved engagement is another important benefit. Companies can leverage document automation to notify customers on multiple channels and ensure that communications are being received. For example, an SMS/text messaging notification can be sent in addition to an onboarding package set by email.

Furthermore, with the right software, your company can track whether recipients read their email correspondence, which can be used to send a secondary SMS/text notification, as well as a printed package by mail.

Selecting the Right Software for Document Automation

The best document automation software will actually pay for itself in the long run. If your company is still struggling with manual data entry, document automation will immediately help your organization.

Ecrion provides not only better customer communications management software thanks to a customer-centric approach, it also gives you document automation with a live preview, making it easy to see the final result in real time. Our completely scalable software can work with your current solution, or on its own.

To find out how Ecrion can help your company increase customer satisfaction while cutting costs, email us at sales@ecrion.com or fill out our contact form. We look forward to helping you on the path to better customer communications.