What it solves
Contracts, quotes, certificates and reports are the same document with different data. We build templates that merge data from your forms and CRM, generate the PDF, collect the signature and file the result — named consistently and in the right folder.
Typical problems
- Documents assembled by copying from a previous version
- Scanned PDFs whose contents nobody can search
- Signed copies lost in email threads
- Fillable forms that break when opened on a phone
- A folder called ‘Final v3 (2)’
What changes
Documents stop being re-typed. Invoices, intake forms, referrals and briefs arrive, are read, checked against rules, queued for a person where confidence is low, and filed where they belong; letters and forms are generated from the same data. Accuracy is measured on a sample set you provide before go-live.
Example workflows
Workflows we build regularly in this service. The “what changes” lines describe the process after the build, not measured results; measured results are published only in case studies, with permission.
Contract generation and signature
A contract is edited by hand from the last one, emailed, printed, signed, scanned.
CRM data merges into the template, the PDF is sent for e-signature, the signed copy files itself and the deal stage updates.
What changes: contract out in minutes; every signed copy where it should be.
Certificates and reports
A monthly report built by pasting numbers into a Word file.
Data pulls from Sheets or the database into a branded template and lands in each client’s folder on a schedule.
What changes: reports on the first of the month, untouched by hand.
Reading incoming documents
Scanned forms are read and typed into the system.
OCR and an extraction model read the fields, validate them and post them to the system; low-confidence fields go to a review queue.
What changes: keying removed; exceptions handled in one queue.
What gets automated
- Fillable, accessible PDF forms
- Templated PDF generation from form or CRM data
- Extraction from PDFs (OCR and AI)
- e-Signature flows (DocuSign, Dropbox Sign, Jotform Sign)
- Naming, versioning and filing rules
- Batch generation and mail-merge
Systems we work in
Tools describe the systems we connect; they do not imply partnership or certification.
- PDF.co
- Documint
- Adobe Acrobat
- DocuSign
- Google Docs
- Anthropic Claude
- OpenAI
- n8n
- Xero
- QuickBooks
Human checkpoints and security
The rules that keep this service safe to run in a regulated firm. They are written into the scope, enforced in the build and described in more detail on the security and data page.
- Fields below a confidence threshold are never written to the system of record without a person
- A daily review queue replaces silent errors
- Personal data is minimised or redacted before any model call where the task allows
- Filing and naming rules are agreed in writing and logged per document
What every build includes
The difference between an automation that works in a demo and one that still works in a year.
- Automatic retries when a connected app is briefly unavailable, so nothing is silently lost
- A run log for every execution — what came in, what was decided, what went out
- Failure alerts to Slack or email after repeated errors, with a pause switch you control
- Idempotent steps: running twice never creates duplicates
- Written handover: a one-page map of the workflow, its owners and how to change it
- Built in your own accounts — you keep every credential, licence and asset
How the work is delivered
Map
Current process documented with the people who run it.
Scope
Written proposal, diagram, deliverables, fixed price.
Build
Short stages in your accounts, demo at the end of each.
Launch
Monitoring, alerts and documentation before go-live.
Pricing and engagement
Written inventory, risk register and priced options in 5–8 working days. Fee credited against an option accepted within 30 days.
Extraction for one to three document types, validation rules, a human review queue, filing and generated outputs; three to five weeks. Fixed in writing before work starts; nothing outside scope without your written approval. Half on start, half on go-live.
Monitoring, fixes when an app changes its API, credential hygiene and a monthly health report. Cancel any month.
Deliverables
- Templates you can edit
- The generation pipeline, monitored
- Folder structure and naming convention
- Sample output set for sign-off
Questions
Which tools do you use for generation?
Depends on where the data lives: Google Docs and Apps Script, Documint or PDF.co for API generation, Acrobat for fillable forms. We pick the one your team can maintain.
Can our lawyers still edit the templates?
Yes — templates stay as ordinary documents with merge fields, so the wording can change without touching the automation.
Do generated documents look on-brand?
Yes. Fonts, logos, headers and page numbering are set once in the template and applied to every document.
Can you handle handwritten or poor scans?
OCR handles clean scans well; handwriting and poor scans get lower confidence scores and are routed to a person rather than guessed.
How does pricing work?
Most engagements start with a fixed-price Automation Reliability Review (from $900). You then get priced options in writing with one price and a delivery date each. Ongoing monitoring and improvements are a monthly retainer you can cancel any month. All prices are in USD.
How quickly can something be live?
A first workflow is usually live within two to three weeks of sign-off. Larger builds are staged so something useful ships early and the rest follows.
What happens when a workflow fails?
Every build ships with retries, a run log and alerts. Anything that does not run as scoped in the first 30 days is fixed at no charge; after that Automation Care covers fixes, or we quote a small fix and turn it around quickly.
Who owns the automations afterwards?
You do. Everything is built in your accounts and documented, and your team is walked through it at handover. You can maintain it yourself or keep us on retainer.