You build quotes, contracts and invoices yourself, copying from the CRM into Word at night.
You own the templates, the folders and the versions nobody can find.
Incoming invoices, statements and forms are retyped into QuickBooks or Xero by hand.
Proposals, NDAs and agreements go out of HubSpot or Salesforce dozens of times a month.
Numbers from workplace and finance studies — the time goes into searching, retyping and chasing, not into the decisions.
employees have recreated a document from scratch because they could not find the existing one.
Adobe Acrobat survey, 2023 ↗employees spend more than 4 hours a week just searching for digital documents.
Adobe Acrobat survey, 2023 ↗of employees have felt frustrated looking for a document; 13% say it happens regularly.
Adobe Acrobat survey, 2023 ↗average cost to process one incoming invoice by hand, with an 8.2-day cycle and 18.4% of invoices ending in exceptions.
Ardent Partners, State of ePayables ↗of annual revenue is lost to poor contract management — missed deadlines, unenforced terms, silent auto-renewals.
IACCM / WorldCC ↗of an organization’s data is unstructured — documents, scans, email — which is why it is so hard to process without a model reading it.
Gartner, cited by Docsumo ↗Put your monthly volume into the calculator and see hours and dollars.
Document automation replaces the manual path a contract, proposal or invoice takes — find the template, copy the client’s details from the CRM, send the draft around by email, convert it to PDF, chase the signature, file it somewhere — with a workflow that does the routine steps on its own. In most companies the time is not spent on the terms of the document but on moving the same data between a CRM, a Word file, an inbox and a folder. That is the part automating documents removes.
We build document process automation around the tools you already use rather than a new platform to migrate to. When a deal reaches the right stage in HubSpot, Salesforce or Pipedrive, your own Google Docs or Word template is filled with the deal data, checked for non-standard terms and sent for e-signature through DocuSign, PandaDoc or Dropbox Sign. The signed PDF is named, filed in the client folder and linked back to the CRM, and a language model writes the key dates and amounts into a contract register. Incoming documents — invoices, forms, scans — travel the other way: OCR and a model read the fields, code validates them and the record lands in QuickBooks, Xero or a sheet.
Drafts go out in minutes instead of days, every version and approval is logged, renewals stop slipping and nobody retypes a number twice. Your team handles only the documents that genuinely need judgement — unusual terms, disputes, low-confidence scans — while the automation documents the rest. Wireclad builds these workflows with n8n, APIs and language models on your own infrastructure, so the files and the data stay with you.
The run path of a typical document workflow. Outgoing documents start in the CRM, incoming ones in the inbox; anything unusual stops and goes to a person.
A HubSpot, Pipedrive or Salesforce webhook fires when a deal moves to “Proposal” or “Contract”; a form or a Slack command can start the same run.
Reads company, contact, line items, prices and terms from the CRM and your price list — nothing is retyped.
Merges the data into your own Google Docs or Word template, keeping formatting, numbering and clauses exactly as approved.
A discount above your limit, a changed clause or a missing field sends the draft to a manager or lawyer with the difference highlighted; standard drafts move on.
Slack or Teams card with the PDF and Approve / Request changes buttons; every decision is logged with the version.
Creates the envelope in DocuSign, Dropbox Sign or PandaDoc with the right signers in the right order.
Checks the status, nudges the signer after three days and tells the owner when the document is signed or stalls.
Names the signed PDF client_type_date, puts it in the client’s Drive or SharePoint folder and writes the link back to the CRM.
A language model reads the signed contract — dates, amounts, renewal and notice terms — into the contract register.
Watches a shared inbox or folder for incoming invoices, forms and scans; each file starts its own run.
OCR plus a language model extract the fields into a strict schema; totals are checked and low-confidence fields are flagged.
Clean records go to QuickBooks, Xero or your sheet; anything uncertain goes to a person with the field highlighted.
Builds the list of contracts expiring within 60 days and posts it to the owner every Monday.
Typical minutes per document for a small team. Your own numbers go into the calculator below.
Based on 22 min by hand and 3 min with the flow per item, from the table above.
The flow drafts, routes, files and reads. People keep every decision about terms, money and signatures.
Any clause that differs from the template is read by a person before it goes out.
The flow fills them in; a manager confirms them before the client sees the document.
Documents are signed by the authorised person, never on their behalf.
When OCR or the model is unsure, a person checks the field before anything is posted.
Claims, addenda and anything unusual go to a person.
Changing the contract or who approves what stays a human decision.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from the Adobe Acrobat workplace survey, Ardent Partners’ State of ePayables and the IACCM contract-management study: the lost time is in searching, retyping and chasing — the parts a workflow removes.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Yes — that is the starting point. We add merge fields to your own templates so the layout, numbering and clauses stay exactly as your lawyer approved them. Nothing is rebuilt in a new tool.
The ones that go out most often with the fewest variations: proposals, standard contracts, NDAs, order confirmations and recurring letters. They give a visible result in the first weeks; complex bespoke agreements come later.
OCR and a language model extract fields into a strict schema, then code checks them — totals must add up, the vendor must exist, dates must be valid. Any field with low confidence goes to a person with the area highlighted instead of being posted.
With you. The workflow runs on your server or in your own cloud account, documents stay in your Drive, SharePoint or Dropbox, and the extraction model can run locally so contracts and personal data never leave your network.
It is built around them. HubSpot, Salesforce and Pipedrive supply the data for generated documents; QuickBooks, Xero and Airtable receive the data read from incoming ones. If a system has an API, it can be connected.
You edit the template as usual; the merge fields are the only thing that must stay in place, and we document them. If a field is removed or renamed, the run stops with a clear message instead of sending a broken document.
Only if you want e-signature through them — many clients already have a plan. The flow works with whichever provider you use, and the generation, routing and filing steps do not depend on a subscription.
Describe it in two sentences — we reply within a day with a workflow sketch.
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