Document creation is universal in business, yet the process itself is key to success. Creating documents manually is time-consuming, leads to inconsistencies, and is susceptible to human error. However, the right tools can streamline this process using document generation.
What is document generation? How is it different from just writing documents manually? How can PandaDoc help teams save time, boost productivity, and reduce errors in their document workflows?
We’re glad you asked. Let’s dig into everything you need to know.
What is document generation?
Document generation is the process of creating digital documents automatically using pre-built templates, dynamic content, and structured data. Instead of typing everything from scratch or copy-pasting information from spreadsheets or emails, document generation tools allow you to produce documents in seconds—often personalized for the recipient, and always formatted correctly.
This is a big step up from manual document creation, which usually involves a lot of repetitive work, formatting inconsistencies, and back-and-forth edits. With document generation, everything is streamlined. You can choose a template, populate it with data (often pulled from another system), and generate a finished, professional-looking document in just a few clicks—or even automatically. Talk about improved functionality and document generation processes!
In short, document generation helps eliminate the manual grind of paperwork by turning it into a predictable, automated workflow.
How does document generation work?
Document creation begins with templates; these pre-formatted files use placeholders for details such as names, dates, pricing, and product specifics. Data from other systems (such as your CRM, ERP, or form submissions) automatically populate these placeholders when a document is created.
Here’s a simple breakdown of the process:
1. Create or use a template: Start with a base document that has dynamic fields.
2. Connect your data source: Integrate your CRM, spreadsheet, form, or database.
3. Trigger the generation: This can be done manually or automatically through a workflow.
4. Review, send, or store the document: Once generated, the document can be sent for review, signed electronically, or stored in your system of record.
Platforms like PandaDoc document generation software make this process intuitive and scalable—so you can go from draft to delivered without leaving your workspace.
Benefits of document generation
There’s a reason teams across departments and industries are turning to document generation to manage their workflows. Here are a few of the biggest benefits:
Time savings: Automating repetitive document tasks means your team spends less time formatting and editing, and more time closing deals, helping customers, or getting work done.
Increased accuracy: When your data is pulled directly from trusted sources like your CRM, the risk of typos, outdated info, or inconsistent formatting is significantly reduced.
Improved scalability: Whether you’re sending 5 invoices or 5,000 contracts, document generation scales effortlessly. Manual creation just can’t keep up with higher levels of document generation needs.
Better consistency: Templates ensure your branding, legal language, and document structure stay uniform across every document, every time.
Faster turnaround: Teams can respond to client requests faster—think same-day proposals, instant NDAs, or automated onboarding packets.
Stronger collaboration: With centralized templates and cloud-based tools like PandaDoc, multiple team members can work together more efficiently without version control issues.
How can I automate document creation?
Automating document creation starts with identifying where manual work is slowing you down. Are you creating the same types of contracts over and over? Manually inputting customer info into proposals or invoices? Sending PDFs back and forth for review or signature?
Once you pinpoint those bottlenecks, a platform like PandaDoc can help you automate that flow. You’ll start by building or importing templates, connecting your data sources (like HubSpot, Salesforce, or Google Sheets), and setting up triggers—such as a new deal stage or form submission—to generate and send documents automatically, all with security through APIs.
PandaDoc is easy to use, regardless of your tech experience. Its intuitive interface and integrations allow you to get started quickly without having to reinvent the wheel.
Common use cases across industries
Document generation is incredibly versatile, useful in almost every department. Common examples include:
• Sales: Proposals, quotes, contracts, NDAs.
• HR: Offer letters, onboarding packets, performance reviews.
• Legal: Agreements, policy docs, compliance forms.
• Finance: Invoices, billing statements, purchase orders.
• Customer success: Renewal agreements, onboarding forms, satisfaction surveys.
In every case, the goal is the same—spend less time drafting and more time delivering.
Types of generated documents
The types of documents you can generate depend on your tools and templates, but here are a few common examples:
• Sales quotes and proposals
• Contracts and agreements
• Invoices and receipts
• Legal forms and NDAs
• HR letters and onboarding documents
• Compliance documents
• Client reports
With the proper configuration, all of this can be done with a single click, or even automatically. It’s easy to drag, drop, and send.
PandaDoc Customer Success Story
Wizehire was stuck in a paperwork nightmare with Docusign — lack of transparency, clunky workflows, and endless manual workarounds that ate up time and energy. They needed a smarter solution, fast. Enter PandaDoc. With seamless automation and effortless contract creation, WizeHire ditched the inefficiencies and got back to what they do best: helping businesses hire top talent.
- 25% more documents sent per month
- 46x faster to get a signature compared to Docusign
- 95% reduction in time spent creating documents
Key components of document generation tools
When evaluating document generation tools, look for these key features:
• Template management: Create, edit, and store reusable templates for different document types
• Data integrations: Connect with CRMs, ERPs, spreadsheets, or APIs to populate documents
• Conditional logic: Personalize content based on variables like product type, pricing tier, or location
• Collaboration tools: Commenting, approvals, and version control for teams
• eSignature support: Send generated documents for legally binding electronic signatures
• Analytics and tracking: See when documents are opened, signed, or stalled
• Security and compliance: Ensure sensitive documents are encrypted and audit-ready
PandaDoc offers all of these features, along with world-class support and easy onboarding.
How to choose the right tool for your needs
Choosing the right document generation platform depends on your specific goals. Start by asking:
• What types of documents do we create most often?
• How much time are we spending on manual document work?
• What systems do we want to integrate with (like Salesforce, HubSpot, or Stripe)?
• Who will use the tool—and what level of customization or automation do they need?
Look for a platform that’s scalable, easy to use, and offers strong integrations with the tools you already rely on. And don’t underestimate the importance of a clean, user-friendly interface—after all, your team will be using it every day.
Ready to stop copy-pasting and start scaling your document workflows?
Explore what PandaDoc’s document generation tools can do for your team today and sign up for a FREE trial.
What is the difference between document generation and document automation?
Document generation refers specifically to the creation of documents using templates and data inputs. Document automation encompasses all of the stages in a document’s lifecycle and includes things like approvals, eSignatures, routing, and storage after the document is created. PandaDoc offers both.
What file formats can be generated?
Most tools—including PandaDoc—can generate PDF, DOCX, or HTML files, depending on your needs. You can also set up documents for direct signing online.
Can document generation tools pull data from CRMs?
Yes! One of the biggest advantages of document generation is its ability to pull real-time data from your CRM. PandaDoc integrates with Salesforce, HubSpot, Pipedrive, Zoho, and others—so customer info is always accurate and up to date.
