The Document Automation Buying Guide
How do you select the best document automation platform?
This guide helps you ask the right questions during your RFI or tender process.
It includes a downloadable template with key selection criteria.
How do you select the best document automation platform?
This guide helps you ask the right questions during your RFI or tender process.
It includes a downloadable template with key selection criteria.
The day has finally come—you’ve managed to convince senior management that investing in a document automation solution is worth it.
But how do you choose the right document automation platform?
You’re thinking of doing some google search. Fixing a few demos. But you don’t know what questions to ask, and what features you should be looking for.
That’s where this post (and our downloadable template guide) come in, here to help you through the process.
Three things to keep in mind:
This post is here to help you ask the right questions and structure your decision process like a proper RFI. Alongside this post, we’ve provided a document automation buying guide – in the form of an excel template - available for download.
So, why is choosing a document automation solution so challenging?
Decision-making is rarely straightforward. We don’t always start with a need and then search for a product to meet it; instead, the process is more dynamic, moving back and forth between our needs and what’s available.
In other words, with a complex tech product, you don’t know what you need until you see what the solution can offer.
A bit of –very simplified- background theory. As humans, we like to keep things simple.
When choosing a document automation solution, we often juggle with at least 3 factors:
When we’re faced with too many choices in a complex context, we tend to satisfice—that is, we settle for a solution that’s “good enough.”
In other words, we don’t aim to choose the perfect document automation solution—the one that meets every requirement at the best price. Instead, we take shortcuts and balance these factors, settling for an option that’s not ideal but meets our needs reasonably well.
This is satisficing in practice: people don’t choose Solution A over Solution B because it’s better but because they feel it’s “good enough.”
This is also why legacy document automation solutions, despite being less user-friendly and missing some features, still get chosen. They’re familiar, dependable, and safe: all reassuring elements when there’s pressure to make the right choice. “No one ever got fired for choosing IBM.”
As always, it’s helpful to understand the users we’re working with.
Who will be responsible for automating the templates? Your team could include “techies”, in the form of document automation specialists, knowledge managers, or legal engineers; or have limited tech expertise.
In this case, it becomes important to choose a document automation solution that makes template creation simple and intuitive, like no-code platforms.
Who will be creating contracts? Will it be fee earners, or members of non-legal teams? Senior or junior lawyers? This question ties back to the platform’s usability. The simpler the platform, the more likely junior lawyers or non-legal staff will feel comfortable using it.
If your team already uses a document automation solution, this is a perfect opportunity to gather feedback from your current users. Interview them to understand:
With a better understanding of your team's needs, the next step in your document automation RFI or tender process, is to evaluate vendors effectively.
In any business relationship, one key heuristic is assessing the vendor’s reliability. Here are a few factors that can help.
The longer a company has been in business, the more stability it likely offers – in a sort of “Lindy Effect” (a product’s future longevity is proportional to its current age). That said, consider that many document automation providers are innovative scale-ups that have a shorter track record. Often, however, they have a higher “innovative factor", offer greater flexibility in their roadmap and listen to customers feedback– so they can evolve into a collaborative partner for your automation journey.
Check that the vendor has worked with clients in your same industry or practice area, with similar size and comparable use cases.
Check if they can name a few competitors offering similar services. This shows they know their niche, can articulate what sets them apart, and—if the unexpected happens—can point you to alternatives.
You want a team that’s big enough to cover your needs. A globally distributed team is a plus and ensures that help is available anytime you need it, especially during important project phases. The team should also bring relevant legal and industry-specific experience to the table.
Templating is the core of document automation. But before you even start comparing features, the first thing to consider as a potential user is: how easy is it to set up a template?
Ask the vendor to walk you through the templating process in detail, and check if the platform is truly no-code or if some coding is required.
Many legal teams face barriers to adopting document automation tools. One clear sign of this is the low percentage of documents that actually get automated. The reason? Often, the platform is too difficult to learn, or the automation process takes up too much time.
A no-code, intuitive platform can help solve these issues, making it far more likely your team will actually use it.
At the same time, you want a solution that’s powerful enough to handle advanced features when needed. There should never be a trade-off between ease of use and power.
Here are some key features to consider. For a complete list, have a look at our downloadable Document Automation Buying Guide.
Conditionality is the bread and butter of document automation, so you'll be using it regularly. It should be straightforward to apply to paragraphs, individual clauses, tables, or entire pages. It should be possible to nest conditional clauses easily.
It’s the option to add data to the template by simply referencing a table. For instance, if users want to include a list of world countries when creating a questionnaire, they can upload a datasheet containing all the available countries. They can also establish dependencies between tables—i.e. between countries to their applicable laws. This way, whenever a country is selected in the questionnaire, the relevant applicable law can be suggested automatically.
You may need to include mathematical operations within a template. For example, in an SPA, you might need to calculate the total value of shares a shareholder is purchasing based on the number of shares and the price per share. Embedding a calculator directly into the template reduces the risk of errors. Advanced platforms go further by supporting additional operations, such as logical functions, comparisons, and more.
There are several features that even legacy, sophisticated platforms often lack, but which can be incredibly useful in templating mode.
Imagine you need to repeat the same variable multiple times—like listing several shareholders for a company. Instead of inserting different variables into the template and linking them to numerous questions in the questionnaire, loops allow you to bypass the tedious copy-pasting of fields.
Some users prefer editing templates in Word rather than using the document automation platform's browser interface. With roundtripping features this process should be straightforward: users can download the marked-up template in Word format, make edits, and then re-upload it into the platform without losing any markup or formatting.
Users often have multiple templates that differ only by a few clauses. It would be much more efficient to maintain a single master template. Some platforms can consolidate one or more templates automatically, preserving the automation.
For a full list of the templating features you may need, download our Document Automation Buying Guide.
When it comes to document creation, choose a document automation platform that offers at least these features.
Questionnaires should be easy to navigate, and it’s even better if they include helpful guides explaining why certain questions matter. This can be especially useful for junior lawyers, giving them guidance and context when drafting contracts.
Some platforms offer a live preview of the document as it’s created, allowing users to easily spot any missing information. A preview is particularly helpful when testing how changing responses impacts on the contract and provides immediate insight into the document’s structure and content.
It’s essential that platforms support various download formats while preserving formatting upon download, such as DOCX or PDF.
In addition to these core features, here are some advanced options to look out for.
The ability to generate multiple documents at once is invaluable in some scenarios, where several agreements and forms may need updating for numerous shareholders or employees. Instead of filling out the same questionnaire repeatedly, mass creation lets users update a single Excel sheet with relevant data.
Ideally, this feature integrates with e-signature tools to support batch signing, and bonus features might include inconsistency checks, signature tracking dashboards, and automated envelope creation.
When generating multiple documents for the same client, retyping information like party names or addresses can get tedious and increase likelihood of mistakes. Template packs let users bundle documents together so that shared information only needs to be entered once, automatically populating all relevant fields across the document set.
You have probably experienced a few use cases where you had to collect missing information from clients or employees, and you had to chase them via email. Some platforms allow you to share a form with external users so that their answers directly flow into the document. Ideally, these forms should be accessible without requiring a login.
Manually answering questions can be time-consuming, but some advanced platforms can even extract data from existing documents and automatically populate the questionnaire. For instance, extract answers from a term sheet and automatically answer the loan agreement questionnaire.
For a complete list of recommended document creation features, download our Document Automation Buying Guide.
Document automation isn't just about generating documents; it's also about editing and negotiating. Once documents are drafted, they may need to be tailored to a client's specific needs or sent to the other party, who will invariably send it back with edits. In .docx track changes—if you're lucky.
Users increasingly value CLM platforms. Some vendors have adapted to meet these needs. Here are some key features to look out for.
Track changes is a favourite tool for lawyers, so a platform that allows for editing and tracking changes directly in the browser is essential. This functionality supports both collaboration and negotiation effectively.
We met this one before! Many users still prefer working offline. It’s important that the platform allows for documents to be downloaded in .docx format, edited offline and retain all changes upon re-uploading to the document automation platform.
Another valuable feature is version control. This makes it easy to compare edits made by both your team and the counterparty.
Additionally, it’s crucial that the counterparty can be added to the platform at no extra cost and that inviting them to negotiate on a contract is straightforward. There shouldn’t be unnecessary friction or the likelihood of going back to the traditional word doc track changes would be high.
Document Process automation Workflows are sequences of actions that can be automated. Imagine being able to create a workflow that automatically kicks in whenever a document needs approval, requires sending for signature, or even prompts reminders. The possibilities for automation are endless, tailored to the unique needs and use cases of each team. Here are three key areas where workflows can be particularly beneficial.
When a document is created, a workflow can automatically route it for approval by a senior team member. You can even customise it so that approval is only needed in specific cases—in the presence of certain clauses or answers to the questionnaire (e.g., answering “no” to the question “Is the loan secured?” can trigger a request for approval.)
Workflows can allow the automatic generation of related documents once the initial document has been created. For example, when users generate a loan agreement, a workflow can trigger the automatic creation of a term sheet using the same responses from the questionnaire.
A common application of workflows is sending automatic reminders. For instance, users can set up reminders for contract renewals, follow-ups on outstanding signatures, or reviews of draft contracts.
Lack of integrations is often identified as a major barrier to the adoption of a document automation solution. In other words, document automation platforms are increasingly viewed as essential tools that must connect seamlessly with other systems. Choose a document automation platform that offers out-of-the-box integrations or a powerful API.
An out-of-the-box integration with an e-signature system is important and becomes even more important when mass creating documents. The platform should support both mass creation and mass signing, allowing for the automated grouping of documents into envelopes so that signatories only see the relevant documents.
Secure sign-on is vital, particularly when accessing sensitive legal documents. Does the platform provide a secure way to integrate SSO with major providers? Additionally, if necessary, can the vendor provide other access methods, like 2FA or through an Identity provider
The solution should integrate with existing Document Management Systems, ensuring that templates and approved documents flow seamlessly into the internal database. Verify whether the solution is compatible with your current DMS out of the box, or if an API is available for integration.
Seamless data flow from your CRM into the documents being created is also useful. Imagine using contact data from the CRM to draft agreements in the document automation platform without the need for manual re-entry.
Another key consideration is whether the solution offers a public API that can be leveraged for custom integrations. APIs facilitate tailored solutions to meet your specific needs and use cases (read more in our post Buy vs. Build).
Can the platform handle complex API parsing? This indicates that the API is designed to work with sophisticated data structures and a variety of data formats and protocols. For instance, it should support use cases like the extraction of personal data from public registers. Ensure that the API is well-documented and inquire about any associated costs for API usage.
Not many platforms focus on data analysis, but this is something you’ll need more and more. Contracts contain a lot of useful information that can give you important insights into how you’re handling agreements and negotiations.
Documents can become a real data repository if their content is structured. The platform should support this by allowing automated tagging of clauses or sections, effectively turning contracts into metadata-rich resources.
It’s also helpful if the platform provides data on overall activity.
Having an overview of this kind of data gives managers a clearer view to make strategic decisions. For instance:
A bonus would be if this data was presented clearly, like with heatmaps to make insights more intuitive.
It would be useful to organise all the collected data in a way that makes it easy to create custom reports, with clear, intuitive visualisations and charts.
Choose a document automation platform that is intuitive enough to use without lengthy training sessions or a steep learning curve. However, even the most user-friendly platforms usually need some light training.
The vendor should provide dedicated training sessions, either one-on-one or in small groups, available on-site or online.
The training should be tailored for different roles: document automators, who will be responsible for automating templates, and end users, who will create the documents once the automation is in place. Additionally, the training should be bespoke, recognising that different use cases or template types may require a varied focus.
The vendor should provide a comprehensive knowledge base with videos and searchable text, including a section for FAQs.
The vendor should also be able to provide regular training sessions to update users on the latest features.
The vendor should provide a clear outline of how long it will take to train both document automators and document creators.
A key question in the document automation RFI process is the level of support that will be available to your users. A responsive, knowledgeable customer success team is a key sign of a reliable platform.
The team should be available in real time, with worldwide coverage to ensure 24/5 support. Ensure that:
Before starting to use a document automation platform, the document templates you are currently using need to be automated. This process can take some time, even on the most intuitive platforms, depending on the number of templates and their complexity.
It’s a bonus if the vendor offers implementation services, so you don’t have to use internal resources or rely on external consultants to assist you during this phase.
Just like with training, the implementation plan should be broken down by use case, template types, and practice area groups
The vendor should also be able to provide a timeline and cost estimate for implementing a specific number of templates.
Bonus points if there’s a dedicated team or support person available as a contact during the implementation phase, with weekly calls to keep everyone aligned on the project’s status.
Migrating refers to transferring your templates from your legacy document automation solution to the new one you are considering purchasing.
The goal of migration is to avoid re-automating all your templates, which would require days of work. Instead, the new solution should offer:
This tool should be capable of converting most of the existing automation markup language into the new solution—essentially acting as a “Google Translate” for document automation.
A dedicated team should be available to resolve any issues that arise during the automated tool migration, test the templates, and ensure that the conversion process goes smoothly.
The vendor should provide a detailed plan outlining the migration process, including the different phases and all teams involved in the migration and testing.
This post offers a complete guide to migrating from your old document automation solution to a new one and helps you understand what to expect from your vendor during the process.
You can’t always get the full picture during a demo or from an RFI alone, so actually using the platform yourself helps you see what it can and can’t do.
A pilot lets you test:
In our downloadable resource we listed a few things to keep in mind when you’re running a trial or pilot: whether it’s free or paid, how long it lasts, and if there’s any bespoke training for your team (or if you’re just given online resources to look through).
Another key part of any trial is setting up KPIs. This is where the vendor should step in as a partner to help you:
Some KPIs you might consider measuring include:
Naturally, price is a major factor when choosing a document automation solution. In fact, cost is often one of the biggest barriers to moving forward with document automation.
Try to get pricing details as specific as possible. This helps you compare options fairly. For instance, it’s useful to know exactly how much it costs to add user seats and whether prices differ for template creators vs. general users.
A vendor that’s willing to give you a custom quote is a great sign. If they’re asking a few extra questions before providing a number, that usually means they’re really considering all the details, not just giving you a one-size-fits-all price.
AI doesn’t need a spotlight of its own; at Avvoka, we see it simply as a tool to enhance document automation.
That said, it’s hard to ignore the buzz around AI, especially with the rise of LLMs. These days, checking out a platform’s AI features is often top of mind for many buyers.
For this reason, we’ve chosen to dedicate a section specifically to AI and have also included it in our Document Automation Buying Guide.
We take a two-fold approach when it comes to AI.
First, we see AI as a tool to enhance document automation rather than a replacement. In our view, traditional document automation ensures consistency and repeatability during the drafting phase and also serves as a prompt for contract standardisation. You can find more on our GenAI approach to document automation in this post.
Second, while we test and experiment with AI regularly, we only implement AI features that offer tangible improvements to our document automation solution. These improvements don’t necessarily have to be groundbreaking; even small enhancements can make a significant difference.
Similarly, we applied this approach when creating the AI component in our Document Automation Buying Guide.
Template Automation
AI is great at spotting patterns. One of its most exciting uses right now is helping teams with the sometimes tricky task of automating templates. Even with no-code platforms, there’s some manual work involved. But AI takes it a step further — it can pinpoint the variables in a template and automate them in the platform.
Questionnaire Answers
Another way AI can be used is to automatically respond to questionnaires by extracting relevant information from associated documents, for instance term sheets. Typically, junior lawyers are responsible for answering questionnaires, often by searching through emails and related documents to gather details of deals. AI can automate this process.
Inconsistency Detection
AI is effective at flagging errors and inconsistencies within a given context. For instance, when used in the framework of mass document creation, where the likelihood of mistakes is higher and harder to spot, AI can be particularly helpful.
Drafting Content
Content drafting has become a major focus for AI enthusiasts, with some even claiming that AI will replace document automation entirely. We've mentioned before we don’t quite agree with this approach and we explain our view in more detail here. That said, AI can still be useful for tasks like rewording questionnaire questions or occasionally adjusting clauses for stylistic reasons.
One important factor to consider when evaluating an AI feature embedded in a solution is whether it guarantees transparency around data usage.
If you prefer not to use AI, the feature should be easily deactivated without affecting the platform’s core functionality.
This flexibility allows you to take control and mitigate any data risks. It also indicates that the platform views AI as an enhancement rather than a core element, ensuring that the solution still functions well with traditional, non-AI automation methods.
Ensure that the vendor allows you to choose the AI model you want to use and that it can be easily integrated via API. Some solutions, such as Microsoft Copilot, offer the option to be hosted on your own servers. Being able to leverage this functionality can provide you with more control over your data.
It’s essential that the vendor communicates openly about the AI system they are using. Key questions to ask include:
The vendor should have a clear and well-defined AI roadmap. They should understand which use cases and features can be enhanced through AI and outline these improvements in their plan.
The AI solutions presented should be realistic, considering the current state of LLM. While AI is powerful, its strengths lie in tasks like pattern recognition, error detection, information retrieval, clustering, and labeling. You can read more about AI’s capabilities in our post here.
It’s particularly valuable if the vendor is open to collaborating on such a transformative area as AI. Check if the vendor is willing to adapt their AI roadmap based on your feedback or suggestions. Flexibility in this regard could be a major benefit.
Identify the features you absolutely need and the ones that would be nice to have. Focus on the essential ones first and consider the others if there’s time and budget.
Pay attention to how quickly and clearly the vendor responds during the RFI phase. Slow or unclear communication could be a sign of future problems.
Make sure you choose a document automation solution that is easy to use. A simple and intuitive tool – ideally no-code -will save time and make it easier for your team to get started.
Include both the people who will create templates and the end users in the decision process. Their feedback will help you choose a document automation solution that works for everyone.
