What is document generation and why is it important

Conga Team

08/22/2023

6 min read

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Blog
Document automation

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If you’ve ever spent half a day formatting a contract or fixing a logo on page seventeen of a proposal, you already understand why document generation matters.

Document generation is the process of automatically creating documents from templates that pull data directly from your business systems. Instead of cutting, pasting, and reformatting the same content across endless versions, automation builds accurate, branded, ready-to-send documents in seconds.

That’s the simple definition. But the real story is how document generation changes the way businesses run—connecting people, systems, and decisions so work moves faster and cleaner.

Why document generation matters

Every organization runs on documents. Contracts, quotes, invoices, compliance letters, onboarding packets—each one is a building block in how business gets done. When those blocks are manual, scattered, and slow, productivity stalls and risk grows.

Automated document generation eliminates that friction. It allows teams to:

Generate documents directly from real-time data sources
Reduce errors and rework
Keep brand and compliance standards consistent
Free up employees to focus on work that requires thought, not formatting

For leaders, that means shorter cycles, faster approvals, and better customer experiences. For teams, it means a workday that doesn’t end buried in version control.

How does document automation software work?

At the core of any document generation system is a set of smart templates. These templates define what goes where—logos, data fields, text sections, pricing tables—and the software pulls in information from your CRM, ERP, or other connected systems.

Here’s how the document generation process plays out:

A user triggers a document (say, a sales quote) directly from their CRM.
The software collects all relevant data automatically—names, prices, terms, products.
Conditional logic adds or removes sections based on the situation.
The completed document is generated, ready for review, approval, and signature.

It’s a closed loop: data in, document out, no manual re-entry, no missing information.

That efficiency has made document generation one of the most adopted automation tools in enterprise operations—especially for companies managing high-volume or high-stakes communications.

Benefits of document generation

The value of document generation software reaches far beyond time savings. It changes how revenue flows, how teams work together, and how confident leaders can be in every customer interaction.

1. Faster revenue cycles

Every delay in document creation slows deals and payments. Automated templates pull real-time data from your systems, so quotes, contracts, and invoices go out instantly and accurately. That speed compounds across sales, legal, and finance—shortening approval times and accelerating cash flow.

2. Reduced business risk

Documents built from verified data and approved templates remove guesswork and human error. Version control, clause libraries, and compliance logic ensure every agreement meets the right standards before it’s signed. That level of accuracy protects revenue and reputation.

3. Stronger brand and customer trust

Consistency signals reliability. When every proposal, invoice, or report carries the right branding, tone, and structure, customers see a company that’s professional and aligned. A unified document creation process turns every document into a moment of trust.

4. Enterprise readiness at scale

As organizations grow, so does document volume. The right document generation tools manage thousands of templates and millions of outputs without breaking workflows or losing control. Scale isn’t just about capacity—it’s about confidence that every document meets the same standard, everywhere.

5. Greater visibility and control

Centralized systems make it easy to see who created a document, what data was used, and where it stands in the approval process. That transparency helps leaders track performance, audit compliance, and make smarter business decisions based on accurate information.

If you want to see what this looks like in practice, check out our real-life stories of document generation success.

How to choose the best document generation software

The market for document generation software has grown fast. Options range from lightweight tools for small teams to full-scale enterprise platforms that handle global compliance, data security, and integration with every system in sight.

When evaluating solutions, consider five key factors:

Integration

Look for software that connects deeply with your CRM, CPQ, CLM, and eSignature systems—so data, pricing, and terms always stay aligned.

Customization

Choose a platform that supports conditional logic, reusable components, and centralized template control—so brand and compliance teams can manage updates without IT.

Ease of use

If it takes a technical expert to generate a contract, adoption will fail. The best solutions make automation feel intuitive.

Security

Enterprise-grade governance matters: encryption at rest and in transit, access controls by role, and audit trails that meet industry compliance standards.

Scalability

Look for a system proven to handle high-volume, global document generation—thousands of templates, multiple languages, and complex approval paths—without slowing down.

AI

Modern document generation software should utilize AI to suggest clauses, detect gaps, or flag outdated terms before documents go out.

The top document generation tools

The market for document generation software spans from simple tools designed for quick outputs to full-scale enterprise platforms built for accuracy, governance, and control. The difference often comes down to how well a system connects to your data and how reliably it scales.

Below are some of the most recognized document generation tools today, along with the kind of work they’re best suited for.

Conga Composer

Conga Composer sets the standard for document generation at enterprise scale. It connects directly with systems like Salesforce and Microsoft Dynamics, pulling verified data into branded templates for proposals, contracts, invoices, and renewals.

Composer automates complex workflows—approvals, version control, eSignature—and ensures every document follows the right logic and uses current information. It’s part of the Conga Advantage Platform, which unites document generation, CLM, and CPQ in one connected environment. That integration gives teams a complete, accurate view of every quote, contract, and customer relationship.

Conga powers more than a billion documents a year for 8,000 organizations worldwide, including six of the Fortune 10. Its combination of reliability, flexibility, and governance makes it the platform of choice for businesses that run on precision.

PandaDoc

PandaDoc provides lightweight document automation with templates and eSignature tools for small businesses and growing teams. It’s helpful for straightforward documents and short approval cycles, especially when customization needs are limited.

DocuSign Gen for Salesforce

DocuSign Gen automates document creation within Salesforce and works well for teams that already use DocuSign eSignature. It’s purpose-built for Salesforce environments but isn’t designed for use across multiple systems or more complex workflows.

Formstack Documents

Formstack Documents automates form-based document creation and routine communications. It’s often used for internal processes or customer notifications where standard formatting and quick turnaround are more important than scale or analytics.

Windward

Windward offers template-based automation for technical teams that prefer to embed document generation inside their own applications. It’s well suited for niche or custom-built systems that require developer oversight.

Why top businesses choose Conga

Conga brings together document generation, contract management, and revenue automation in one connected platform. It’s designed to handle complexity without adding friction—integrating easily with existing systems, scaling across departments, and delivering AI-driven accuracy every time.

See how Conga Composer can simplify document generation for your organization.

Documents everyone should be automating

If you’re handling it manually, you’re spending too much time on it. The most valuable types of automated document generation include:

Legal contracts and NDAs
Sales proposals and renewals
Invoices, quotes, and billing summaries
Financial statements and reports
HR and onboarding materials
Regulatory disclosures and compliance forms

These are the moments where mistakes cost the most. Automation turns them into moments of confidence instead.

Learn more about the seven essential documents your business should automate to save the most time and reduce errors.

The power of document generation

Document generation connects data, teams, and decisions so work actually moves the way it should—fast, accurate, and under control. Deals close sooner. Approvals stop bottlenecking. Everyone finally works from the same version of the truth.

Conga helps businesses do that at scale. The Conga Advantage Platform ties together document generation, contract management, and revenue automation so every quote, contract, and invoice lines up perfectly. It keeps information moving—and people moving faster.

Document generation isn’t busywork anymore. It’s how smart companies run.

Want to learn more about document generation? Check out our Ultimate guide to document automation software which dives deeper into how document automation software plus eSignature reduce manual work, improve accuracy, and boost productivity across every department.