10 document automation software solutions for every niche in 2025

Document automation software dramatically saves time and reduces errors by auto-populating new documents and streamlining document workflows.

But with so many solutions on the market, it can be difficult to know which one is right for your business — not all have the same functionality, and some are geared toward specific types of users. The document automation needs of a sales team, for instance, are different from those of a law firm, and each would be better off with a solution tailored to their daily workflow.

Below are 10 popular document automation software products, sorted by their best industry and use case applications.

Document automation software solutions: Which one is right for you?

1. Jotform PDF Editor

Who uses Jotform?: Businesses, nonprofit institutions, educators, and healthcare workers

The clue to Jotform’s base functionality is in the name: form. Upwards of 15 million-plus users have received more than one billion form submissions since the company launched in 2006. But the easy-to-use form builder isn’t just a data-collection tool. You can also use it to streamline workflows and, you guessed it, automate the creation of documents.

With Jotform PDF Editor, you can automatically transform collected form responses into professional, secure PDF documents to share with colleagues and customers. It’s easy to create a polished PDF document with Jotform’s drag-and-drop editing tools and and more than 1,900-plus ready-made templates that you can customize to match your brand.

You can use Jotform PDF Editor to instantly turn collected data into contracts, invoices, inspection reports, proposals for potential clients, or any other type of document you could ever need, all in the same digital workspace.

Perhaps best of all, Jotform PDF Editor is free, and it always will be. It’s also free to create a Jotform account. This makes Jotform’s PDF Editor perfect for those who want to create secure, professional PDF documents quickly but also want a depth of features that can handle your future document automation needs.

Key features

• Prebuilt PDF templates
• Automated form data population
• Conditional logic and field visibility
• Data source integration
• E-signatures

Pros

• Its drag-and-drop interface makes it simple to customize prebuilt templates or design new ones without any coding knowledge.
• It offers a large library of prebuilt form templates for various purposes.
• It employs conditional logic to ensure that generated PDFs accurately reflect the submitted information, reducing the need for revisions.

Cons

• The level of design flexibility may be limited compared to professional design software.
• Free and lower-tier plans may have limitations on certain capabilities, such as the number of external data sources that can be connected.

User reviews

• “Jotform’s PDF Editor is an easy, user-friendly way to provide receipts and/or a copy of your completed form to your clients. It automatically imports all of the form fields and allows you to tweak the formatting to customize it to your liking.” (Source: G2)
• “The final layout is amazing, looks highly professional and it just saves you a lot of time in processing the data from the submissions.” (Source: G2)

Pricing: Jotform is available in a free plan as well as four tiers of paid plans starting at $34 per month.

2. Mitratech HotDocs

Who uses Mitratech HotDocs? Law firms, commercial banks, insurance providers, government agencies, corporate legal departments

Released in 1993, Mitratech HotDocs is the granddaddy of the document automation space. It boasts more than one million users across 60 countries worldwide as well as a supportive community of consultants and developers, which makes Mitratech HotDocs the most widely adopted document automation solution on the market.

Mitratech HotDocs Developer can transform in-house documents and PDF forms into templates that you can then use to generate new documents. You can deploy these templates to a desktop, on-premises server, or cloud environment, depending on the Mitratech HotDocs product.

Mitratech HotDocs provides strong functionality to automate complicated and custom document templates; however, this comes at the cost of a heavier investment in setup and installation compared to other solutions. This makes it best suited for organizations such as commercial banks, corporate legal departments, and law firms that need to automate the creation of complex, preexisting document sets they use on a regular basis.

Key features

• Template authoring
• Data source integration
• Conditional logic and reusability
• Workflow automation
• User access control and audit trails

Pros

• It can handle everything from simple forms to complex legal agreements, and its interface allows for deep customization.
• Its conditional logic capabilities enable documents to be more dynamic.
• It scales effectively to handle high-volume document generation needs, making it suitable for large organizations with significant document processing demands.

Cons

• Mastering advanced features and logic might require training or technical expertise.
• Its licensing costs can be significant, particularly for enterprise-level deployments with complex automation needs.
• Unlike solutions with prebuilt templates, you’ll have to invest the time to design and customize your preferred document structures.

User reviews

• “Gets the job done, and is ultimately worth it if your time is very valuable. Very expensive, and clearly only going to get more so.” (Source: Capterra)
• “HotDocs makes it easy for business[es] to generate hundreds of legal documents in a very short time which would take days together otherwise. Minimal errors and maximum throughput.” (Source: G2)

Pricing: Contact Mitratech Hotdocs to set up a demo and request pricing information.

3. PandaDoc

Who uses PandaDoc? Mainly sales teams at midsize and enterprise organizations

PandaDoc is popular document automation software designed specifically for the sales process. It helps sales teams improve deal workflow by streamlining the creation, approval, and signature processes for proposals, quotes, and contracts.

A drag-and-drop editor, one-click uploads, and a library of professionally designed templates make it easy to create new documents. Users can receive real-time alerts when a document requires action and track customer engagement with documents they’ve sent out.

PandaDoc is the top-rated contract and proposal software on popular software review sites G2, Capterra, and TrustRadius. Users find the software simple and easy to use. However, PandaDoc’s focus on sales documents makes it unsuitable for document automation beyond this use case.

Key features

• Content library and templates
• Microsoft Word add-in
• Conditional logic and content blocks
• Real-time collaboration and tracking
• E-signatures

Pros

• It provides detailed activity tracking, allowing users to see who has viewed or edited each section and receive notifications for completed actions.
• You can use prebuilt templates or design your own with the user-friendly drag-and-drop editor.
• It allows white labeling, so you can customize the document interface with your company logo and colors.

Cons

• While the platform excels at automating sales-related documents, it might not be ideal for complex document creation outside the sales realm.
• Its customization options may be limited compared to some competitors.
• Learning to navigate the platform and mastering its advanced features takes time.

User reviews

• “PandaDoc tables and page setups are easy and functional; I have no issues getting the formatting to do what I want it to do.” (Source: Capterra)
• “One of the most notable improvements since implementing PandaDoc is the increased efficiency of our sales team in preparing sales offers.” (Source: Capterra)

Pricing: The lowest paid plan starts at $19 per user per month, billed annually, with a two-seat maximum. Business and enterprise plans are also available.

4. Templafy

Who uses Templafy? Brand managers, CMOs

Templafy is an enterprise document automation platform that gives large organizations a way to centrally manage, dynamically update, and easily distribute company content and assets throughout the organization.

Employees have access to standard document generation features, while a permission-based system gives managers and compliance teams oversight and quality control over all document assets, ensuring team members use only approved content.

Templafy’s document automation features integrate with Microsoft Office and Google Workspace applications, helping employees to streamline the production of contracts, proposals, and sales collateral within their word processing programs.

Key features

• Centralized template library
• Microsoft Word add-in
• Content governance
• Version control and audit trails
• Integrations

Pros

• It ensures all documents adhere to your brand guidelines by providing users with pre-approved content and templates.
• It offers readily available, pre-approved content.
• It offers a central library of content to foster consistency across teams and eliminate the risk of using outdated or non-compliant materials.

Cons

• Users might need initial training to navigate the platform and effectively utilize its features.
• While offering pre-approved content, Templafy may be too restrictive for more creative document needs.
• It primarily functions within the Word environment, limiting its use for documents that live in other software.

User reviews

• “On a corporate level it improves productivity and branding and compliance alignment and for me personally it makes it easier to find the materials I need and to spend time on the things that really matter.” (Source: Capterra)
• “We needed to bring consistency and governance and a ‘source of truth’ to our brand materials and Templafy provides a platform for us to deliver on-brand materials in the systems our employees are using.” (Source: Capterra)

Pricing: Templafy is more suitable for larger organizations; standard contracts are for three years. Contact them for personalized pricing.

5. Gavel (formerly known as Documate)

Who uses Gavel? Gavel started in the legal market with law firms of all sizes, legal aid, and courts.

Gavel is no-code legal document assembly software with a simple user interface (UI). It allows users to create custom web forms that populate data into Word or PDF documents.

Users create a questionnaire and then load template documents that connect to the form fields of the questionnaire. The software allows users to share resulting workflows or even embed them into a website to create documents from external user input.

This product was originally developed by a team of lawyers and engineers to help legal aid nonprofits build client-facing workflows. While law professionals seem to be the software’s primary users, any organization can generate documents with Gavel’s easy-to-use tools.

Key features

• Questionnaire builder
• Conditional logic and branching
• Document assembly and batch processing
• Legal practice management system integrations
• E-signature integrations

Pros

• It offers questionnaire builders to gather relevant information from clients that feed directly into pre-designed templates.
• It prioritizes security with features like user access controls and audit trails.
• It connects with several legal practice management systems.

Cons

• Gavel might not be suitable for broader document creation needs outside the legal realm.
• Mastering features like conditional logic and questionnaire design will require some initial training or technical knowledge.
• Customization options for the platform interface may be limited compared to similar platforms.

User reviews:

“We appreciate the availability of Gavel. Both the standalone Gavel and the Gavel integrated LegalServer are critical programs for our daily use.” (Source: Capterra)

“The software is easy to use and the administrative interface is simple and straightforward.” (Source: G2)

Pricing: Gavel’s pricing plans start at $83 per month, billed annually.

6. Conga

Who uses Conga Composer? Midsize to enterprise organizations in the software and technology, manufacturing, hospitality, logistics and transportation, financial services, and energy industries

If your sales team is looking for document automation software to use with Salesforce, Conga Composer may be the solution for you. Conga creates Salesforce-native applications that connect Salesforce data with automated document creation and workflows.

The first document generation tool to launch in Salesforce’s AppExchange in 2007, Conga Composer is the highest-rated document automation software available on Salesforce.

Conga Composer allows users to quickly generate, schedule, and deliver documents from directly within Salesforce. You can even track how customers engage with the document once it’s been sent.

Conga provides a number of other Salesforce-related document tools to help manage documents as well.

Key features

• Salesforce integration
• Microsoft Word add-in
• Conditional logic and layouts
• Document assembly and batch processing
• Workflow automation

Pros

• It automates document creation directly from Salesforce.
• It can batch process to generate multiple documents at once.
• It uses existing Salesforce data to populate documents, minimizing errors and ensuring consistency.

Cons

• It primarily functions within the Salesforce ecosystem, limiting its use for businesses not utilizing this platform.
• Subscription plans can be expensive, particularly for businesses requiring advanced features or high-volume document generation.
• Setting up templates, data mapping, and workflows might require some technical knowledge or support, especially for complex automation scenarios.

User reviews

• “Overall the tool gets the job done. It serves our purpose to generate and store relevant documents needed for our partners.” (Source: Capterra)
• “I like that Conga is so versatile and easy to use. I’ve used it to build many in depth reports and the ability to filter and create unique queries is user friendly.” (Source: G2)

Pricing: Pricing is on a custom basis, so you’ll need to contact the company for a quote.

7. MyCase

Who uses MyCase? Solo legal practitioners, small law firms, in-house legal departments, HR teams, finance groups, and tax accountants

This Microsoft Word add-in is great for small and solo law firms looking for simple document automation software tailored to their needs. MyCase gives users a wide range of template creation and document automation features — all from within Word.

With over 7,000 software integrations through Zapier and Woodpecker’s open API, users can streamline their document workflows.

Key features

• Word template builder
• Batch processing
• Activity tracking
• Conditional logic
• Data source integration

Pros

• It’s readily accessible within a familiar working environment, reducing the learning curve for lawyers accustomed to using Word for document creation.
• It can generate multiple legal documents at once, making it useful for high-volume document production needs.
• It incorporates data validation tools to ensure accuracy during the population of templates.

Cons

• It functions primarily within the Word environment, limiting its use for documents requiring different software or collaboration features.
• Its features and templates cater heavily toward the automation of legal documents like contracts, wills, and disclaimers.
• Subscription plans can be expensive, particularly for businesses requiring advanced features or high-volume document generation.

User reviews:

• “Woodpecker has helped our firm become more efficient.” (Source: Capterra)
• “It is easy to install, we have had no technical glitches, and it has sped up our turn around time.” (Source: Capterra)

Pricing: Paid plans start at $39 per user per month (for an annual plan).

8. DocuSign

Who uses DocuSign? Individuals and organizations of all sizes and industries

DocuSign is an e-signature and document automation solution that helps organizations handle agreements electronically, ditching the print-sign-scan routine. Sales teams can use it to send proposals, contracts, and quotes. Marketing teams can use it for NDAs and campaign materials. HR can automate onboarding paperwork. Essentially, any department dealing with agreements can make use of the platform.

DocuSign lets you upload prebuilt templates or create new ones. You can then designate signing spots and set the order for approvals. Once the document is prepped, DocuSign sends it to each signer electronically. Each person signs from their device of choice, and DocuSign keeps track of the progress, notifying you at each step.

While DocuSign streamlines document workflows, it wouldn’t be ideal for complex collaborations requiring heavy editing within the software itself. Its strength lies in automating the routing and signing processes.

Key features

• Prebuilt templates and custom fields
• Automated routing and sequenced signing
• Conditional logic and visibility
• Data pre-population and integrations
• Real-time tracking and reminders

Pros

• It provides easy access, searchability, and version control for your agreements.
• It uses advanced security measures to protect sensitive information. Electronic signatures are legally valid, and a complete audit trail ensures accountability throughout the signing process.
• It caters to businesses of all sizes and scales effectively to handle high-volume signing needs.

Cons

• For businesses with high-volume signing needs, the cost can become an issue, depending on the chosen plan. Consider plan limitations before committing.
• It excels at automating the signing process, but it might not be the best fit for complex document creation or in-depth editing workflows.
• Some features require a stable internet connection. This can be a drawback in situations with unreliable internet access.

User reviews

• “Overall I am very pleased with DocuSign and have used the services this company provides for years.” (Source: Capterra)
• “As a paralegal I deal with a large number of documents each day and many need authenticated signatures so DocuSign was great for me to have.” (Source: Capterra)
• “[I like] the ability to generate pre-made contract templates that only need specific information to be filled out and sharing with the target users for their signatures.” (Source: Capterra)

Pricing: DocuSign offers three tiers of paid plans starting at $10 per month (billed annually).

9. Experlogix Document Automation

Who uses Experlogix Document Automation? Organizations looking to streamline and automate their document-centric processes

Experlogix is document automation software focused on simplifying and automating document creation and delivery. You can collect detailed customer information pulled directly from your data sources, then combine multiple data sets in one document. The tool gives you the ability to create personalized contracts, invoices, reports, and the like.

This solution caters to businesses of all sizes, but organizations dealing with high-volume, complex documents will find it most valuable. (Think legal departments creating custom contracts, marketing teams personalizing proposals, or finance personnel generating custom reports.)

While Experlogix offers a powerful feature set, it might be excessive for businesses with straightforward document signing needs. Those organizations might be better served by a solution focused solely on e-signing.

Key features

• Template builder
• Data mapping and integrations
• Smart workflows
• Conditional logic
• Version control and audit trails

Pros

• It leverages familiar Word functionality to design intricate templates with conditional logic, data tables, and even charts.
• It connects to your CRM, ERP, or other systems to automatically pull data and populate documents.
• Beyond document generation, it allows you to set up triggers to send customized emails with attached documents or initiate follow-up actions.

Cons

• Mastering its powerful features requires some technical knowledge and understanding of logic and data mapping.
• Unlike some software with prebuilt templates, it requires more upfront investment in designing and customizing document structures.
• While it has a user-friendly interface, some features might be more suitable for users with a comfort level in working with data and logic.

Pricing: Contact Experlogix for pricing.

User reviews

• “Lots of ways to achieve with templates what result you want to see. Formulas, complex expressions, data sets, results sets, so much options.” (Source: Capterra)
• “We were replacing a custom Quote generation iPad app with a more generic cross-ecosystem document generation solution and Experlogix fulfilled [its] role really well!” (Source: Capterra)
• “I like how easy it is to configure and how flexible it is to make changes. That has helped us tremendously with design changes.” (Source: G2)

10. Klippa

Who uses Klippa DocHorizon? Entrepreneurs, small and medium-sized companies, corporations, and governments

Klippa is AI-powered document automation software that tackles the often mundane task of data extraction from various sources like invoices, receipts, and even emails. It can extract data and anonymize, convert, classify, and verify documents using OCR technology.

This software caters to businesses swamped with document processing. For example, accounting firms leverage it to automate invoice data entry, HR departments can streamline new hire paperwork, and even logistics companies can extract shipment details from bills of lading.

While Klippa excels at data extraction, it wouldn’t be ideal for tasks requiring extensive document editing or creative content generation.

Key features

• Intelligent data extraction
• Data validation and correction
• Workflow automation
• Custom data fields
• Integrations

Pros

• It employs AI and OCR technology to automatically capture data from various document formats, reducing manual efforts significantly.
• It integrates with 50-plus accounting, CRM, and ERP tools to automatically feed extracted data into your workflows.
• It uses a “human-in-the-loop” review system for more precise data extraction.

Cons

• Setting up custom data extraction rules requires some initial investment in understanding the software’s capabilities.
• Extracting data from highly customized formats might require additional configuration.
• It’s not designed to handle moderate-to-extensive content editing beyond what it extracts and verifies.

User reviews

• “The time and money savings that come from automating data extraction and document capture are one of the most significant advantages we have discovered.” (Source: Capterra)
• “Super intuitive to understand both as user and implementer, features are obvious, clear and well structured.” (Source: Capterra)
• “Klippa has been a very good OCR solution, and their customer service is top notch!” (Source: Capterra)

Pricing: Klippa offers the option to pay as you go, so platform cost depends on your use. Contact Klippa to request pricing.