Think about a typical day for a sales manager. They're juggling prospect research, updating CRM records, tracking deals, and drafting sales proposals. All this while trying to hit their targets.
These repetitive, time-consuming tasks eat into valuable selling time, pulling them away from what truly matters: building relationships and closing deals.
However, the good news is that salespeople can minimize their effort, reduce time, and boost productivity by introducing sales document automation.
In this article, we’ll explore more about document automation in sales and how you can introduce it into your workflow. Plus, the benefits from it.
What is document automation for sales?
If you’re in sales, your day is packed with paperwork—drafting proposals, customizing contracts, chasing approvals, and collecting signatures. Sales document automation takes these tasks off your plate by automating document creation, review, and distribution.
With the right automation software, you can auto-generate proposals with pre-filled CRM data from HubSpot or Salesforce, route contracts for approvals without endless email follow-ups, and send agreements for eSignatures in a click. It also integrates with Google Workspace and Microsoft Suite, so you can pull data from spreadsheets, collaborate on documents, and track changes without switching between tools.
The result? Faster deal cycles, fewer errors, and more time to focus on selling.
How does document automation work?
Sales teams move fast, but paperwork often slows them down. Think about it—how many times have you had to manually draft a proposal, copy-paste client details from your CRM, chase internal approvals, and then remind a prospect (again) to sign a contract? It’s frustrating, repetitive, and worst of all, it eats into time that could be spent actually selling.
Sales document automation changes the game by handling these tasks for you. It auto-generates documents for you, routes them for approvals, and tracks every step until the deal is closed.
Let’s break down how it works in sales workflows.
1. Auto-generating sales documents without the manual work
Instead of creating each contract or proposal from scratch, automation tools pull data directly from your CRM (HubSpot, Salesforce) and pre-fill templates in seconds.
Let’s say you just closed a deal with a new client. Instead of drafting their contract manually, an automation tool like Signeasy or Docusign instantly generates the agreement using pre-approved templates, pulling in the client’s name, company, pricing, and terms straight from Salesforce.
This ensures consistency, eliminates copy-paste errors, and lets your team send out sales documents in minutes. Yes, you read that right. Not hours but minutes.
2. Sending contracts for eSignatures
The back-and-forth of getting signatures is one of the biggest time-wasters for sales teams. With automation, contracts are sent out for eSignatures via platforms like Signeasy, Docusign, or airSlate, with automatic reminders to keep things moving.
Instead of manually attaching a contract to an email and waiting for a response, automation tools send the document instantly, track when it’s opened, and send follow-up reminders if it’s not signed within a set timeframe. No more guessing if the prospect even saw it.
This not only speeds up deal closures but also gives visibility into which prospects are actively engaging with the contract.
3. Staying on top of every deal with smart notifications
Sales moves fast, and the last thing you want is to lose a deal because someone forgot to sign a contract or approve a quote. Sales document automation keeps everyone in the loop with real-time notifications, so nothing slips through the cracks.
Let’s say a sales rep sends a contract for signing. Instead of refreshing their inbox or manually following up, they get instant alerts when the client opens the document, views specific sections, or completes the signature. If the contract is untouched for a few days, an automated reminder is sent—keeping the deal on track without extra effort.
With tools like Signeasy, PandaDoc, and Conga, sales teams get real-time updates on every stage of the document lifecycle. Whether it’s a signature reminder, an approval update, or a deal status change, these notifications help sales teams stay proactive, not reactive.
4. Centralizing storage and keeping documents organized
Once a contract is signed, where does it go? Instead of digging through email chains or outdated folders, automation ensures every document is automatically stored in a centralized repository like Google Drive, OneDrive, Dropbox, or your CRM.
Here’s an example for you. You need to reference an old deal. Now, instead of asking finance or ops, just search the customer’s name in your CRM or cloud storage, and their entire contract history appears in seconds.
This also helps with compliance as it ensures contracts are securely stored and accessible only to the right people.
5. Tracking insights and optimizing sales performance
Beyond automating documents, these tools provide data-driven insights to improve sales efficiency.
Let’s say your team notices that contracts with higher discounts take longer to close. A tool like Signeasy or PandaDoc provides analytics on approval delays, contract revisions, and deal turnaround times helping sales leaders adjust pricing strategies for faster closures.
By tracking document status, approval times, and engagement metrics, automation helps sales teams optimize their processes and close more deals with fewer roadblocks.
Advantages of using a document automation tool for sales (in other words, how it enables more sales)
Sales is all about speed, accuracy, and timing. Wasting hours on manual paperwork, chasing approvals, or fixing errors in contracts slows down deals and keeps reps from selling.
Document automation removes these bottlenecks, helping sales teams close deals faster and work smarter.
Here’s how:
1. Faster deal closures
Time kills deals. When reps have to manually draft contracts, wait for approvals, or remind clients to sign, the sales cycle drags on. Automation speeds things up by:
- Generating contracts, proposals, and quotes instantly using CRM data (HubSpot, Salesforce)
- Sending documents for eSignatures in a click with automated follow-ups
- Ensuring approvals happen without delays
2. Fewer errors, more accuracy
Manual data entry leads to mistakes—wrong names, incorrect pricing, or missing clauses can cost deals or lead to compliance issues. With automation
- Templates ensure all documents follow company-approved terms
- CRM integrations pull in accurate customer and pricing details
- Version control prevents outdated documents from being used
3. Seamless collaboration across teams
Sales doesn’t work in isolation—finance, legal, and leadership all play a role in approvals and contract management. Automation keeps everything moving by:
- Routing contracts to the right stakeholders in the correct order
- Sending instant notifications when approvals or signatures are needed
- Keeping a shared document history so everyone works off the same version
4. Compliance and security without the hassle
From NDAs to sales contracts, compliance is non-negotiable. Losing track of documents or using outdated terms can lead to legal risks. With document automation:
- All signed contracts are stored securely in cloud platforms (Google Drive, OneDrive)
- Templates ensure legal teams pre-approve all clauses
- Audit trails keep a clear record of every document action
5. Real-time visibility into deals
Sales leaders need to know where deals stand, which contracts are pending, and where bottlenecks happen. Document automation provides:
- Live tracking of document opens, views, and signatures
- Analytics on contract turnaround times and deal movement
- Alerts for stalled deals so reps can follow up proactively
Top sales document automation tools for 2025
From generating contracts to collecting eSignatures, the right sales document automation software can save time and reduce manual work. Whether you're drafting proposals in HubSpot or managing approvals in Salesforce, these tools integrate with your existing sales stack to keep deals moving.
Here are some of the best options for 2025:
1. Signeasy
Ideal for fast-growing companies, Signeasy offers a comprehensive solution for contract management and sales document automation. It centralizes contract storage, provides real-time tracking, and sends automated reminders to secure eSignatures. Signeasy integrates seamlessly with popular business tools, including CRM and email platforms, enhancing its utility across various business processes.
Pros:
- User-Friendly Interface: Signeasy is praised for its intuitive design, making it easy for users to navigate and utilize its features without extensive training.
- Seamless Integrations: It integrates well with platforms like HubSpot, streamlining workflows and reducing manual data entry.
- Efficient Signature Process: Users can quickly add signers, assign signing fields, and send reminders, expediting the document signing process.
Cons:
- Limited Advanced Features: Some users note that Signeasy lacks certain advanced functionalities compared to competitors like Docusign.
G2 Rating: 4.7 out of 5 (based on 745 reviews)
2. airSlate signNow
airSlate is an all-in-one document automation solution that lets you build dynamic web forms, automate surveys, eSign sales documents, and manage contracts. It also ensures data security by complying with different compliance guidelines.
Pros:
- Comprehensive Features: airSlate offers a wide range of tools, including dynamic web forms, automated surveys, eSignatures, and contract management, catering to diverse business needs.
- Data Security Compliance: The platform ensures data security by adhering to various compliance standards, providing peace of mind for businesses handling sensitive information.
Cons:
- Learning Curve: Due to its extensive features, new users might experience a steeper learning curve during the initial setup and utilization phases.
- Customer Support Response: Some users have reported delays in receiving responses from the support team, which can impact timely issue resolution.
G2 Rating: 4.5 out of 5 (based on 48 reviews)
3. Docupilot
Docupilot facilitates smooth document delivery. It generates PDFs, sends documents to Dropbox, integrates seamlessly with tools like Zapier, and can build an automated system to streamline your sales ecosystem. The robust sharing and access control features let you collaborate seamlessly.
Pros:
- Intuitive Document Creation: Docupilot enables users to create documents effortlessly using intelligent templates and data from various sources, enhancing productivity.
- Seamless Integrations: It integrates smoothly with tools like Zapier, allowing for the automation of workflows and improved efficiency.
Cons:
- Limited Direct Reviews: There is a scarcity of user reviews on platforms like G2, making it challenging to gauge user satisfaction comprehensively.
- Potential Integration Constraints: While it integrates with several tools, businesses with niche software requirements might face integration challenges.
G2 Rating: 4.8 out of 5 (based on 51 reviews)
4. Conga
Conga provides a suite of tools designed to streamline revenue lifecycle management. Conga Composer simplifies document generation by creating error-free, professional documents from existing data, while Conga Sign offers a reliable eSignature solution that integrates seamlessly with platforms like Salesforce, Microsoft Word, and Google Drive. This integration ensures uninterrupted workflows and is particularly beneficial for sales teams operating within the Salesforce ecosystem.
Pros:
- Salesforce Integration: Conga seamlessly integrates with Salesforce, enabling users to generate documents directly from Salesforce data, which is beneficial for organizations heavily utilizing this CRM.
- Mobile Accessibility: Users can schedule and manage document deliveries from any device, providing flexibility for on-the-go professionals.
Cons:
- Complexity for New Users: New users might find the platform complex, necessitating time and training to utilize its full capabilities effectively.
- Cost Considerations: Some users have noted that the pricing can be on the higher side, which might be a concern for smaller businesses.
G2 Rating: 4.3 out of 5 (based on 767 reviews)
5. HotDocs
HotDocs specializes in automating the creation of complex legal documents using pre-built templates. It's particularly beneficial for industries that require rigorous compliance and precision, such as legal and financial sectors.
It ensures that generated documents are accurate and adhere to industry standards, reducing the risk associated with manual document creation.
How to choose a sales document automation tool?
With so many sales document automation tools available, choosing the one that meets your requirements is tricky. We understand you! So here’s a quick rundown of what features you should look for in a good sales document automation tool.
Check for integration
Your document automation tools should have integration capabilities to work seamlessly with your existing tools. Look for software that has pre-built integrations for the tools you are already using. For example, Signeasy easily integrates with HubSpot CRM, Google Workspace, and Microsoft 365.
Multiple device support
Choose a sales document automation tool that works on any device, be it a laptop, smartphone, or handheld device. Multi-device support can help your sales team and customers to access and sign a document or review document status anytime, anywhere.
User-friendly interface and good customer support
A user-friendly interface helps the team quickly adopt the tool, while reliable round-the-clock customer support helps resolve any issue without downtime. Test the software’s interface during the trial period and evaluate the quality of customer support by checking user reviews.
Use case scenarios for sales professionals
Sales teams deal with a high volume of documents—from NDAs to customer contracts—every single day. Handling them manually means delays, errors, and unnecessary back-and-forth. Sales document automation removes these bottlenecks, ensuring deals move smoothly from proposal to close.
Here are key documents that sales teams can manage effortlessly with automation:
- NDAs: Secure agreements quickly before sharing sensitive business information.
- Partnership agreements: Standardize terms and close partnerships faster.
- Sales agreements: Auto-generate agreements based on deal size, terms, and customer details.
- Customer contracts: Sync with your CRM (HubSpot, Salesforce) to pull in accurate client data.
- Commission agreements: Ensure sales reps get their incentives documented without delays.
- Distribution agreements: Streamline contract signing with vendors and partners.
Real-life example: How iZooto streamlined sales with automation
iZooto, an audience marketing platform, needed a faster, more transparent sales process. With multiple sales tools in their stack—including HubSpot, Clari, and Signeasy—they automated contract workflows from prospecting to closing.
Here’s how it worked:
- Instead of emailing contracts back and forth, iZooto’s sales team used Signeasy’s HubSpot integration to send agreements directly from their CRM.
- Reps could see the contract status in real-time, knowing exactly where each deal stood.
- When internal approvals (e.g., finance, legal) were needed, the system automatically notified the right stakeholders, ensuring a seamless review process.
The result? A faster, more efficient sales cycle with fewer bottlenecks and complete visibility across teams.
Choosing the best document automation software for your sales team
So, you know why sales document automation is essential—now it’s time to find the right tool for your team.
Here’s the thing: most document automation platforms come bundled into expensive enterprise suites with a ton of features that sound great on paper but take months to implement. The learning curve can be steep, and by the time your team fully adopts it, you’ve already lost valuable selling time.
If you’re a fast-growing company that needs to scale without the complexity, Signeasy is a smarter choice.
With Signeasy, you don’t have to invest in an overpriced suite just to manage eSignatures, document tracking, approvals, and reporting. Everything you need is built-in, easy to use, and designed for fast-moving sales teams.
