Definition

Document automation for sales is software that creates, personalizes, and delivers sales documents, like proposals, quotes, pitch decks, and contracts. It removes repetitive steps like manually pulling client information from your CRM or reapplying legal clauses for each new deal. This means sales teams spend less time assembling documents, reduce the risk of errors, and keep every file accurate, compliant, and on brand.  

Instead of starting from scratch for every opportunity, automation gives you a repeatable process that’s faster, more precise, and consistent at every stage of the sales cycle. The impact is immediate: shorter deal timelines, higher win rates, and better use of your team’s capacity. All of that adds up to more revenue without increasing headcount. 

Core functionalities

The features you choose in a sales document automation platform will shape how fast your team can move, how accurate your documents are, and how much risk you eliminate. The right platform will balance speed with safety, making sure you’re not just efficient, but consistently accurate, compliant, and secure.  

Look for:  

• AI‑powered document generation: Instantly create and personalize proposals, contracts, and presentations with GenAI, using the correct messaging every time. 
• Centralized template management: Store, update, and distribute all templates (proposals, pitch decks, contracts) from one place so teams always use the latest, approved version. 
• Automated data integration: Pull client, product, and pricing information directly from connected platforms such as CRM, ERP, and other business systems. No manual entry needed. 
• Brand and compliance enforcement: Automatically apply the right branding, legal clauses, and compliance rules to every document to avoid risk and errors. 
• Workflow automation: Trigger document creation, population, and approval based on sales actions or pipeline updates, so nothing slips through the cracks. 
• Audit trails and version control: Track every change, comment, and approval and always work from the correct version. 
• E‑signature integration: Send, sign, and manage contracts securely through integrated e‑signature workflows. 
• Role‑based access control: Restrict who can view, edit, or approve sensitive documents to meet security and compliance needs. 
• Dynamic content personalization: Automatically tailor each document to the client or deal using up‑to‑date data from connected systems. 

Common documents automated by sales teams

The documents you choose to automate will depend on the size and complexity of your sales operation. Some platforms, like Templafy, handle every document type across the sales cycle, while others focus on specific areas such as proposals or pitch decks. Knowing which documents deliver the biggest return when automated helps you get the most value from your investment. 

Here’s how common sales documents can be automated for speed and accuracy. 

Proposals/ RFPs: Instead of piecing together old documents, automation pulls product details, client-specific terms, and relevant case studies directly from your CRM and content library. Brand styling, logos, and legal disclaimers are applied automatically, so every proposal is polished, compliant, and ready to send in minutes. 

Quotes: Complex pricing tables and terms are filled in using live data from your CRM or pricing system. If a product price changes or a discount is applied, it updates instantly in the document. That keeps numbers accurate and removes the back-and-forth that slows deals down. 

Pitch decks: Guided prompts help reps build tailored PowerPoint presentations in minutes. The right slides, visuals, and stats are pulled from an approved library, so every deck is current, consistent, and aligned with the latest messaging—without anyone digging through folders or chasing marketing for assets. 

Contracts: Legal-approved templates are automatically populated with deal details from your CRM, including client names, agreed pricing, deliverables, and jurisdiction clauses. This ensures every contract is compliant from the start and reduces the need for last-minute edits before sending. 

Drafting emails: Pre-approved email templates in tools like Outlook or Word can be pre-filled with the correct greeting, deal context, and attachments. This keeps tone and messaging consistent across the team while freeing reps from repetitive copy-pasting.  

Why document automation is the fastest path to ROI on AI

Choosing where to put your AI budget isn’t easy. Every team has a wish list and every vendor promises transformational results. Here’s why starting with sales documents is the best way to see immediate, measurable results: 

• High‑volume, repetitive workflows: Sales documents like quotes, proposals, contracts, pitch decks all follow predictable structures. Improve one template or process, and the benefits scale instantly across every rep and every deal. 
• Immediate impact: Automating document creation removes daily bottlenecks from day one. Faster proposals, fewer errors, and quicker closes happen immediately. 
• Direct cost and time savings: Less admin, fewer mistakes, and more time selling. Efficiency gains translate into bottom‑line results within weeks, not years. 
• AI thrives on structure: Document tasks are data‑rich and rule‑based—exactly where AI delivers the biggest return.   

PITCH DECKS, Adobe 

Adobe reclaimed a month per year in pitch deck creation time

With Templafy, Adobe cut pitch deck creation by 72%, freeing up sales teams to focus more on storytelling and less on formatting.  
Read Abobe’s story

PROPOSALS, IComm

IComm cut proposal time from 4 hours to 20 minutes

By automating their proposals with Templafy, IComm dramatically cut proposal time, while boosting win rates from 66% to 75%+. Now, they have more time for client work  that directly impacts revenue.  
Read IComm’s story

ENGAGEMENT LETTERS, BDO Canada 

BDO Canada saved $1.65M in one year and reduced engagement letter templates from 24 to 4

With Templafy, BDO Canada generated 120,000 accurate and consistent documents in one year. Today, all 80+ offices across Canada use the same templates, so every document is automatically on-brand, consistent, and accurate, no matter who’s creating it.  
Read BDO Canada’s story

QUOTATIONS, SSI SCHAEFER

SSI SCHAEFER eliminated 13,000 work-hours per year

By automating the quotation process, SSI Schafer saved nearly 550 business days, improving brand consistency and internal collaboration.  
Read SSI Schaefer’s story

CLIENT REPORTS, hhpberlin

hhpberlin scaled AI adoption, without the risk

Templafy’s AI Assistant gives hhpberlin the guardrails they need to keep AI-generated documents accurate and compliant. Now, they are able to plug their custom LLM (Fire GPT) directly into Word and Outlook, so AI creation is safe, easy, and accessible.  
Read hhpberlin’s story

There’s a reason why over 4 million users across 800 enterprises build their sales documents with Templafy. From working directly inside Microsoft 365 and Salesforce, to automatically applying brand and legal rules, Templafy is the AI-powered platform that balances AI efficiency with enterprise control.  

And it doesn’t stop with sales documents. Templafy automates essential documents across your business—legal, HR, marketing, finance, and customer success—ensuring everything stays accurate, compliant, and on-brand, faster than ever. 

Book a live demo to see how Templafy can: 

• Generate client-ready proposals, quotes, decks, and contracts in minutes directly in Microsoft 365 and Salesforce 
• Automatically pull the right data from your CRM and content systems like SharePoint and Box 
• Apply brand and legal checks in the background so first drafts are ready to send 
• Keep templates and policies in one place, updating once and rolling out everywhere as you grow 
• Streamline review and approval processes across departments 
• Deliver real results: shorter cycles, fewer errors, and higher win rates 

Book a demo now.