How to Choose the Best Document Generation Software in 2025

Introduction

What kind of document generation software does your business need? Definitely not one that slows you down or becomes outdated when you scale.

You need a tool that cuts through repetitive tasks and helps your team work smarter. A system that automates document creation, ensuring every output looks professional and accurate.

That’s what we’re talking about!

What to Look for in Document Generation Software

Your ideal software needs to do more than just create documents. Here's what really matters:

Must-Haves:

• Allows integration with your existing systems (CRM, ERP, or cloud storage). 
• Supports multi-format output, including PDF, DOCX, XLSX, and more. 
• Offers template management with features like version control, customization options, and dynamic templates.

Advanced Features:

• Batch processing to handle massive document loads without sacrificing performance.
• Enterprise-grade security features that offer compliance and protect sensitive information.
• Customization options that let you personalize every document.
• Scalability to grow with your business, whether you’re generating 100 documents today or 10,000 tomorrow.

Quick Insight: This is just a snapshot of the core features; a dedicated section ahead will unpack what makes document generation software genuinely effective.

Bottom line: 

If you want a tool that makes your life easier, these features aren't just nice-to-haves; they're essential.

This guide breaks down the top 10 best document generation software options for 2025, giving you a clear look at each tool's offerings and how they might fit your needs. 

Our quick comparison table will help you understand the basics before we discuss the details.

Now, let's explore each of these tools in more detail.

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1. eDocGen

eDocGen is an API-first document generation platform built for businesses that want to leverage template-based document generation. 

It helps companies automate their paperwork, making customer communications smoother and helping teams work more efficiently across different systems and workflows.

Who is eDocGen ideal for?

eDocGen is the perfect platform for:

• Enterprises needing high-volume document processing.

• Teams with complex integration requirements (e.g., APIs, CRMs, databases).

• Businesses in regulated industries like insurance, finance, and real estate.

• Organizations aiming to boost team productivity by over 90% through automated workflows.

Pricing

Additional Pricing Features

• Excess document generation is charged pro-rata in the next billing cycle.

• Plans can be paused and resumed anytime, offering maximum flexibility.

• Plan Selection Guide:

• Document Volume Below 500? → Choose Standard Plan

• Need Advanced Features or Formats? → Choose Premium Plan

• Custom Requirements? → Choose Ultimate Plan

Why choose eDocGen?

If you want to automate high-volume document processes and integrate seamlessly with your existing systems, eDocGen is built for you. 

Trusted by businesses worldwide, it delivers multilingual support, powerful APIs, and dynamic content capabilities to simplify your workflows and drive efficiency.

2. BrandQuantum

BrandQuantum helps companies maintain brand consistency by automating document creation and providing tools that keep communications looking professional and uniform. 

It ensures your emails, documents, and forms look and feel the same across all platforms, making it ideal for businesses that care about their brand image.

Who is BrandQuantum ideal for?

BrandQuantum is the chosen platform for:

• Marketing Teams that want every piece of communication to align with corporate identity.

• Brand-focused organizations with solid brand identities and strict compliance requirements.

• Large Enterprises supporting multi-department operations with complex document and communication needs.

Pricing Structure

BrandQuantum offers two pricing tiers based on user count and requirements:

Why choose BrandQuantum?

If you focus on maintaining brand consistency across all communications, BrandQuantum has you covered. 

Features like centralized template management and real-time brand updates ensure your documents, emails, and forms align seamlessly with your corporate identity.

3. Conga Composer

Conga Composer simplifies document generation by merging data from multiple sources into professional, on-brand documents. 

Designed with businesses heavily invested in Salesforce, it provides automation capabilities to improve accuracy and efficiency across teams.

Who is Conga Composer ideal for?

Conga Composer is the chosen platform for:

• Salesforce-dependent organizations that need document automation integrated with their CRM.

• Sales teams who generate proposals, quotes, and contracts quickly.

• Legal and HR teams to create standardized, accurate documents for compliance.

Pricing Features

The brand offers customized pricing tailored to meet your business needs and budget. 

The platform's pricing prioritizes:

• Business needs and budget alignment for tailored solutions.

• Commitment to a partnership with competitive and flexible options.

• Transparent and adaptable pricing

The representatives analyze your process for a personalized quote and provide a pricing structure to match your requirements.

Why choose Conga Composer?

If you’re a Salesforce-dependent organization looking to streamline document workflows, Conga Composer will integrate perfectly with your CRM. 

Offering powerful automation, dynamic content generation, and branding tools, it’s the ideal choice to enhance accuracy and productivity across teams.

4. ContractBook

ContractBook positions itself as a modern contract management platform designed to transform contracts into actionable data. 

Leveraging AI, dynamic workflows, and centralized storage simplifies contract processes and empowers businesses to act quickly, stay compliant, and make informed decisions.

Who is ContractBook ideal for?

• Corporate Legal Teams managing compliance and legal documentation.

• Law Firms and Consulting Organizations working on high-volume contracts.

• Human Resources Teams overseeing employee agreements and policies.

Pricing Features

ContractBook offers three plans tailored to different user needs.

ContractBook also integrates ready-made templates and AI-driven insights, making it a competitive choice for businesses seeking advanced automation. 

However, detailed pricing is not disclosed and requires contacting their sales team.

Why choose ContractBook?

For businesses managing complex contracts, ContractBook simplifies workflows with AI-powered insights, automated processes, and centralized storage. 

Whether you’re in legal, HR, or consulting, it helps you act faster, make better decisions, and stay compliant.

5. Crove

Crove is known for its intuitive, no-code approach to document automation. 

This makes it particularly attractive to non-technical users and SMBs looking to simplify their document processes.

The brand maintains a good balance between ease of use and powerful automation capabilities while maintaining the power to handle complex document generation needs.

Who is Crove ideal for?

• Business professionals needing user-friendly document automation tools.

• Marketing departments automating proposals and contracts.

• Human resources teams managing routine documentation like offer letters and NDAs.

Pricing Features

ContractBook offers three plans tailored to different user needs.

Note:

• The brand also allows adding an extra user at an additional cost.

• A 14-day free trial is available for all plans.

Why choose Crove?

If your team values simplicity and legal compliance, Crove delivers no-code automation for contracts, proposals, and routine documents. 

Flexible integrations and collaboration tools make it an excellent fit for HR, sales, and operations teams looking to streamline their workflows.

6. Docsie

Docsie is a central technical documentation, SOPs, and knowledge-sharing hub. 

Powered by AI, it helps organizations manage documentation across multiple versions, languages, and platforms efficiently. Whether for API documentation or user-facing manuals, the platform simplifies complex workflows, offering tools for developers, teams, and businesses.

Who is Docsie ideal for?

• Technical Writing Teams managing detailed and localized documentation.

• Software Development Teams creating API references and technical manuals.

• Organizations looking to centralize knowledge management for team alignment.

Pricing Features

Docsie offers flexible monthly and annual plans for different business sizes and requirements.

Additional Pricing Features - Add-on flexibility allows users to integrate features from higher-tier plans without upgrading entirely.

Why choose Docsie?

If you focus on creating, managing, and localizing technical documentation or maintaining a centralized knowledge base, Docsie offers the ideal mix of technical depth and usability. 

Its AI-powered tools, real-time collaboration, and multi-language support make it a standout choice for software companies and technical teams. 

7. DocuGenerate

DocuGenerate helps organizations automate and scale their document workflows. 

Its API and web app support diverse document types like invoices, contracts, and certificates. It is a versatile platform for developers and teams looking to generate high-quality documents at scale.

Who is DocuGenerate ideal for?

• Developers seeking API-driven document generation solutions.

• Financial institutions needing scalable document workflows.

• Public sector organizations managing diverse documentation requirements.

• Medium to large enterprises automating high-volume document workflows.

Pricing Structure

Why choose DocuGenerate?

With its developer-friendly API and scalable batch processing, DocuGenerate is the go-to choice for organizations seeking flexibility and efficiency. 

Whether you’re generating 20 documents or 10,000, the platform’s integration capabilities and intuitive design make document automation easy to use and cost-effective.

8. Formstack

Formstack empowers organizations to sort data collection, document creation, and workflow automation needs. 

Known for its ease of use and solid integrations, it simplifies how teams manage and transform data into actionable insights, making it a go-to solution for businesses across industries.

Who is Formstack ideal for?

• Healthcare providers requiring HIPAA-compliant workflows and patient onboarding.

• Educational institutions managing student engagement and alumni experiences.

• Financial services automating claims, reports, and secure e-signatures.

• Teams in HR, sales, marketing, and IT looking to automate data collection and document workflows.

Pricing Features

Formstack has three main offerings- Forms, Salesforce Solutions, and Document Generation, their respective sub-plans and monthly and annual pricing options.

Additional pricing features:

• Formstack offers a 14-day free trial for all plans to explore features before commitment.

• Add-ons from higher-tier plans can be included in lower plans to enhance capabilities without switching tiers.

• Annual billing provides discounts (e.g., two months free compared to monthly billing).

• Enterprise plans across all categories are tailored to specific business needs, offering scalable solutions with bespoke features.

Why choose Formstack?

If you’re a team in healthcare, education, or finance looking for a simple yet powerful way to streamline processes and turn data into action, Formstack is a trusted choice with its no-code platform and wide range of integrations.

9. Gavel

Gavel is a purpose-built platform for legal professionals to simplify document automation, streamline workflows, and enhance client experiences. 

By combining legal expertise with powerful tools, Gavel transforms how attorneys and law firms manage their practice areas.

Who is Gavel ideal for?

• Legal Practices looking to automate and streamline contract drafting and lifecycle management.

• Corporate Legal Teams requiring compliance and risk management tools.

• Solo Practitioners and Small Firms seeking cost-effective document automation tailored to their needs.

• Large Firms needing scalable, customizable solutions for diverse practice areas.

• Paralegals and Legal Admins aiming to simplify workflows and improve client collaboration.

Pricing Structure

Why choose Gavel?

If you’re a legal professional seeking to improvise your workflows, Gavel offers an interesting combination of legal expertise and powerful automation. 

Designed by legal professionals, it helps you save time, improve accuracy, and efficiently deliver branded legal services to clients.

10. HotDocs

HotDocs is a document automation platform tailored to meet the needs of industries requiring complex documentation, including legal, banking, insurance, government, and publishing. 

Its advanced features simplify intricate document workflows while ensuring compliance and accuracy.

Who is HotDocs ideal for?

• Legal Practices seeking advanced tools for drafting and managing complex contracts.

• Banks and Financial Institutions requiring scalable document workflows with compliance checks.

• Government Entities needing secure, large-scale document automation solutions.

• Insurance Providers aiming to streamline document-heavy processes like claims and policies.

• Corporations and Publishing Firms seeking brand consistency and advanced document assembly.

Pricing Features

HotDocs provides tailored pricing solutions to meet diverse business needs. For specific pricing details, we recommend that you contact their team directly.

Why choose HotDocs?

If your organization handles large-scale, intricate document processes, HotDocs can help you build workflows while maintaining compliance and reducing risk. 

Essential Features to Look for in a Document Generation Solution

In the introduction, we covered a quick checklist of features to remember while evaluating solutions. 

Understanding those in this detailed document automation software comparison will help you identify the platform that aligns with your business goals.

1. Template Management System

A template management system should empower users to create, update, and manage templates without requiring extensive technical skills.

Key features include:

• Dynamic fields for text, numbers, images, and tables.

• Drag-and-drop functionality and real-time preview options for easy customization.

• Version control to track changes and roll back when needed.

• Complex formatting and conditional logic support for tailoring content to specific scenarios.

2. Integration Capabilities

Your document generation tool should connect smoothly with the tools you already use.

Integrations are necessary to pull data from your CRM or update files in your ERP.

Look for:

• Pre-built connectors for popular platforms like Salesforce, HubSpot, and Microsoft Office.

• APIs for building custom integrations.

• Data synchronization tools to ensure real-time updates and accuracy.

3. Multi-Format Output

The software must deliver high-quality documents in various formats while maintaining design and content integrity.

Look for features like:

• Support for formats like PDF, DOCX, XLSX, and HTML.

• Advanced PDF features like digital signatures, encryption, and watermarking.

• Excel formula preservation and PowerPoint layout maintenance.

4. Batch Processing and Performance

For businesses generating high volumes of documents, batch processing capabilities are non-negotiable.

The platform should offer:

• Parallel processing for speed and efficiency.

• Intelligent resource management to handle large-scale operations without errors.

• Scalability to accommodate growing document needs.

5. Security and Compliance

Given the sensitive nature of many documents, enterprise-grade security features are a must.

A solid security framework includes:

• Role-based access controls to limit who can view or edit documents.

• Encryption for both data in transit and at rest.

• Audit trails for tracking changes and ensuring compliance with industry regulations.

6. Workflow Automation

Beyond document creation, automation should cover the entire lifecycle- from creation to approvals and storage.

Look for tools that allow:

• Customizable workflows with conditional logic.

• Automated approvals and status notifications.

• Integration with broader business workflows.

7. Collaboration and Review

Collaboration features ensure your team works together effectively without losing document quality control.

Important tools include:

• Shared template libraries for team-wide access.

• Real-time editing with change tracking and version control.

• Structured approval processes to streamline document finalization.

8. Analytics and Reporting

The platform should provide insights into document usage and performance to help optimize workflows and identify bottlenecks.

Analytics should cover:

• Metrics for template usage and system performance.

• Productivity reports to highlight team efficiency.

• Customizable dashboards for tracking KPIs relevant to your business.

Step-by-Step Process to Implement Document Automation Software

Implementing document automation software doesn’t have to be overwhelming. 

With careful planning and a structured approach, your team can systematically implement and ensure successful adoption and maximum return on investment.

Phase 1 - Gather Requirements

Start by understanding your current document workflows and pain points.

Here’s what to do:

• List all document types your organization creates.

• Map out existing workflows, including approvals and versioning.

• Note peak processing periods and volume requirements.

• Identify integration needs with existing systems like CRMs or ERPs.

Phase 2  - Select the Right Solution

Once you know your requirements, evaluate solutions to find the best fit.

Consider factors like:

• Template management and customization options.

• Integration compatibility.

• Security features for compliance.

• Scalability for future needs.

Phase 3 - Implementation Planning

Create a detailed project plan outlining all deployment aspects to guide the implementation process.

Include:

• Milestones for setup, testing, and training.

• Roles and responsibilities for team members.

• Time buffers for unexpected challenges.

• Necessary training sessions and technical resources

Phase 4 - Technical Setup

With planning complete, proceed with the technical implementation in a structured manner. 

• Initial Setup

• Install software environment

• Set up user accounts

• Configure security settings

• Establish backup procedures

• Template Development

• Convert documents to templates

• Create new templates

• Test functionality

• Document management process

• Integration

• Build system integrations

• Test data flow

• Validate security

• Document integration points

Remember, the goal is to plan our implementation with only the most focused steps.

Phase 5 - Testing and Validation

Thorough testing ensures the system meets all requirements and functions reliably.

During this phase, focus on:

• Document accuracy and formatting.

• Workflow functionality and approvals.

• Security controls and compliance checks.

Phase 6 - User Training

The success of your document automation implementation largely depends on user adoption. Provide role-specific training to ensure your team is comfortable with the new system.

Cover:

• Navigating the platform and basic features.

• Creating and managing templates.

• Handling common issues.

Phase 7 - Go Live and Support

The final phase focuses on transitioning to live operation with a clear go-live plan.

Develop a detailed go-live plan that includes:

• Data migration and final system checks.

• Backup plans for any issues.

• Setting up support processes for ongoing assistance.

Once you've implemented your document automation software, calculating ROI helps you assess your investment's true value and impact.

How to Calculate Return on Investment for Document Generation Software?

Investing in document automation isn’t just about saving time; it requires balancing both quantitative and qualitative factors to understand the value your business gets from its processes. 

Here’s how to measure ROI effectively:

1. Total Cost of Ownership (TCO)

Document generation software costs extend beyond the initial purchase price, so you need to factor in all costs to understand the true investment.

• Initial Costs = Licensing fees, hardware, and setup costs.

• Implementation Costs = Training, integrations, and template creation.

• Ongoing Costs = Maintenance, support, and upgrades.

TCO = Initial Costs + Implementation Costs + (Ongoing Costs × Years of Use)

2. Time and Labor Savings

Automation significantly reduces manual effort.

To calculate:

Annual Labor Savings = Hours Saved per Document × Documents per Year × Hourly Wage

3. Error Reduction

Reducing errors can save your business money and improve your reputation.

Error Savings = Cost per Error × Current Error Rate × Reduction Percentage

4. Quantifying Business Impact

While more complex to measure directly, business impact significantly affects overall ROI. 

Consider benefits like:

• Faster turnaround for shorter document cycles, leading to happier clients and quicker deals.

• Improved accuracy reduces errors, resulting in more professional outputs.

• Enhanced productivity to let teams focus on higher-value tasks.

5. Customer Experience Benefits

Professional, timely documents improve customer satisfaction and loyalty.

Ensure:

• Reduced response times

• More professional documentation

• Consistent branding

• Fewer errors in communications

Frequently Asked Questions

1. How do you determine which document automation software is right for your business?

Evaluate your current processes, document complexity, and integration needs. Match the software’s features to your growth plans and the team’s technical abilities.

2. How long does it take to implement document automation software?

Basic setups take 2-4 weeks, while complex deployments involving multiple templates and integrations may extend to 3-6 months.

3. What integration capabilities should I look for in a document automation solution?

Focus on:

• APIs for custom integrations

• Pre-built connectors for systems like CRM or ERP

• Secure authentication and data transfer

Choose a platform that supports your tech stack and scales as needed.

4. What security features are essential in a document generation solution?

End-to-end encryption, role-based access control, audit logging, and compliance with industry regulations like HIPAA or GDPR.

5. Can document generation software handle complex document requirements?

Yes, modern platforms handle:

• Data from multiple sources

• Multilingual content

• Custom workflows and advanced approvals

These features cater to enterprise-level complexities.

6. What ongoing maintenance is required for document automation systems?

Regular updates to templates, user access reviews, and performance monitoring. Vendors often provide support for patching and optimizing your system.

7. What ROI can I expect from document automation?

Expect to:

• Cut creation time by 60-80%

• Reduce errors by up to 90%

• Recover costs within 12-18 months as efficiency improves.

Remember, results compound as your team becomes proficient.