Step 1 · We map the templatesWhich document do you write, and how often?
Document and report generationStop writing the same documentfrom scratch every time.
Proposal, contract, listing copy, monthly report: we build the template once and bind the empty fields to the records in your own systems. The draft reaches you in minutes, and the decision to sign and send stays with you.
Where documents feed from
- Google Drive
HubSpot
Google Sheets
Notion
Airtable
PostgreSQL- Word and PDF
How it is built
From the moment the template is builtto the moment the document is signed.
The first job is counting how many times a month you write each document. Then we build the template pool and bind every empty field, writing down which record fills it. Last, we start measuring how long a document takes to prepare.
Step 2 · The template pool is builtFields are bound to a source.
Step 3 · It is measured and growsPreparation time becomes a number.
What it can do
It prepares the documentand leaves the signature to you.
Six modules take on the four parts of a document: template, source, approval and version. Your house language and your legal wording stay in the shape you set.
The template once, documents without limit
Proposals, contracts, listing copy, decks and monthly reports come from the same template pool. When a template changes, every new document uses the new version and anything already signed stays as it is.
The numbers come from the system
Price, quantity, date and client details are read from your CRM and spreadsheets rather than typed in. If the source record changes, a regenerated document carries the new value.
Approval and version history
The draft lands in an approval queue first; who approved it, when, and which version they signed all go on the record. The old version is not deleted, it sits alongside the new one.
Missing information is flagged
If a template field has no match in the source, the system does not write a guess. It leaves the field empty and marks who should fill it.
House language is preserved
Price wording, titles, legal notices and signature blocks are written in the form you set. The model cannot step outside those patterns.
Where the document goes
The finished document is written to a Drive folder, attached to the relevant CRM record and dropped into the signing flow. Which document goes where is set by you during the build.
Every document type
You start with one template,and the pool grows over time.
In the first build we set up the three documents you write most. A fourth type does not need a new build; one more template joins the same pool and uses the same approval path.
- The template is built once
- The data is read from your system
- A person always signs
Frequently asked
Document and report generationFrequently asked questions
No. The system prepares the draft and puts it in the approval queue. The decision to sign and send is always made by a person. If you use a signing flow, the draft goes straight into it, and you are still the one who signs.
No. We take the Word or Drive templates you use today as they are. The only thing that changes is that the empty fields fill from the source system rather than by hand.
From your own systems: the CRM record, the price list, the operations tables, the accounting output. A number with no match in those sources is not written into the document; the field stays empty and is flagged.
The system reads only from the sources we connected and marks every field it read with its source. The check happens on one screen in front of the approver, with the origin of each number written next to it.
Nothing. Every document carries the template version it was produced with; the new version applies only to documents produced from then on. Retroactive regeneration runs only if you ask for it.
On your own infrastructure: in your Drive folder, on your CRM record or on your own server. Your documents are not used to train models.
We suggest starting with the three you write most. Once the pool is running, adding a fourth template takes days.
Discovery takes a week. In that week we work out the three documents you write most and which record fills each field. The first live workflow opens within 4-8 weeks; the range depends on the number of templates, the source systems and the approval rules. Your own timeline is written into the discovery report.
Two things are measured during discovery week: how long a document takes to prepare on average, and how many rounds of correction it goes through before signing. Both are measured again after the pool opens. The number of documents produced outside an approved template is zero, and the version and date sit on every document's record.
Documents produced
Which document feeds from where,and who approves it.
The source and approval path for each document type is written separately. A contract and a listing text do not come out under the same rule: one waits for legal approval, the other for the content owner's.
Proposal
Comes out of the CRM record and the price list, and reaches the sales owner's approval as a PDF and an email.
Contract
Produced from the approved template pool and enters the signing flow with legal approval.
Listing and marketing copy
Text and an image block come out of the product or listing record, and the content owner approves.
Monthly report
A PDF and a board are produced from the operations tables and distributed with management approval.
Meeting summary
A page and a task list come out of the notes and the recording, and go straight onto the record.
Formal letter
Word and PDF are produced with the company template and wait for the signatory's approval.
Related products
Where this is used
- Web design: a fast, searchable site that does part of the workWeb design is the planning and coding of the site that lets customers find, understand and contact a business. ALTAI Digital builds sites from scratch rather than from templates: pages load fast, are structured the way Google reads them, and the domain and hosting are registered in the client's name. Depending on the sector, booking, reservations, a QR menu and a WhatsApp line are part of the same build. Discovery takes a week; the site goes live in four.
- Automation agency: workflows that run in your account and never fail silentlyAn automation agency is a service firm whose job is to turn repeated manual steps into software workflows, then build and monitor them. ALTAI Digital builds each workflow in n8n, Make or Zapier and writes down why that tool was chosen. Every workflow is documented with its trigger, steps and failure handling. Every run is written to a log. A failed run is queued, reported and retried. Payments, sends and deletions wait for a person's approval. Workflows are handed over in your own account.
- Invoice automation: the draft builds itself, the approval stays with youInvoice automation is a workflow that builds invoice drafts from order, delivery or contract records and sends approved ones to the accounting software. A person makes every approval. ALTAI Digital does not issue invoices. We do not replace your accountant or your accounting software, such as Xero, Exact or QuickBooks. The flow reads data from your CRM or spreadsheets and puts each draft in an approval queue. Approved records move on by API where available, otherwise by a bridge. Payment reminders and supplier invoices run in the same flow.
- Law firm website design: an informative, searchable site within bar rulesA law firm website presents the firm's practice areas, lawyers and contact details in an informative register. Bar rules in most European jurisdictions restrict claims of superiority and promises of outcome, so it cannot be written like a marketing site. ALTAI Digital builds firm sites within that boundary. Each practice area gets its own page, the questions clients ask most get guide articles, and intake, appointments, GDPR notices and a structure Google can read are part of the build.
- Law firm automation: intake, document drafts and deadline remindersLaw firm automation is a set of rule-based workflows that run a firm's repeated administrative work. It covers enquiry intake, document drafts from the firm's own templates, hearing and deadline reminders, client updates and a searchable document archive. ALTAI Digital builds these flows on the firm's own rules and templates. The system gives no legal advice; signature and decisions stay with the lawyer. Client data stays in the firm's own accounts and is not used to train models. The first live flow opens within four to eight weeks.
- Estate agency automation: every enquiry in one queue, every follow-up on a ruleEstate agency automation is a set of workflows that collects enquiries from portals, WhatsApp, Instagram and the website in one queue. Each enquiry is assigned to an agent, and follow-up runs on a written rule. New listings are matched against applicants' saved criteria. Descriptions and brochures are drafted from the property record and wait for approval. Old contact archives move across with a raw backup. We work from Rotterdam and Istanbul. Discovery takes one week; the first live workflow opens within four to eight weeks.
Terms explained
- AI agentAI agents take a goal, break it into steps and carry those steps out with tools. An agent does more than write text. It runs a search, reads a record, fills in a form or writes into another system. After each step it weighs the result and decides what comes next. Its permissions and its stopping rules are set during the build.
- CRMCRM is software that keeps customer and enquiry records in one place and ties every contact to the same record. It splits the sales process into stages. The letters stand for customer relationship management. A CRM resembles a spreadsheet, but the difference is the rules. Which fields are required, which stage a record sits in and who owns it are written into the system.
- Google Business ProfileGoogle Business Profile is the free listing that shows a business on Google Maps and in search results. It holds the address or service area, opening hours, phone number, website link, photos, services and customer reviews. Once the owner verifies the listing, they control what it says. The three-business list shown with a map in local searches is made up of these profiles.
Next step
The process first, the proposal after
In a short discovery call we map the process together and tell you plainly whether it is worth automating. If it is not, we say that too.
30 minutes · no preparation needed
Discovery call
Process maptogether
Automation candidatesprioritised
Measurement planin writing
Next stepclear
