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GlossaryWhat is document generation?
How to automatically create error-free quotes, contracts and reports from your own data - no copying, no mistakes.
In short
Document generation is the automatic creation of documents based on a pre-designed template and data that is retrieved live from your source systems, such as M-Files, an ERP or CRM.
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What does document generation entail?
Every organization creates documents daily: quotations, contracts, reports, invoices. In most companies, this process is manual: someone opens a Word document, looks up the customer data in another system, copies it, adjusts the formatting, and saves the file in the correct folder.
This process takes time, leads to errors, and causes inconsistent branding. Document generation solves this by automatically retrieving data from your source systems and creating the document in seconds, ready to send or save in M-Files.
SoftAdvice implements document generation via dox42, a certified document generation platform that natively integrates with M-Files and all common business systems in the BeNeLux.
Benefits of document generation
Hours saved per week
No more manual copying from Excel, CRM or ERP. dox42 retrieves data automatically and places it in the right field.
Error-free documents
Typos, wrong prices and forgotten clauses are a thing of the past. Data comes directly from your source system.
Consistent house style
Every document automatically follows your brand guidelines: correct fonts, logos, colours and layouts every time.
Every document type
Quotes, contracts, reports, invoices, letters, certificates. Any document you create repeatedly is a candidate.
Integration with your systems
dox42 connects to M-Files, Odoo, SAP, Salesforce and more. No double entry, no data transfer needed.
Scalability
Whether you create 10 or 10,000 documents per month: dox42 scales with you without extra manual effort.
Document generation vs. manual formatting
Many organizations still work with Word templates that are filled in manually. This works for small volumes, but has structural limitations as soon as the volume increases or multiple employees create documents.
| Aspect | Manual (Word + copy-paste) | Automated with dox42 |
|---|---|---|
| Time per document | 15 to 45 minutes | Seconds to a few minutes |
| Error risk | High, copy-paste, typos | Minimal, data from source system |
| House style | Depends on the employee | Always brand-compliant |
| Data source | Manual lookup and entry | Live connection to M-Files / ERP |
| Scalability | More volume = more hours | Volume grows, time stays constant |
| Audit trail | Not recorded | Fully traceable in M-Files |
How do you start with document generation?
A successful implementation of document generation does not start with choosing software, but with an analysis of your document flows. SoftAdvice uses a five-step approach for this:
- Step 1
Map your data sources
Identify which systems hold the data your documents need: M-Files, Odoo, SAP, Salesforce or Excel. dox42 connects to each of them.
- Step 2
Design templates in dox42
You design your documents in Microsoft Word or Excel with dox42 field markers in the places where data should be filled in automatically.
- Step 3
Configure data connections
SoftAdvice configures the connection between dox42 and your data sources. Each field in your template is assigned its data source.
- Step 4
Link saving to M-Files
Generated documents are automatically saved in M-Files with the correct metadata: client, project, document type and date.
- Step 5
Test, train and go live
After validating the templates, SoftAdvice trains your team and you go live. Document generation then works with a single click.
Frequently Asked Questions
What is document generation?
Document generation is the automatic creation of documents based on a template and data from your source systems. Instead of manually formatting each document, dox42 retrieves the correct data from M-Files, Odoo or another system and generates the document in seconds.
What is the difference between dox42 and a regular Word template?
A Word template is a blank document that you fill in manually. dox42 is a document generation platform that connects live to your data sources and automatically fills in fields. No copying, no errors, no inconsistencies in branding.
Which documents can dox42 generate?
dox42 generates every document type: quotations, contracts, invoices, reports, certificates, letters, onboarding documents and more. If it is a recurring document with fixed fields, dox42 can automate it in Word, Excel or PDF format.
Which systems does dox42 integrate with?
dox42 integrates with M-Files, Odoo, SAP, Salesforce, Microsoft Dynamics, SharePoint, SQL databases and more. As a certified dox42 partner and M-Files Solution Partner, SoftAdvice offers the deepest integration available in the BeNeLux.
How long does a dox42 implementation take?
A standard implementation for 2 to 5 document types takes 3 to 6 weeks. SoftAdvice always starts with an analysis of your data sources and templates before any configuration is touched. This way, you go live with a solution that works immediately.
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