Can contracts be generated automatically from templates?
Efficiency question :
Yes, contracts can be generated automatically from a template. The goal, however, is to go beyond simply creating the contract and avoid entering the same information several times.
Customer, engagement, product or service information can be entered once in a utility. The same data can then be used to automatically generate the contract as well as a work order, an email confirmation or even an initial invoice in PDF format that can be sent to the customer.
Automation therefore becomes a complete process in which a single data entry can feed several documents and communications.
Key considerations:
The main issue is to structure the information properly from the outset so it can be reused in different documents. The customer name, contact information, selected services, prices and other required information should not need to be entered again for each document.
The entire process surrounding the contract should therefore be considered to determine which documents and communications can be produced from the same data.
Challenges:
Some organizations have a very broad range of products or services. Contract layout can then become more complex because some sections should appear only when relevant.
Programmed procedures may be needed to automatically hide blank rows, unused sections or items that do not apply to the current contract. The goal is to maintain a professional presentation regardless of the amount of information in the document.
Technology:
An Excel utility developed with Visual Basic for Applications (VBA) can meet this type of need very effectively. Power Query can also be used to retrieve or refresh certain data required to prepare contracts.
This combination can create a stable, robust solution for entering information, generating documents, producing PDF files and automating certain communications.
Developer's advice:
When laying out a contract in Excel, avoid placing long blocks of text directly in cells whenever possible. Using text boxes positioned within specific ranges provides greater flexibility for managing content and makes page layout considerably easier.
Objects used to control the utility can also be configured so they do not appear when printed. Buttons can therefore be added to generate a PDF, save the contract or print it while ensuring that these controls never appear on the document delivered to the customer.