How to Select Document Generation Software That Delivers ROI and Compliance

Every day, insurance and financial services teams handle hundreds of documents—policies, contracts, client communications, and more. Manual processes slow work down, introduce errors, and frustrate both employees and clients. Even a small mistake or delayed approval can ripple across the business and damage trust.

Document automation changes that. Organizations can cut document processing times by up to 80 percent, according to AIIM, and large firms can save an average of $5 million annually by automating just 10 percent of manual processes, according to IDC.

Selecting the right document generation software ensures compliance, boosts efficiency, and supports consistent customer communications, laying the foundation for measurable ROI.

Let’s dive into how to choose the solution that works best for your business.

A Quick Step-by-Step Guide to Choosing the Right Document Generation Software

Step 1: Assess Your Team’s Needs

Before exploring any solution, map your current document processes. Ask your team:

• Which steps take too long?

• Where do mistakes happen most often?

• What approvals or workflows are consistently delayed?

The goal of this step is to clearly define the gaps and inefficiencies that a document automation solution should solve.

Step 2: Research Solutions Based on Key Criteria

Once you understand your team’s needs, focus on solutions that meet these non-negotiable criteria:

• Regulatory Compliance: Must support industry regulations like HIPAA, GDPR, ADA, EAA, and more; maintain audit trails, and ensure documents meet legal standards.

• Integration Capabilities: Should work seamlessly with CRM, policy management, and document storage systems to avoid creating new bottlenecks.

• Ease of Use and Adoption: Look for intuitive interfaces, simple workflows, and minimal training to ensure team adoption.

• Scalability and Flexibility: Must handle growing document volumes, multiple document types, including PDF/UA standards, and evolving processes.

• Security and Data Privacy: Ensure robust access controls, encryption, and compliance with standards like ISO/IEC 27001.

Using these benchmarks helps you filter solutions and focus on tools that deliver real business value, with document generation capabilities that also enhance customer experience.

Step 3: Shortlist Vendors and Evaluate Support

After applying your criteria, you’ll likely have a shortlist of two or three vendors. Now it’s time for a closer look.

• Pricing Models: Consider long-term ROI, not just initial cost.

• Customer Support: How responsive is the team? Do they provide training? Are references available?

This ensures the solution will support smooth adoption and long-term impact.

Step 4: Decide and Plan for Adoption

Create a rollout plan with training, clear communication, and ongoing feedback. Involve key stakeholders early so they champion the system. Align adoption with your business goals, faster policy issuance, better compliance, or stronger client experiences.

Focusing on adoption from the start ensures your investment actively transforms how your team works.

Common Mistakes to Avoid When Choosing Document Generation Software

You’ve mapped your path: assess needs, research solutions, evaluate vendors, and plan adoption. However, common mistakes can still derail success:

Focusing Only on Cost

The cheapest option often comes with trade-offs, such as limited features, weak support, or hidden costs, which can make it more expensive in the long run.

Ignoring Integration Needs

A tool that doesn’t connect with your CRM, policy management system, or document storage creates silos instead of removing them. Integration is essential.

Overlooking User Adoption

Even the most advanced tool fails if employees don’t use it. Complex workflows or poor onboarding lead to resistance and wasted investment.

Neglecting Long-Term Scalability

Some tools meet today’s needs but can’t keep pace with growth. A scalable solution ensures your investment continues to deliver value as document volumes and compliance requirements increase.

Make the Right Choice for Lasting Impact

Choosing the right document generation software doesn’t have to be overwhelming. Start by understanding your team’s needs, researching solutions, evaluating vendors, and planning for smooth adoption while avoiding common pitfalls like focusing only on cost or overlooking integration.

Cincom Eloquence, the best CCM software on the market, is precisely engineered to align with a comprehensive CCM strategy for organizations of all sizes, with document generation at its core. Document generation is the crux of any communication workflow, enabling automation, compliance, and consistent customer interactions. By integrating these capabilities within a broader CCM strategy, organizations can drive efficiency, accuracy, and lasting business impact.

Connect with our experts today to find the solution that delivers measurable ROI and transforms the way your team manages communications.