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BUYERS GUIDE Document Automation Overview
Document automation platforms transform how businesses create, process, and manage documents throughout their lifecycle. However, traditional document management systems often struggle with manual workflows, disconnected processes, and limited intelligence. This leads to bottlenecks in approvals, errors in data transfer, compliance risks, and countless hours spent on repetitive document tasks that drain productivity.
Modern document automation platforms have evolved significantly, moving beyond simple template-based generation by incorporating AI, machine learning, and intelligent workflows. These advanced systems understand content, automate complex workflows, and intelligently route documents based on business rules. This allows today's best document automation solutions to handle end-to-end processes without manual intervention, achieve seamless integration with existing business systems, and provide real-time visibility into document workflows.
In this buyer's guide, we explore the leading document automation platforms and how they're transforming business operations across industries.
Modern document automation platforms have evolved significantly, moving beyond simple template-based generation by incorporating AI, machine learning, and intelligent workflows. These advanced systems understand content, automate complex workflows, and intelligently route documents based on business rules. This allows today's best document automation solutions to handle end-to-end processes without manual intervention, achieve seamless integration with existing business systems, and provide real-time visibility into document workflows.
In this buyer's guide, we explore the leading document automation platforms and how they're transforming business operations across industries.
Head-to-head comparison of top document automation platforms
| Comparison Criteria |  |  |  |  |  |  |  |  |
|---|---|---|---|---|---|---|---|---|
| End-to-end workflow automation | Yes - built-in workflow builder | DIY using AWS services | Yes - requires configuration | Yes - built-in | Yes - built-in | Yes | Yes | Yes - limited compared to others |
| Pre-built document processors | 20+ types including invoices, receipts, POs, bills of lading | Limited - mainly invoices, receipts, IDs | Primarily invoices | Tax invoices, POs, credit notes | Bank statements, passports, IDs, finance docs | Invoices, POs, forms | Various business documents | Invoices, receipts, bank statements |
| Custom workflow builder | Visual drag-and-drop | No native UI | Complex configuration | Built-in | Built-in | Yes | Yes | Basic workflow capabilities |
| Approval routing | Yes - custom rules | Manual setup required | Yes | Yes | Yes | Yes | Yes | Yes |
| Data validation rules | Yes - extensive | Limited | Yes | Yes | Yes | Yes | Yes | Yes - basic |
| Integration capabilities | 25+ native integrations | AWS ecosystem only | Limited OOB integrations | Multiple ERP integrations | Limited integrations | ERP integrations | Accounting integrations | Pre-built integrations |
| Human-in-the-loop | Yes - built-in | Yes - manual setup | Yes | Yes | Yes | Yes | Limited | Yes - AI document reviewer |
| Analytics & reporting | Yes - comprehensive dashboard | No native analytics | Limited | Limited | Limited | Yes | Yes | Document analytics (Enterprise only) |
| Multi-user collaboration | Yes | Limited | Yes | Yes | Yes | Yes | Yes | Yes - 3 users (Starter), 10 (Growth), Unlimited (Enterprise) |
| Document storage | Yes | S3 only | Yes | Limited | No | Yes | Yes | Yes |
| API support | Comprehensive REST API | Yes | Yes | Yes | Yes | Yes | Limited | Yes |
| On-premise option | Yes | No | Yes | No | Yes | Yes | Yes | No |
| Processing speed | Real-time | Varies | Moderate | Fast | Fast | Moderate | Moderate | Fast |
| Scalability | Unlimited | High | Enterprise-grade | High | Moderate | Enterprise | Mid-market | 12K-60K pages/year |
| Multi-language support | 40+ languages | 6 languages | 200+ languages | 25+ languages | 150+ languages | Limited | Limited | Multiple languages |
1. Nanonets
Nanonets is a comprehensive document automation platform that combines AI-powered data extraction with visual workflow automation. The platform enables businesses to build complete document processing workflows without coding, from automatic document capture through to data export into business systems.
Key Features
- Visual workflow builder with drag-and-drop interface
- 20+ pre-trained document models with custom training capabilities
- Automated approval routing with custom business rules
- Built-in data validation and enrichment
- 25+ native integrations including QuickBooks, Salesforce, NetSuite
- Comprehensive analytics dashboard
- Human-in-the-loop verification
- Multi-channel document import (email, API, cloud storage)
Pricing structure
New users receive $200 worth of free credits upon signup to test the platform.- Users are charged per workflow block run, meaning you only pay when a block executes a task. There are no platform fees or fixed costs.
- Custom pricing is available for large organizations with unique requirements, including add-ons such as role-based access and private cloud/on-premise deployments.
PROS
- Complete end-to-end automation without needing multiple tools
- No-code workflow builder accessible to business users
- Handles complex, unstructured documents without templates
- Extensive pre-built integrations reduce implementation time
- Real-time processing with high accuracy (95%+)
- Comprehensive analytics for process optimization
- Flexible deployment options including on-premise
CONS
Limited pricing plan options for self-serve customers- Limited language support for users interacting via UI
- Initial model training can be time-consuming
2. AWS Textract
AWS Textract is a cloud-based document processing service that automatically extracts text, forms, and tables from documents. While primarily an OCR service, it can be combined with other AWS services to create document automation workflows. The platform uses machine learning to understand document structure without manual configuration.
Key Features
- Automatic text, form, and table extraction
- Integration with AWS ecosystem
- Synchronous and asynchronous processing
- Support for various document formats
- Machine learning-based layout detection
Pricing structure
- Free Tier: Up to 1,000 pages of text detection and 100 pages for forms per month for the first three months.
- Pay-As-You-Go:
- Basic text detection: Approximately $1.50 per 1,000 pages (~$0.0015/page)
- Form/table extraction: Roughly $15 per 1,000 pages (around $0.015/page)
- Volume discounts available after 1M pages
- Scaling: Costs drop with higher usage, and very large deployments can negotiate further discounts.
PROS
- No minimum fees or upfront commitments
- Highly scalable AWS infrastructure
- Good accuracy for structured documents
- Seamless integration with AWS services
CONS
- Requires technical expertise to build complete workflows
- Limited to AWS ecosystem for integrations
- No built-in workflow automation features
- Manual setup required for approval processes
- No native UI for business users
3. ABBYY FlexiCapture
ABBYY FlexiCapture is an enterprise-grade document capture and processing platform that combines OCR with workflow automation capabilities. It offers configurable templates and machine learning for data extraction, along with built-in verification tools and workflow features.
Key Features
- High-accuracy OCR and data extraction
- Configurable workflow automation
- Built-in verification station
- Support for complex multi-page documents
- On-premise and cloud deployment options
Pricing structure
- License-Based Model: Typically sold as an annual or perpetual license with a set page volume per year.
- On-Premise vs. Cloud: On-premise deployment involves significant upfront license cost; cloud subscription options available through partners.
- Effective Cost: Per-page cost ranges from approximately $0.02 to $0.05 at high volumes.
PROS
- Mature platform with proven enterprise capabilities
- Strong OCR accuracy
- Comprehensive verification tools
- Supports complex document types
- Flexible deployment options
CONS
- Complex setup and configuration required
- Steep learning curve
- Limited pre-built integrations
- Higher total cost of ownership
- Requires IT expertise for maintenance
4. Rossum
Rossum is an AI-driven document processing platform designed specifically for transactional documents like invoices and purchase orders. It combines cognitive data capture with workflow automation to minimize manual data entry in financial processes.
Key Features
- AI-powered data extraction optimized for invoices
- Built-in workflow automation
- Adaptive learning from user corrections
- Web-based validation interface
- API-first architecture
Pricing structure
- Subscription-Based: Pricing is quote-driven and typically set on an annual basis.
- Cost Factors: Prices scale with document or field count rather than per page, with mid-size deployments often in the $1,000–$1,500 per month range.
PROS
- Strong accuracy on financial documents
- User-friendly validation interface
- Continuous learning from corrections
- Good API documentation
- Quick implementation for standard use cases
CONS
- Limited to specific document types
- Higher pricing for smaller volumes
- Limited customization options
- No on-premise deployment
- Struggles with complex layouts
5. Klippa DocHorizon
Klippa DocHorizon is a cloud-based document processing platform that offers OCR, data extraction, and workflow automation capabilities. It provides pre-trained models for various document types and includes features like fraud detection and data anonymization.
Key Features
- Multiple pre-trained document models
- API-first approach
- Data anonymization features
- Multi-language support
- Fast processing speeds
Pricing structure
- Free Trial: Available upon request to test the service.
- Subscription & Usage-Based Options: Estimated rates range from roughly $0.01–$0.05 per page, depending on document complexity and volume.
- Enterprise Options: Custom quotes for high-volume or on-premise deployments.
PROS
- Good variety of pre-trained models
- Fast processing speeds
- Pay-as-you-go pricing available
- Strong multi-language support
CONS
- Limited integration options
- Maximum 10 pages per document
- No custom field definition
- Output only in JSON format
- Limited workflow customization
6. DocuPhase
DocuPhase is a comprehensive business process automation platform with strong document management capabilities. It combines document capture, workflow automation, and AP automation to help organizations digitize their operations.
Key Features
- Document capture and storage
- Visual workflow designer
- AP automation features
- Custom form creation
- ERP integrations
Pricing structure
- Contact vendor for pricing. AP Automation package available on annual subscription.
PROS
- Comprehensive workflow automation
- Strong AP automation features
- Good document management capabilities
- Flexible workflow customization
CONS
- Complex initial setup
- Slower support response times
- Learning curve for workflow creation
- Occasional performance issues
7. Square 9
Square 9 is an AI-powered intelligent information management platform that automates document-centric business processes. It combines document capture, workflow automation, and content management in a single solution.
Key Features
- AI-powered data extraction
- Graphical workflow builder
- Document archiving
- Three-way invoice matching
- Mobile access capabilities
Pricing structure
- Plans start at $50/month per user for Process Automation Essentials
- $68/month for Digital Transformation Essentials
- $75/month for Enterprise Essentials
PROS
- User-friendly interface
- Strong search capabilities
- Good customer support
- Flexible deployment options
CONS
- Requires IT support for setup
- Performance issues with large batches
- Limited pre-built integrations
- Higher learning curve initially
8. Docsumo
Docsumo is an AI-powered document processing platform that focuses on extracting data from financial documents like invoices, receipts, bank statements, and pay stubs. While it offers solid OCR and data extraction capabilities, it positions itself more as a document AI tool rather than a comprehensive automation platform.
Key Features
- Unlimited document AI models across all plans
- Pre-built models for common financial documents
- Table extraction and line item processing
- AI document reviewer for human-in-the-loop verification
- Continuous learning capabilities
- API and webhook access (Growth plan and above)
- Auto-classification and document splitting (Enterprise only)
- 14-day free trial available
Pricing structure
- Starter Plan: $134/month for 12,000 pages/year
- Growth Plan: $449/month for 60,000 pages/year
- Enterprise Plan: Custom pricing
PROS
- Unlimited AI models even on starter plan
- Good accuracy for financial document extraction
- Continuous learning improves accuracy over time
- Decent ease of use
CONS
- Limited workflow automation compared to full platforms
- No on-premise deployment option
- API access only available from Growth plan
- Document analytics restricted to Enterprise plan
- Lower mobile capability
- Integration capabilities rated lower than competitors
- More suited for document extraction than end-to-end automation
Choosing the best document automation platform: A buyer's guide
Selecting the right document automation platform requires looking beyond basic features to understand how the solution will transform your entire document workflow. This guide focuses on key factors for choosing a platform that delivers real business value.
What are some must-have document automation features that you need to look for?
Modern document automation platforms should provide comprehensive capabilities that go beyond simple data extraction. Look for these essential features:
- AI-powered document processing: The platform must incorporate AI and ML elements, enabling it to extract data, classify documents, and make intelligent routing decisions without manual intervention.
- End-to-end workflow automation: Look for visual workflow builders that let you design complex processes including conditional logic, parallel approvals, escalations, and automatic notifications.
- Intelligent data extraction: Must accurately extract data from various document types (invoices, contracts, forms) using OCR and NLP, preserving context and relationships between data points.
- Data validation and enrichment: Look for capabilities to validate extracted data against business rules, databases, or external sources, with automatic data formatting and enrichment.
- Multi-channel document capture: The platform should automatically collect documents from various sources, including email, web forms, APIs, cloud storage, mobile uploads, and scanning stations.
- Smart classification and routing: AI-driven classification that automatically identifies document types and routes them to appropriate workflows based on content, metadata, or business rules.
- Comprehensive integration ecosystem: Essential integrations include ERP systems (SAP, Oracle), CRM platforms (Salesforce, HubSpot), accounting software (QuickBooks, Xero), and productivity suites (Microsoft 365, Google Workspace).
- Compliance and audit capabilities: Built-in features for maintaining audit trails, version control, retention policies, and compliance with regulations like GDPR, HIPAA, and SOX.
- Collaboration and approval tools: Features for multi-user collaboration, commenting, redlining, electronic signatures, and mobile-friendly approval interfaces.
- Analytics and reporting: Real-time dashboards showing workflow performance, bottlenecks, SLA compliance, and opportunities for optimization.
- Human-in-the-loop capabilities: Easy verification interfaces and exception handling ensure accuracy while continuously improving the AI models.
How to choose the right document automation platform?
Choosing the right platform requires careful evaluation of your specific needs and processes. Here's what to prioritize:
- Does it handle your complete document lifecycle?Look beyond just one aspect. Can it capture documents from all your sources, process them intelligently, route them through complex workflows, and integrate with your downstream systems? Test with your real-world scenarios during trials.
- Does it handle your document complexity?Test the platform with your actual documents, including edge cases. Look for solutions that maintain high accuracy across document variations without requiring template updates for each new format.
- Can you build the workflows you need?Evaluate whether you can create your specific business processes, including multi-step approvals, conditional routing, and integration with existing systems. The best platforms let you start simple and add complexity as needed.
- How intelligent is the automation?Check if the platform can make smart decisions. Can it automatically classify documents? Extract data without templates? Route based on content? Handle exceptions intelligently? The more it can do without human intervention, the better your ROI.
- Can it scale with your business?Consider both volume and complexity. Will it handle your current document volume and grow with you? Can it manage simple two-step approvals today and complex multi-department workflows tomorrow? Look for platforms that offer both cloud scalability and performance guarantees.
- How well does it integrate?Your document automation platform needs to be the hub, not another silo. Check for pre-built connectors to your existing systems. Evaluate the API capabilities for custom integrations. Ensure it can both push and pull data from other systems seamlessly.
- Is it user-friendly for all stakeholders?The best platform is one people actually use. Look for intuitive interfaces for document submission, easy-to-use workflow designers that don't require coding, and mobile apps for approvals on the go. If it requires extensive training, adoption will suffer.
- What about security and compliance?Documents often contain sensitive information. Verify encryption standards, access controls, and audit capabilities. Check for compliance certifications relevant to your industry. Consider whether you need cloud, on-premise, or hybrid deployment options.
- How flexible is the platform?Your processes will evolve. Can you easily modify workflows? Add new document types? Change routing rules? Create custom fields? The platform should adapt to your business, not the other way around.
- What's the total cost of ownership?Look beyond license fees. Consider implementation costs, training needs, and ongoing maintenance. Platforms with better AI and automation capabilities might cost more upfront but save significantly through reduced manual work.
- How quickly can you deploy?Look for platforms with pre-built models and workflows that accelerate time-to-value. Avoid solutions requiring months of configuration or extensive IT involvement.
How document automation platforms transform business workflows
Leading platforms automate the entire document lifecycle:
- Capture: Documents arrive from multiple channels - email attachments, web uploads, mobile apps, scanners, or API integrations. AI automatically classifies each document type.
- Process: Intelligent extraction pulls key data using OCR and NLP. Business rules validate information, flag exceptions, and enrich data from external sources.
- Route: Smart workflows distribute documents based on type, content, or rules. Multi-level approvals, parallel processing, and conditional routing happen automatically.
- Collaborate: Teams review, comment, and approve documents through intuitive interfaces. Version control tracks all changes while maintaining a complete audit trail.
- Integrate: Processed data flows seamlessly to ERP, CRM, or other systems. Documents are archived according to retention policies, completing the automated lifecycle.
FAQs
What's the difference between document automation and document management?
Document management systems primarily focus on storing and organizing files. Document automation platforms go much further - they actively process documents, extract data, automate workflows, and integrate with business systems. Think of it as the difference between a filing cabinet and an intelligent assistant that handles your entire document workflow.
Can document automation platforms handle complex approval workflows?
Yes, modern platforms excel at complex workflows. They support multi-level approvals, parallel processing, conditional routing based on document content or values, automatic escalations, and delegation rules. You can design workflows that mirror your exact business processes, no matter how complex.
How long does it take to implement a document automation platform?
Implementation time varies based on complexity. Simple workflows can be live in days, while enterprise-wide deployments might take several months. Cloud-based platforms like Nanonets typically deploy faster than on-premise solutions. The key is starting with high-impact processes and expanding gradually.
What types of documents can be automated?
Almost any business document can be automated: invoices, purchase orders, contracts, HR forms, loan applications, insurance claims, shipping documents, and more. Modern platforms handle structured forms, semi-structured documents like invoices, and even unstructured documents like contracts or emails.
Do I need technical expertise to set up automation workflows?
The best platforms offer no-code or low-code workflow builders. Business users can design and modify workflows using visual interfaces. However, complex integrations or custom requirements might need IT support. Look for platforms that balance ease of use with advanced capabilities.
How do document automation platforms ensure compliance?
They provide built-in features like audit trails for every action, version control with rollback capabilities, retention policies with automatic archival/deletion, access controls and encryption, and compliance reporting for regulations like GDPR, HIPAA, and SOX. Many platforms also support electronic signatures that are legally binding.
Can these platforms work with my existing systems?
Yes, integration is a core feature. Look for platforms with pre-built connectors for common systems (ERP, CRM, accounting software), robust APIs for custom integrations, webhook support for real-time updates, and the ability to work with legacy systems through various protocols.
What ROI can I expect from document automation?
Organizations typically see 70-90% reduction in document processing time, 50-80% decrease in processing costs, near-elimination of data entry errors, faster approval cycles (days to hours), and improved compliance and customer satisfaction. ROI often becomes positive within 3-6 months.
How long does implementation typically take?
With modern cloud-based platforms like Nanonets, basic workflows can be live within days. Pre-trained models for common documents (invoices, receipts) work immediately. Custom workflows typically take 2-4 weeks to fully implement and optimize, depending on complexity.
What's the difference between OCR software and document automation platforms?
OCR software primarily converts images to text, while document automation platforms provide end-to-end workflow automation. Modern platforms include OCR as one component alongside workflow builders, integration capabilities, approval routing, and analytics. They transform entire business processes, not just individual documents.
Don’t take our word for it. See what others have to say
Dennis Elder
“There was a visible difference in how the app worked, and we were able to appeal to our customers by making it easy to pay bills”
Kale Flaspohler
“We are seeing a major difference in accuracy, as Nanonets provides a >95% accuracy which has helped cut down our processing time by ~50%.”
Catherine Gallagher
“Nanonets' direct integration with SAP helped SaltPay automate a crucial part of their Accounts Payable process”
Luke Faulkner
“Tapi has been able to save 70% on invoicing costs, improve customer experience by turnaround of seconds from >6hrs and free up staff members from tedious work”
Ryan Hess
"I have built a relationship with Nanonets which is an important ideal of ACM and it feels now as if they are part of the family."
Tay Kim
"A great product and amazing customer support. Their response time was amazing. They went an extra mile to figure a plan that helps us scale our business."
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