• Documents · Next.js
  • Measured 10.10.2025

Automation of document flow: contracts, invoices and acts from data, not from copying

Automation of document flow for business begins not with a program, but with a simple calculation: how many times the same details are rewritten by hand until the agreement turns into a signed act. Usually - from three to five. We have traveled this path ourselves: the agency's own system has been in operation since October 2025, and signing a contract in it automatically generates an invoice and a deed, there is no separate manual operation.

See how it works
Price
after a free audit
Guarantee
30 days after project sign-off
Term
15-60 working days depending on the number of document types
after a free audit
Price
30
Guarantee

days after project sign-off

15-60
Term

working days depending on the number of document types

after a free analysis of the document flow
Cost
own CRM in production since 10.10.2025, 958 commits
Tested on myself
a single source of props instead of copies in files
What gives the most
On time, bank, fiscalization
Exchange of documents
What's included

Complete list of work and what you get as a result

  • Templates of documents with substitution of client data and agreement — contract, additional agreement, invoice, act.
  • A single source of details: the counterparty is prepared in one place, and not in each document separately.
  • Automatic creation of an invoice and act after signing the contract, without a separate manual action.
  • Versions of the document and comments on them — you can see who changed what and which version is valid.
  • Conditional blocks in the template: the clause about the guarantee or about the portfolio appears only where it is relevant, and the numbering is rearranged by itself.
  • Currency conversion at the exchange rate on the date of issue, while preserving the exchange rate itself — so that the account can be reproduced.
  • Exchange with the service of electronic document circulation and uploading in PDF and DOCX.
  • Reminders about unpaid bills are a background task, not a manager's memory.
When this service isn't right

What's not included — so there are no surprises at delivery

  • Accounting and reporting is the work of an accountant, we only give him clean data.
  • Legal examination of contract texts: the template is filled out by you or your lawyer.
  • Qualified electronic signature as a service — we connect yours, it can only be issued by an accredited center.
  • Replacement of accountant or lawyer. Automation removes duplication, not responsibility.
Who it's for

Situations where this service delivers results

Scenario 1 of 4

FOP or a small company where the documents are kept by the owner

Each new client is a copy of the previous contract with the details edited. An error in the IBAN or in the name of the counterparty is revealed when the client is no longer able to pay. Automation here removes not the work, but the fear of error.

We'll review your situation in a free audit

Instead of a price fork, there is a free analysis of the document flow

Let's see how documents are created for you now: how many times the same data is rewritten by hand and where exactly errors appear.

What we measure

  • One document pathfrom the agreement to the signed act - how many people and copies between them
  • Sources of truthwhere are the client's details and how many places do you have to manage when changing them
  • Types of documentswhich of them are really different, and which are variations of the same template with conditional blocks
  • Exchange with external systemsOn time, the bank, fiscalization, accounting — what is already connected, and what is done manually
  • Currency and ratewhether the exchange rate is fixed on the invoice date and where it is taken from

What you get

  • diagram of the current document path with manual steps marked
  • a list of places where the same data is entered repeatedly
  • what can be automated first and how it will change the work
  • evaluation of works with a breakdown by stages

Timeline: 2-3 working days

Why is it free

Everyone has their own document flow: some have two types of documents, others have a constructor with conditional blocks, versions, and approval. It is impossible to guess the volume without analysis.

What's next

You receive a written scheme and an estimate. Then you decide for yourself - the analysis does not oblige you to anything.

Short form: your contact and site URL

  • Contract, act and 30-day warranty

    Every project gets a written contract: scope, deadlines, amount, acceptance procedure. After delivery — act and invoice, then 30 calendar days of warranty.

  • Sole proprietor & bank transfer

    The contractor is a registered sole proprietor. Payment by invoice with closing documents.

  • Rights & access — yours

    Code, design and materials transfer to you after full payment. Domain, hosting, repository and analytics are registered to you.

  • Client portal instead of email chains

    During the project you get access to a portal: contracts, invoices, acts and project status in one place.

  • European clients

    Among our work — projects for Norway, Bulgaria, Moldova and Spain.

  • Verifiable numbers

    Every case in the portfolio comes with a link to a live site and a technical measurement.

  • Audit first, then pricing

    There is no price list on the site intentionally: the scope of the same work differs multiples between clients.

  • We say "no" when unsure

    If the task isn't ours or the deadline is unrealistic — we tell you upfront.

What affects the price

Why two seemingly identical tasks are priced differently

  • Number of types of documentsThe contract and the invoice are one volume. A contract with additional agreements, specifications, acts and conditional blocks is fundamentally different: there, each block has its own appearance rules.
  • Agreement withinIf multiple people read a document, you need versions, comments, and an understanding of which revision is in effect. This is a separate subsystem, not a field in a table.
  • Exchange with external systemsDownloading PDF is fast. Two-way exchange with an electronic document management service, a bank and fiscalization is longer, because each side has its own rules and its own failures.
  • Currency and rateThe amount in euros converted into hryvnias on the date of the invoice requires keeping the exchange rates themselves. Otherwise, the document cannot be retroactively reproduced, which is exactly what the check is asking for.
  • The status of your dataIf the details currently live in files and correspondence, the first job will be to bring them into one place. This is the least visible part of the project and often the largest.
  • A new system or modification of an existing oneIt's usually cheaper to build document generation into what you already have — but only if there's room to build it. It shows resolution.
Cases

Tasks and results in numbers — all metrics measured by us

the agency's own CRM: agreements, contracts, invoices, acts, projects and the client portal

Task
Stop running the agency in correspondence and spreadsheets: consolidate agreements, contracts with versions, accounts and acts into one system — and make documents born from data, not hand-written.
Solution
Next.js application with Supabase and Prisma. Constructor of contracts with templates, versions, comments and conditional blocks; signing the contract automatically generates invoices and a deed. NBU exchange rate with daily snapshots for conversion of EUR to hryvnia on the invoice date, exchange of documents with Vchasno, fiscalization via Checkbox.
Result
Measured on 08/02/2026: system is up and running, first server response 188ms, the fastest response of any project we've measured. 489 server routes, 142 pages, 20 tables in the data schema, and 35 scheduled background jobs. 958 commits in 10 months of continuous work.

Ukrainian SaaS platform for AI rewriting of online store product descriptions

Task
Build a web application that imports catalogs from marketplaces, rewrites the descriptions, and sells it on a transparent pay-as-you-go model.
Solution
Application on Next.js with import of directories in four formats, customization of text style and SEO structure, public part and markup for search.
Result
Measured on 07/31/2026: TTFB 0.22s at 141KB HTML, the fastest response of the 16 portfolio sites measured at that time. 8 public pages, JSON-LD markup with SoftwareApplication, Offer, Organization, WebSite and FAQPage, working PWA manifest.

Did not find your case?

Describe how it works on your side — we will tell you whether “Automation of document flow: contracts, invoices, acts” fits and what it means in your situation. No brief and no call: one question, one answer.

Process steps

Transparent stages with approval at every step

Total duration:15–60 days

  1. Analysis of document flow

    2-3 days

    We go through the path of one document from the agreement to the act and record each manual step.

  2. Data model

    3–5 days

    A client, an agreement, a contract, an account, an act and the connections between them. Here it is decided what will be the only source of truth.

  3. Templates and conditional blocks

    5–15 days

    We transfer your documents into templates with a placeholder. Blocks that are not always needed become conditional with automatic numbering.

  4. Chain of events

    3–10 days

    Signing the contract generates an invoice and a deed; payment changes status. This is where manual work disappears.

  5. Exchange with external systems

    5–20 days

    Electronic document management, bank, fiscalization — as needed and in turn, each one step at a time.

  6. Data transfer and learning

    2–7 days

    We introduce existing contractors and show the work to those who will use it every day.

Technologies & integrations

What we build on and what it connects to

Stack

  • Next.js
  • TypeScript
  • PostgreSQL
  • Prisma
  • Supabase

Integrations

  • In time
  • monobank
  • Checkbox
  • Documento
  • Google Drive
Own system or boxed CRM

How this option differs from the alternative

Your contract templatecarried as is, with all caveats
Ukrainian realitiesrate of the NBU on the date, FOP and VAT, Timely, Checkbox
Entrance feehigher: this is development
What will happen in a yearthe system is yours, changing with the process
What we need from you

We can't start without this — best to prepare in advance

  1. samples of your documents in their current form
  2. a list of details that vary from client to client
  3. who and at what step approves the document
  4. whether an exchange with an electronic document circulation service is required
  5. in which currency are the accounts and whether conversion is required

If something is missing — let us know, we'll help you gather it or do it as a separate task.

FAQ

Most frequently asked questions — with concrete answers

Where to start if there are many documents and all of them are different?

By counting how many times the same data is re-entered. It usually turns out that there are fewer "different" documents than it seems: most are variations of the same template with conditional blocks. This is what the free analysis shows, and this is what the scope of work comes from.

Isn't it easier to take a ready-made CRM?

It's often easier, and we'll be honest about it at the debriefing. The box wins as long as your process matches what it can do. The system is justified when the contract template is complex, when Ukrainian realities are needed — the NBU exchange rate for the date, FOP and VAT, Timely, fiscalization — or when the subscription to the box is already comparable to the development cost.

How long will it run?

From 15 working days, if there are two or three types of documents and exchange with external systems is not required. Up to 60 if there are approvals, versions, multiple currencies and two-way exchange. We name the exact term after the analysis — it is a range, not a promise.

What will happen to our existing contracts?

They remain as they are. Automation applies to new documents; historical ones can be entered into the system for search and accounting, but it makes no sense to rewrite them - it is work without results.

How about a signature?

Connect the one you already use. Only an accredited center can issue a qualified electronic signature, the contractor is useless here. Our part is that the document goes to the signature in the correct form and returns with it to the system.

We have accounts in euros, but they pay in hryvnias. What about the course?

The course should be saved with the document and not re-taken each time it is opened. In our own system, we take daily snapshots of the NBU exchange rate, so the account can be reproduced retroactively — and this is exactly the question that the inspection asks.

Will the system itself send documents to clients?

Technically yes, but we advise against enabling it from day one. In your own CRM, automatic sending of letters to customers is behind a switch and is typically turned off: a letter to a customer is a conscious human action. Automatic mailing is rarely wrong, but every mistake goes out.

Who will accompany it later?

Either we or your developer — the code and data are yours. This is a fundamental difference from the box: if we part ways, the system remains operational and does not turn into a blocked subscription.

Let's start with an analysis, not an estimate

Show how you are now creating one contract — from agreement to act. In 2-3 working days, we will return with a diagram where all manual steps are marked, and we will say what should be automated first, and what should not be done at all.

From measured casesMeasured on 07/31/2026: TTFB 0.22s at 141KB HTML, the fastest response of the 16 portfolio sites measured at that time

View cases
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  • No commitment
  • We work under a contract

There is no price list on the site on purpose: the same work differs several times over between two clients, and a “from” figure explains nothing in that case. First a free audit — we count your pages, duplicates and speed — then we name the sum and the deadline and fix both in the contract.