Streamlining Operations: Automated Contract & PDF Generation for Axart Group
The Challenge
Axart Group's contract process was a significant operational bottleneck. For every new contract, a team member had to manually create, populate, and send multiple PDF documents to various parties. This process was not only time-consuming, taking up days of work each month, but also prone to delays which directly impacted cash flow. With contract details scattered across individual PDF files, there was no central source of truth, making financial tracking and reporting incredibly difficult. The entire workload fell on one person, creating a critical dependency and preventing them from focusing on higher-value tasks.
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We implemented a robust automation that completely re-engineered the contract workflow. The core of the solution is a master Google Sheet that now serves as the single source of truth for all contract data. An automation, built on Make.com, constantly monitors this spreadsheet for new entries. When a new contract is added, the system automatically triggers a multi-step process: it dynamically generates a complete set of professional, pre-filled PDF documents based on templates. These PDFs are then automatically emailed to the correct contractors and simultaneously archived in the company's digital storage. As an additional benefit, the centralized data in the spreadsheet now feeds an interactive dashboard, giving the management team a real-time, visual overview of contract values, financial statuses, and key business metrics.
Technologies & Tools
Implementation Timeline
2 Weeks from start to full deployment
The Results
Reduced the monthly time spent on contract administration from an entire person's multi-day effort to just two hours of raw data entry.
Eliminated delays in preparing and sending contracts, ensuring timely invoicing and payments.
Freed up a key employee entirely, allowing them to focus on strategic growth activities instead of repetitive paperwork.
Centralized data provides a live, interactive dashboard for tracking contract value and financial health.
Automated data population from a single source of truth virtually eliminated manual entry errors.
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Start Your TransformationWhat Our Client Says
"This automation didn't just save us time; it fundamentally changed how we operate. What used to be a constant source of stress and delays is now a process that runs itself flawlessly in the background. Our cash flow is more predictable, and having a live dashboard of our contracts has given us a level of control we never had before. It truly saved the day."
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