Document Automation: invoices and contracts that send themselves

Any document that is the same shape every time with different details: invoices, receipts, quotes, statements, contracts, booking confirmations and certificates are the usual ones. The package covers up to five documents and the emails that send them. On GigXchange one renderer prints invoices, receipts, statements, compliance checklists and flyers, with contracts made the same way, so the approach is proven on more than the basics.

Usually yes - the documents can be made from your booking system, shop or spreadsheet and the totals passed on to your accounts. Most popular accounting tools have an official way in for this, and we check yours in writing before you pay. If your accounting software already sends invoices well, we leave that part alone and automate the documents it does not make, such as contracts and statements.

A UK invoice needs a unique number, your business name and address, the customer's name and address, the date, what you supplied, the amount and, if you are VAT registered, the VAT details. The full list is in HMRC's guide to what an invoice must include. We build those fields in from the start, and the numbering runs in order so there are no gaps or repeats.

No - the terms come from you or your solicitor, and we make the document that carries them. We turn your terms into a template that fills in the parties, dates, prices and job details, then prints a clean PDF ready to sign. If your terms change, you send the new wording and the template is updated in one place, so an old version cannot be sent by mistake.

Setup is a one-off £399, and running costs are usually small because each document is made only when it is needed. It runs on your own account with the hosting provider, so any bill comes to you directly with nothing marked up. Each document type has a daily cap, the same rule GigXchange uses. For caps across all your cloud and AI bills, see Cloud Cost Controls.

For the first two weeks every document waits for your approval before it is sent, so you see the real ones before the system sends alone. After that, a mistake comes from the data, not the template - so we fix it at the source and every later document is right. A wrong invoice is cancelled with a credit note under its own number, never deleted, so your records stay straight.

A limited company must show its name on all its documents, and its company number, place of registration and registered office address on business letters, order forms and websites. The rules are in the government guide to company signs and stationery. We put them in the footer of every document and email once, so they are never left off - GigXchange does the same on every outreach email. Sole traders have lighter rules, and we follow those instead.

Yes - once your email design exists, any message that follows a pattern can use it: booking confirmations, appointment reminders, review requests. GigXchange keeps 43 designed email templates in one folder, so this is well-worn ground. If you also want to win new business by email, Compliant Outbound uses the same footer and design. For jobs that run on their own overnight, such as chasing follow-ups, see Autonomous Agent Operations.