ZapsDocs
From Business Data to Documents. Automatically.
Generate business documents, extract information from incoming PDFs using AI, and streamline document approvals — all through a configurable platform designed to work alongside your existing business systems.
Dedicated cloud deployment, configured to your document formats, branding and approval rules.
16
Document Types
Customer · HR · Supplier · General
Review-first
AI Extraction
Every extracted field is checked before it's saved
~15 days
Standard Setup
Business days · your templates, branding & rules
Four capabilities. One configurable platform.
Approved templates and structured business data
Extract information from supported source documents
Review, approval and audit trail
Connect through supported integration options
Features
Four modules that cover your document lifecycle — creation, extraction, approval, and management.
Create quotations, invoices, HR letters and agreements with auto-numbering, tax calculations, and professional templates.
Upload customer POs or supplier quotations as PDF — AI extracts data and auto-populates your documents.
Move documents through Draft → Pending → Approved with email notifications and complete audit trail.
Role-based access, multi-currency support, master data management, and company branding in one place.
Built for
Manufacturing & trading, professional services, IT, education, and HR & payroll — wherever quotations, invoices, letters, and approvals pile up.
Works alongside your systems
ERP and CRM systems manage business records and transactions. ZapsDocs automates what happens around that data: creating branded documents from it, extracting information from the PDFs your customers and suppliers send, and moving each document through review and approval.
How we're different
The alternatives are both do-it-yourself: assemble a stack of separate tools, or wrestle Word and Excel templates. ZapsDocs is configured for you, with one setup fee and one annual maintenance contract (AMC).
| ZapsDocsDone for you | Do-it-yourself suite5+ separate tools | Word / Excel templatesBy hand | |
|---|---|---|---|
| Setup | Done for you — your branding, data & approval rules configured. | You assemble and configure each tool yourself. | You build and maintain every template by hand. |
| Documents | Quotes, invoices, HR & legal letters — in one tool. | Spread across separate apps you stitch together. | Scattered files across folders and inboxes. |
| Approvals | Built-in workflow with email notifications & audit trail. | Varies by tool; often manual or a paid add-on. | Email chains and manual sign-off. |
| Output | Letterhead-ready professional PDFs, every time. | Inconsistent look across different tools. | Depends who edited it last. |
| Upkeep | Annual maintenance contract (AMC) covering platform updates and support; new document types scoped with you. | Multiple subscriptions & vendors to manage. | On you, forever. |
| Cost model | A one-time setup fee plus an annual AMC — no per-seat subscriptions to add up. | Several per-seat subscriptions that grow with headcount. | “Free” — until you count the hours. |
Standard setup in about 15 business days
Your branding, data, and approval rules applied to a proven process — the same setup every time, personalized to your business. The 15-business-day timeline covers a standard configuration; custom templates or integrations are scheduled with you.
Built for finance and operations teams who send the same documents, over and over, and need them consistent, approved, and on-brand.
Add company profile, upload logo, configure bank accounts and tax types. Your letterhead is ready.
Import customers, employees, and interns. Auto-generated codes keep your data organized.
Generate documents from templates, submit for approval, get email notifications. Download professional PDFs.
View all documents by type, customer, or status. Export reports. Manage multi-currency invoicing.
Before / After
Same invoice, two worlds. The manual version drifts every time someone touches it. ZapsDocs generates the approved, letterhead-ready version — consistently.
Product
Four core modules that work together to manage your documents. Switch between them seamlessly.
Quotations, invoices, customer POs, proforma invoices, and service reports with tax calculations.
Offer letters, salary certificates, experience letters, relieving letters, and internship letters.
Supplier quotations and purchase orders with vendor management integration.
Plain letters, annexure letters, annexure documents, and agreements for business correspondence.
Upload customer POs or supplier quotations as PDF or scanned images for instant processing.
Advanced OCR extracts text from typed PDFs, scanned documents, and even photos.
AI intelligently maps extracted data to correct document fields regardless of source format.
Review extracted data, make corrections if needed, and save to create your document instantly.
Three-state workflow ensures every document goes through proper review before finalization.
Automatic alerts when documents are submitted, approved, or rejected.
Mandatory comments on rejection help creators fix issues and resubmit quickly.
Complete log of who approved/rejected, when, and why for compliance.
Logo, address, GST/Tax ID, and contact details auto-applied to all document letterheads.
Multiple bank accounts for different currencies, selectable per document.
Define tax types (GST, VAT, etc.) with rates for automatic line-item calculations.
Signatory name, designation, and seal area for document authorization.
Built specifically for teams that need professional document automation without enterprise complexity.
Stop copying Word files between folders. Create documents from a structured form in your approved format, with auto-numbering.
Structured formsUpload a PO or quotation PDF and let AI extract the data — reducing manual retyping and helping minimize data-entry errors.
Every document goes through a proper approval chain. No more email approvals or missed requests.
Customer docs, HR letters, supplier documents, agreements — all created, approved, and managed in one place.
One place for every documentBill in your customer's currency, track in your base currency, at the exchange rates you set.
Your document formats, data, business rules and approval workflows are configured to your requirements; deploy on dedicated cloud; connect your systems through the REST API.
Configured for youTestimonials
Teams that moved their quotations, invoices and HR letters onto ZapsDocs.
“We've reduced document creation time by 90%. What took our team 30 minutes per quotation now takes 3 minutes. The AI extraction of customer POs has eliminated data entry errors completely.”
“During audit season, we hire 20+ articleship students. ZapsDocs lets us generate all appointment letters and agreements in under 10 minutes. The approval workflow ensures partners review everything before sending.”
“We hire 5-10 developers every month. ZapsDocs automated our entire onboarding—offer letters, NDAs, appointment letters—all generated in minutes. Our HR team now focuses on candidate experience instead of paperwork.”
Articles
Guide ·
Manual quotations, invoices and HR letters cost more time than most teams realise. How to pick the first process to automate, without replacing your ERP or CRM.
Read more
Case study ·
How a Dubai marine services firm cut quote-to-invoice time from 30 minutes to 3 with ZapsDocs: AI PO extraction, multi-currency billing, offline reports.
Read moreEcosystem
ZapsDocs integrates with email, PDF generation, Excel export, WhatsApp, and your existing tools.
Automatic email alerts for document approvals, rejections, and status changes.
Generate professional PDFs with letterhead, bank details, and authorized signatory.
Download customer lists, employee data, and document reports as Excel or CSV.
Send document notifications and approval reminders via WhatsApp.
Connect ZapsDocs with your existing ERP or CRM using our REST API.
Put your business documents on autopilot — branded, approved, and audit-ready.