Automating Document Generation for an EdTech Company: How to Eliminate Errors and Accelerate Sales

The Challenge: Critical Errors in Document Workflow During a Growth Phase

An EdTech company, during a period of intensive scaling, faced systemic problems in the process of creating document packages for clients (contracts, invoices, offers). The sales department manually generated dozens of documents daily, which led to critical consequences.

Problems:

• 10% of documents contained errors that were discovered after the fact.

• Significant time was spent correcting and recreating documents.

• Slow application processing speed despite a growing flow of leads.

• Human error was the primary source of mistakes.

Business Goals:

Management set the objective to radically increase the speed of document creation and completely eliminate errors amid a sharp increase in sales and lead generation.

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The Technical Solution: An Integrated Automation System

We developed a comprehensive document workflow automation system on the Wix platform using the Velo API, fully integrated with existing business processes.

System Architecture

User Interface for the Sales Department:

• A secure, authorized section within the familiar Wix dashboard interface.

• A document generation page with automatic data population.

• A document management system with filtering by specialist, client, and date.

• Functionality to edit and delete created documents.

Integration with Wix CRM:

A personalized link is automatically placed in each client's profile, providing a direct path to create or edit documents for that specific client.

Error Prevention System

Automatic Data Population:

Client information is extracted directly from the CRM, with no option for specialists to edit it.

The system requires confirmation of data accuracy, with the option to return to the client's profile to add or correct information.

Automated Directories:

Data for documents is sourced from a centralized database via dependent drop-down lists, eliminating the possibility of incorrect data entry.

Automatic Numbering:

Document numbers and dates are generated automatically by the system using Wix Invoices, which eliminates duplication and sequence errors.

Technical Implementation of Generation

Documents are generated from templates using variables, sent to an external PDF service, and then returned to the system. They are saved in the database, and download links are automatically created.

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Implementation Results

The qualitative improvements in the system's performance exceeded expectations. The complete elimination of errors in documents (a reduction from 10% to 0%) removed the need to regenerate documents and the associated time loss. The system ensured full standardization of the document creation process, removing the impact of human error on the quality of the results.

Quantitative metrics demonstrated a manifold increase in document creation speed and a significant rise in the sales department's daily productivity. Automation allowed the company to process a growing flow of leads without needing to expand its staff, a critical advantage during intensive business scaling.

The system's operational benefits were evident in its autonomy, requiring minimal technical support. The solution's scalable architecture has laid the foundation for future integrations with student portals, and its full integration with existing business processes ensured a seamless rollout without disrupting company operations.

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Strategic Importance

The implemented solution provided the EdTech company with a technological foundation to scale sales without a proportional increase in operational costs. The system became a critical tool for supporting business growth during a period of intense expansion in the educational market.

This document workflow automation demonstrated the Wix platform's capability to create enterprise-level solutions that can be fully integrated into a company's existing business ecosystem.

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The Technology Stack for This Solution:

Wix Platform Solutions:

Wix Velo — Server-side development and system business logic
Wix CMS Collections — "Docs" collection for storing document metadata.
Wix CRM (Contacts) — Integration with the client database and automatic data population
Wix Invoices API — Automatic generation of document numbers and dates.
Wix Members API — Authorization and identification system for specialists.
Wix Data API — Database operations (saving, filtering, searching). 
Wix Media Manager API — File management, folder creation, document uploading and deletion.
Wix Window API — Modal windows for action confirmation.
Wix Location API — Management of URL parameters and navigation.

External Services & Libraries:

PDF Generator API, Moment.js, JSON2CSV Parser 

Contact us – we will help you digitalize important business processes and optimize the work of your employees: welcome@parnii.de