Automate these legal documents to improve efficiency

Last updated: 2021-04-13 (originally published on 2016-12-14)   — by Zegal

Every business strives to stay on the correct side of the law.

Each time you establish a business relationship with a purchaser or supplier, you definitely want to document the rights and obligations of both parties. This ensures that both sides are on the same page when it comes to payments, timeline, and other deliverables. The same goes for every time you hire a new employee or rent out your office space to a new tenant.

But are you spending more time than necessary on legal administration? There are many legal documents that you may use regularly for managing business relationships; and the need to repeatedly draft, check, and edit documents can take up a significant slice of your time, especially for a fast-growing business. Not to mention you may be prone to make careless mistakes hence subjecting your business to unwanted risk.

Automate these legal documents to improve efficiency

 

Did you know that it is possible to automate the process of putting together legal documentation?  

Here are 4 key reasons why it’s worth doing:

  1. Improve accuracy. Document automation technology ensures that any information you insert later are accurate, consistent, and in all the right places. Built-in controls can make sure important details are not overlooked, or inconsistent answers entered. Certain mathematical calculations, or dates, can be calculated automatically reducing the risk of human error.
  2. Reduce external legal spend. With document automation, you can quickly and effortlessly come up with a first draft of the document on your own, before seeking professional advice from a lawyer who reviews your document.
  3. Make full use of the precedents you have invested in. We know that your document templates usually contain a lot of balloon comments, footnotes, or inline guidance which users have to delete, [along with the square brackets] and highlighting. Instead of having to scroll through a document painstakingly to make sure that all the fields have been correctly filled out, automating your frequently used precedents will make them simpler to use.
  4. Improve efficiency & lower cost. With document automation you can produce documents at 10 times the rate, particularly if you generate multiple documents from a single questionnaire or are just pulling in information from other systems. If you have split your precedents into different versions (e.g. IT and non-IT services agreements), automation allows you to bring them back together so you have only one document to maintain. You can choose which version you want from a question, and all the relevant differences can be inserted or removed. If you change your mind later, you can come back and change the answer, and all the changes will flow through – there’s no need to start again with a fresh document.

Source: LawHawk

Employment Contract automation

Document automation technology such as Zegal Document automation helps you produce legal documents 10x faster, keeps them accurate and consistent, and contain built-in controls to ensure important details are not overlooked or entered inconsistently.

Start managing your legal needs with Zegal today.

Here are 3 types of documents that your business should consider automating:

1) Agreements for supply of goods and services

This is the core of your business and it is not a surprise that many companies would have multiple precedents in this area (e.g. long form/short form, buyer/customer/balanced, IT/Non-IT). Automation allows you to combine all these into a single document with questions that control which options are included. By having a menu of options the deal with issues such as intellectual property (IP) ownership, limitations of liability and insurance, you can give your employees the flexibility to deal with the typical negotiation points that will come up.

Agreements that we recommend you automate include:-

  • Sale of Goods Agreement & Supply of Services Agreement: Before a product reaches its final destination, it may pass through the hands of international manufacturers and distributors. Similarly, when you enter into an agreement with a supplier of services, there are so many terms to agree on (price, timetable, and standards of services etc). Automating these documents helps you make sure that you don’t miss any of the essential considerations and that each section of the document is correctly filled out.  
  • Purchase Order: If your clients or customers are placing repeat orders for your goods or services, you might want to consider providing a standard Purchase Order so that they can make repeat orders as and when they need them.
  • Invoice: An Invoice is vital, given that cash flow is vital to any business and getting the money you are owed by your customers or clients is key to survival. Automating your Invoices saves you time on generating this crucial document.

Learn more about Managing Cash Flow.
Download our free eBook:Download free eBook: Manage Cash Flow

2) Employment agreements and related documents

Employment Agreements are considered complex documents that ask for many variables (think: salary, benefits, hours, holiday, sickness, termination, confidentiality, etc.) and must be be highly-customised for each employee you bring on-board. Automating this would save you significant time and cost!

 

3) Company secretarial documents

There are a whole host of requirements you have to meet as a business, whether under the Companies Act in Singapore or the Companies Ordinance in Hong Kong. Getting through all that paperwork is often a hassle and time-consuming! Document automation can help you quickly and consistently prepare these frequently used documents, and eliminate worry about whether your documentation is in compliance with the most updated regulations.

Yes, the list looks daunting – exactly why you should have these documents automated!

Do you know what to look out for when selecting a Company Secretary that is right for your business?

 

Document automation is the way to go for improved efficiency, as well as save time and cost.

With Zegal, you get access to all the legal documents that your business needs, as well as automate your most frequently used documents so that you can create them at a 10x faster rate than you do today.

Our intuitive document builder and automation technology increases your business and legal productivity by letting you do the following:

  1. Identify: Find the legal document you need from our extensive document library of 500+ ready-to-use documents, localised for use in Hong Kong, Singapore, Malaysia, and New Zealand.
  2. Customise: Tailor legal documents for your specific needs. Find out how easy it is with our step-by-step question-and-answer interface.
  3. Share & e-sign: Finalise agreements on-the-spot or over the cloud! Truly seamless, truly paperless.
  4. Store & manage: All your legal documents in one place. Sort via folders, manage permissions, and access the latest document anytime, anywhere.

Watch our Document Builder in action:

With Zegal, you:

  • Manage legal at your fingertips. Legal on-demand: wherever you want, whenever you want. Let our document builder guide you through the process of creating even the most complex legal documents from start to finish.
  • Always have the latest document on hand. Never have to wonder “is that the latest version?” again. Yes, the law changes. But we’ll keep our documents up-to-date, so you don’t have to.
  • Enjoy predictable legal spend. One legal expense to meet your everyday legal needs throughout your business lifecycle.
  • Have your legal department in the cloud. Don’t wait till a problem happens that you call an attorney. We work hand-in-hand with you so you get legal right from the outset, and prevent problems from arising in the first place.

Have existing documents? Prefer to use your own template?

Let us automate it for you.

Contact us to learn more about Document Automation

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