Automated Document Generation
with PDF Butler on Salesforce
An Australian accounting software provider was generating 200–400 quotes a month by hand — copy-pasting CRM data into Word, sending mismatched documents, and losing deals to slow turnaround. We rebuilt their entire document workflow on PDF Butler and Salesforce Flow, and handed them back control they didn't know they'd lost.
per document generated
in quotes and proposals
to customers
any Salesforce record
every customer document
- Active Salesforce instance — Sales Cloud or custom objects capturing quote data
- Defined document templates — current Word/PDF templates mapped to your process
- Product & pricing data in Salesforce — standardised objects with pricing tiers
- Sales team buy-in — willingness to adopt a new document workflow
- Brand assets ready — logo, colour palette, and typography files accessible
- 10–12 week commitment — discovery, build, test, and training
- How to eliminate quote errors by binding live Salesforce data to pixel-perfect PDF templates
- How to enforce brand consistency with one centralised template engine
- How to automate document triggers via Salesforce Flow on stage changes
- How to handle dynamic content — conditional logic for multi-region and multi-product deals
- How to build a compliance audit trail with every document versioned and timestamped
A Growing SaaS Business That Had Outgrown Manual Documents
By the time Arrowquip engaged Twopir, the company had grown to serve thousands of mid-market customers across APAC — but their document generation process hadn't evolved with them. Sales reps still manually compiled quotes by switching between Salesforce, Word, and email. Errors accumulated: wrong pricing tiers, mismatched product specs, unsigned documents that delayed deals by 3–5 days on average.
Prior Salesforce consulting engagements had delivered a solid CRM foundation, but no one had tackled the manual document workflow. Arrowquip needed a single source of truth — one where live Salesforce data flowed directly into branded, error-proof PDFs. That's where PDF Butler and Twopir's integration expertise came in.
Three Operational Gaps That Were Killing Efficiency
Moving past the surface-level complaint of "our quotes take too long" revealed three distinct failures — each with a direct, measurable cost to the business and to client relationships.
Manual, Error-Prone Document Generation
Sales reps manually copy-pasted product configurations, pricing tables, and client details into Word or PDF documents. This was slow, inconsistent, and frequently led to errors — wrong pricing tiers, mismatched product specs, or missing approval signatures — that damaged client trust and delayed deal closure. Complex multi-product quotes could take 2+ hours to assemble from scratch.
No Brand Consistency Across Documents
Documents produced across the sales team varied in layout, font, and content structure. Without a centralised template engine, maintaining Arrowquip's professional brand identity was impossible to enforce at scale — some quotes used outdated logos, others had inconsistent pricing formats. Finance couldn't govern what was going out the door.
Salesforce Data and Documents Were Completely Disconnected
Critical Opportunity and Quote data lived inside Salesforce, but pulling it into a formatted document required manual extraction. There was no live link between CRM records and output documents — any update to pricing or product details meant recreating the entire document from scratch, and there was no audit trail for which version of a document a client had actually received.
How We Structured the Engagement
We've implemented PDF Butler on Salesforce for software companies, professional services firms, and enterprise sales teams across Australia, the US, and the UAE. Our approach is always document-workflow-first — before we configure a single template, we map how documents move from data entry to the client's inbox. Then we build around that reality.
Discovery — Mapping the Document Workflow
Before any configuration work, we spent time inside the business. We ran workshops with Arrowquip's sales, operations, and finance teams — mapping every touchpoint from lead inquiry to signed order confirmation. We audited all active Word and PDF templates in use, categorised them by document type, and identified where consolidation was possible. The output: 15+ template variants rationalised into 4 master templates, prioritised by volume and error impact for phased rollout.
We also reviewed the prior Salesforce implementation to understand exactly what the data model looked like, so our template field mappings would work against the actual org — not an assumed one.
Template Design and Configuration in PDF Butler
Using PDF Butler's template builder, we designed fully branded document templates incorporating Arrowquip's logo, colour palette, and typography — with dynamic field mappings to Salesforce objects (Opportunity, Quote, Product, Account). We built conditional logic to handle multi-product configurations, regional pricing variations, and optional approval signature blocks based on deal value.
Each template was tested against real Salesforce data to ensure accurate field binding, correct calculation of totals, and proper rendering across all edge cases — long product names, large product lists, zero-value line items.
Salesforce Flow Integration and Document Automation
We wired PDF generation into Salesforce Flows and process automations, enabling documents to be triggered automatically on stage changes or manual button clicks. We created custom actions on the Opportunity record so sales reps can generate a professional PDF quote in a single click from within Salesforce. When an Opportunity moves to "Proposal Sent," a quote confirmation PDF is automatically generated and emailed to the customer — no manual steps.
Generated PDFs are stored directly against the Salesforce record in a versioned manner, creating a complete, timestamped audit trail. Email routing sends documents to the right stakeholders — sales reps, finance for approval, customers for execution — all within the automation.
Testing and Quality Assurance
We executed comprehensive testing across all document types and edge cases: single-product quotes, multi-product deals with bundled pricing, regional variants with localised currency, and high-value deals requiring director sign-off. We stress-tested templates with real Salesforce data — including long product names, large product lists, and extreme pricing scenarios.
We validated that all Flow automations triggered correctly on stage change, PDFs were properly versioned and attached to records, and emails reached the right stakeholders with the correct document variant. Load testing confirmed PDF generation created no Salesforce API bottlenecks under peak quote volume.
Role-Based Training and Team Handover
We delivered role-based training sessions for sales reps (how to generate quotes and manage approvals), finance (how to audit documents and govern approval workflows), and operations/admins (how to modify templates, add new document types, and manage user access). Training was delivered as live workshops and recorded sessions for asynchronous learning.
We created comprehensive knowledge base documentation covering template modification, troubleshooting, and best practices. After handover, the Arrowquip team owns the template library completely — no developer or vendor involvement required for ongoing changes. Four weeks of post-go-live hypercare support followed go-live, with daily monitoring and fine-tuning based on real-world usage.
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What Changed — In Numbers and In Practice
Within 30 days of go-live, the sales team reported a dramatic shift: quote generation went from a 2-hour manual job to a single click. Within 90 days, pricing errors had virtually disappeared. By month 6, Arrowquip was scaling their sales operations without hiring additional proposal specialists — because the system had absorbed that work.
"Before, creating a complex quote with multiple product lines took 90 minutes of manual work. Now it's instant — and without the risk of pricing errors. It freed up our entire proposals team to focus on client relationships instead of paperwork."
— Twopir Project Lead · Australian Accounting Software Company Engagement · 2026What Software Companies Ask Before Working With Us
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