Provide the information once
Start with the customer, site or job details already held in your CRM, job system or another agreed source.
An OTB Optimisations pilot
Stop wasting hours creating repetitive paperwork
Your customer and job information may already be sitting in a CRM or job system. Paperwork Assistant helps turn that information into the contracts, service agreements and bespoke documents your business needs — without copying the same details again and again.
- Built for repetitive, document-heavy workflows
- You review the paperwork before using it
- Pilot-led: test the fit before wider rollout
Your existing systemCustomer and job information
Paperwork AssistantReads, selects and prepares
Ready for reviewYour required documents
See the idea in action
One set of information. The paperwork generated in one go.
Watch the existing demo to see how Paperwork Assistant turns supplied information into the documents needed for a job.
How it works
A bridge between your existing system and your paperwork
Paperwork Assistant is designed to work with the information and document templates your business already uses.
AI extracts the relevant details
The assistant reads the supplied information and identifies the fields needed for the paperwork workflow.
The right templates are used
Based on the agreed process, it determines which documents are required and uses your approved templates.
Review and download
Your paperwork is generated together, ready for a person to check, approve and download before it is used.
Why it matters
Less copying. More consistent paperwork.
Save admin time
Reduce the time spent creating several documents from the same customer and job information.
Reduce copying errors
Cut repeated manual retyping that can introduce inconsistent names, addresses, dates and job details.
Keep documents consistent
Use agreed templates and a repeatable workflow rather than rebuilding each document from scratch.
Paperwork time-cost calculator
What is repetitive paperwork costing your business?
Estimate the time and staff cost currently spent preparing contracts, agreements and other repeat documents.
Current paperwork time
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Potential time saved
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Potential staff cost released
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per year
Illustrative estimate only. It assumes 12 months per year and an 8-hour working day. Actual savings depend on the documents, data quality, review process and workflow agreed for a pilot.
Built from a real problem
Not a hypothetical software idea
Paperwork Assistant was originally built to solve a genuine repetitive admin problem inside a UK small business.
The team already held the information needed to do the job, but producing the associated paperwork meant repeatedly moving the same details into different forms and agreements. The first version was created to shorten that process and make it more consistent.
This pilot is about learning where the same approach could help other document-heavy businesses.
Privacy and security
Designed around an agreed, controlled workflow
A pilot would begin by understanding what information you use, where it comes from, which templates are required and who needs access.
- You remain responsible for checking generated documents before use
- Only the information needed for the agreed paperwork process should be supplied
- Access, storage, retention and deletion requirements would be discussed before a pilot begins
- No system should be connected to your live workflow until the proposed approach is understood and agreed
Specific security and data-handling arrangements depend on the pilot setup. They will be documented rather than assumed.
Help shape the next version
Join the Paperwork Assistant pilot
If your business repeatedly creates paperwork from information you already hold, tell me what that process looks like. This is an enquiry about testing demand and fit — not a commitment to a finished subscription.
Prefer email? ollie@otboptimisations.co.uk