Company
Quivvy Solutions
Website
Industry
Airtable Consultancy
Location
Ghent, Belgium
Use Cases
Employee Contracts, Packing Slips, Loan Agreements, Grant Administration
Quivvy Solutions is an Airtable Gold Partner consultancy based in Ghent, Belgium, building custom workflows for organizations across industries. With 12+ client organizations relying on their systems, one thing was constant: every workflow ended with a document that someone had to create manually.
Silvester Vermoote, owner of Quivvy Solutions, knew there had to be a better way.
The problem: 10-30 minutes per document, every time
Before DocsAutomator, creating a document meant the same tedious process for every client: copy-pasting data from forms or CRM into document templates, manually formatting the layout with logos and sections, renaming and exporting files as PDFs, then sending them to the right people or storing them in the correct place.
"Depending on the document type, this usually took anywhere from 10 to 30 minutes per document," Silvester explains. Across 12+ client organizations generating documents regularly, those minutes added up fast.
The process wasn't just slow. It was error-prone. Manual copy-paste between systems meant mistakes crept in, and the more frequently documents needed to be generated, the worse the problem became.
Why automation became unavoidable
For Quivvy, the trigger was straightforward: the process was repetitive, error-prone, and clearly something that should be automated.
"Too much manual copy-paste between systems. Documents needed to be generated frequently and consistently. It felt like something that should be automated instead of done manually."
With clients spanning different industries and languages, Quivvy needed a solution that could handle the variety — from packing slips and loan agreements to grant administration documents — all of it working across Dutch, French, and English.
How it works now
The workflow is clean. Data comes from structured inputs in Airtable, gets mapped to a document template, and DocsAutomator automatically generates the final document as a PDF or formatted Google Doc. The document can then be stored, shared, or sent automatically.
With 65 active automations running across their client base, Quivvy has standardized what was once a fragmented, manual process into something that runs on autopilot.
Spotlight: Brand Activators — dynamic employee contracts on autopilot
One example Quivvy has built is for Brand Activators, a Belgian brand-activation operator with a workforce of flexi-job workers and students. Teams are constantly moving between shifts, locations, and clients, and every new assignment requires a unique, legally compliant contract. When that process is handled manually, it becomes time-consuming and prone to errors. Small mistakes — an incorrect hourly rate, a wrong date, a missing signature — can have real compliance consequences and put extra pressure on the back office.
So Quivvy built a self-driven workflow that connects Airtable, DocsAutomator, and the Brand Activators employee app.
Everything begins in Airtable, where shifts are managed. The moment a planner sets a shift to "confirmed", that record becomes the single source of truth for all documentation, pulling together:
- Employee information — name, employment status (flexi-job or student), salary details
- Shift details — date, start and end time, break times
- Context — where the activation takes place and for which client
That data flows automatically into a Google Docs contract template, where DocsAutomator handles the legal nuance:
- Dynamic clauses adapt to each situation — a student receives the correct legal text for student employment, while a flexi-job worker gets the appropriate flexi conditions, automatically, via conditional logic.
- Branding stays consistent — Brand Activators' visual identity is baked into the template.
- Templates stay easy to maintain — because they live in Google Docs, the back office can update wording without involving a developer.
Once the automation runs, a PDF is generated instantly and linked back to the employee's record in Airtable. From there, the document is pushed to the employee app, and the worker gets a push notification on their phone:
"Your contract for the shift on [Date] is ready in your profile. You can view and sign it digitally there."
Lost emails and paper-based admin disappear from the loop entirely.
What it delivers
For Brand Activators, the impact has been concrete:
- Extreme time savings. Tasks that previously took hours of copying and editing each week now happen in seconds.
- Near-zero error rate. Because Airtable serves as the single source of truth, contract data is always identical to the planning. No more disputes about wages or locations.
- A more professional employee experience. A fast, fully digital workflow signals to flexi-job workers and students that the company is serious about their time — important in a competitive labor market.
- Fully scalable. The system works just as efficiently for 10 contracts as it does for 1,000, which matters during peak periods like summer campaigns.
From planning to a signed contract: fully automated, error-free, and without manual intervention.
The broader impact across Quivvy's client base
The Brand Activators system is one of many. Across all 12+ client organizations, document creation that used to take 10-30 minutes per document now happens instantly. Copy-paste mistakes have been eliminated. Turnaround times have dramatically improved.
"Overall it saves hours of manual work every week."
Several features have been particularly valuable for Quivvy's multi-client setup:
- Template-based document generation for consistent output across all clients
- Easy data mapping from structured Airtable fields
- Reliable formatting in final documents, regardless of complexity
- E-signature integration for end-to-end contract flows like Brand Activators
- Automatic generation without manual intervention
What Silvester would tell someone considering DocsAutomator
"If you're creating the same types of documents repeatedly, automation quickly pays off. It removes a lot of repetitive admin work. Setup is straightforward once your templates and data structure are clear. Definitely worth exploring if document generation is part of your workflow."
Quivvy Solutions is an Airtable Gold Partner consultancy based in Ghent, Belgium, building custom workflows for organizations across industries. Learn more at quivvy.com.
