Company
Workflow Heroes
Website
Founded
2022
Industry
Agency
Use Cases
Quotations, Invoices, Order Confirmations, Purchase Orders
When Joël de Regt founded Workflow Heroes, he had a clear vision: build modern, modular business systems that replace clunky traditional ERP software. Based in Nijmegen, the Netherlands, Workflow Heroes builds custom Airtable-powered ERP solutions for growing companies — handling everything from CRM and quoting to planning, procurement, and invoicing.
But there was a problem. Every one of those workflows ended with a document, and generating them required a patchwork of different tools.
The problem: too many tools, too much friction
Before DocsAutomator, Workflow Heroes was juggling multiple tools to generate documents for their ERP clients. Depending on the use case, they relied on Docupilot for some documents, the Airtable extension for others, and separate signing tools on top of that. Quotations, order confirmations, invoices, purchase orders. The kind of documents that are the lifeblood of any business operation, and each required a different tool and workflow.
"These documents are often based on project and order data from Airtable," Joël explains, "but with multiple tools in the mix, you're constantly switching between platforms, managing different integrations, and dealing with limitations in each one."
For clients with complex product configurations (multiple product lines, layered options, and variable pricing), the fragmented tooling made things even harder. Each tool had its own constraints, and none of them could handle the full range of what Workflow Heroes' clients needed. The result: more maintenance, more workarounds, and more room for error.
Finding the right tool
"None of the tools we were using came close to the functionality and ease of use that DocsAutomator offers," Joël says.
What set DocsAutomator apart was its ability to handle the complexity that Workflow Heroes' clients demanded: dynamic line items, conditional sections, image insertion, and advanced calculations — all within familiar Google Docs templates.
"Many of our clients work with complex calculations and layered product configurations. They want to translate that complexity into a professional quotation in their own branding. Without a powerful automation tool, that simply becomes too manual and too error-prone."
How the workflow works
The setup is straightforward. Workflow Heroes' clients create projects and orders in Airtable, structured with multiple product lines and — in many cases — nested configurations where products have options, and those options have their own variations.
That structured data flows directly into DocsAutomator, which generates a fully formatted PDF in the client's branding, complete with pricing tables, product details, and conditional sections that show or hide content based on the data.
"What goes in is structured Airtable data; what comes out is a professional, client-ready document," Joël summarizes.
From 26 templates down to 3
One result stands out. A client came to Workflow Heroes with 26 different quotation templates — each one manually maintained for different product combinations.
By using DocsAutomator's conditional logic to show or hide specific sections based on the data, the team consolidated those 26 templates into just three.
"That alone makes maintenance significantly easier and far more scalable," Joël says.
Beyond conditional sections, several other features have become essential to their workflows:
- Line items and nested tables for handling layered product configurations
- Hide empty fields to keep documents clean without unnecessary placeholders
- E-signature integration replacing their previous DocuSeal setup, eliminating the need for separate API integrations and Make scenarios
"Previously, we used DocuSeal for e-signing, but that required API integrations and additional Make scenarios. It made the entire setup and maintenance more complex than necessary," Joël explains. "Now, we can generate and send documents for signature within the same environment."
The impact
With more than 100 clients and 96 active automations running on DocsAutomator, Workflow Heroes hasn't hit a ceiling yet.
"With more than 100 clients, we haven't encountered a single document that we couldn't automate using DocsAutomator."
The tool's intuitive setup has also made it easy to onboard both their own team and their clients. "As an Airtable agency, it's crucial for us that tools are easy to learn and implement. DocsAutomator is extremely intuitive."
What Joël would tell someone considering DocsAutomator
"There's simply no real alternative that comes close. The tool is easy to use, the pricing is very reasonable, and the support is exceptional. Rupert responds quickly, actively thinks along about new features, and develops at an impressive pace. In fact, most of the feature requests we had over the past year have already been implemented."
Workflow Heroes is an Airtable agency based in Nijmegen, the Netherlands, building modern ERP solutions for growing companies. Learn more at workflowheroes.nl.
