How Actabl automated contract-to-delivery documentation across 600 live projects with Nitro Documentation Agents

About Actabl

Actabl is a hospitality technology company whose products help hotels and hospitality businesses run more efficiently. Its onboarding organisation sits at the centre of every new customer's experience, covering implementation, professional services, operations, learning and development, and community, all managed within Rocketlane.

The Challenge

Project data lived in three places with no single source of truth

To produce a close-out document, the team navigated between Salesforce for contract data, Rocketlane for project activity, and a manually maintained Google Sheet throughout the engagement.

Change orders introduced compounding risk with every update

When customers added or removed scope mid-project, someone had to manually update the Google Sheet or risk inaccuracies in final close-out documentation.

Automation built on external tools, and built to break

The team used Zapier for handoffs between systems. It failed silently after three years, leaving hundreds of fields requiring manual updates.

Manual work at scale that was never meant to be permanent

With 600+ concurrent projects, close-out forms, intake forms, workbooks, and project documents consumed approximately one hour per project at completion.

"It's really this combination of the initial stagnant data coming out of Salesforce into our tool, us living and breathing the project"

"When we built this, this wasn't something I wanted to do long term because it just takes so much work." — Stacey Milgram Potzka, VP of Operations and Implementation, Actabl

The Solution

An AI agent that eliminates the manual close-out document

The Documentation Agent reads live project data directly from Rocketlane and generates close-out documents automatically, shifting the team's role from production to validation.

Zero external dependencies: a contained system that cannot break at the seams

The Documentation Agent runs entirely within Rocketlane with no external APIs, Zapier webhooks, or silent failure modes.

Change orders captured automatically: no manual updates required

The agent reads the live project state in Rocketlane, so when scope changes, documentation automatically reflects reality.

A foundation for the full document lifecycle

Actabl plans to expand automation to intake forms, workbooks, and multiple project documents.

"If everything within Rocketlane is contained and it works and it's looking at all of the information within Rocketlane, it's not going to break."

"This would be just scratching the surface for us. We have intake forms, we have workbooks, we have tons of information...I believe it's going to take hours of work off of our team." — Stacey Milgram Potzka, VP of Operations and Implementation, Actabl

The Impact

•  Hundreds of close-out documents now generate automatically across 600+ live projects

•  Errors eliminated before reaching customers through single-source-of-truth approach

•  Team shifted from manual production to intelligent validation

•  Foundation established for expanded agentic documentation automation

"You can't build a house on a cracked foundation, and I look at documentation and other AI tools as all of that cool concrete" — Stacey Milgram Potzka, VP of Operations and Implementation, Actabl