Process digitalisation for SMEs
Approvals signed on paper, invoices in a shared inbox, handovers between departments via an Excel list: processes like these cost time every day and can hardly be automated. We turn them into digital processes with clear responsibilities, approvals and deadlines, connected to your existing systems.
Microsoft 365 · Power Platform · ERP · CRM · Document management
Simplify first, then digitalise
If you transfer a cumbersome process one to one into software, you end up with a cumbersome digital process. That is why we first look at how it runs in practice today and where waiting times, duplicate entries and media breaks occur. We separate the standard case from genuine exceptions and remove steps nobody needs any more.
Then we define which system leads for which data, so that nothing is maintained twice, and build the workflow.
Processes we often digitalise
Purchase to pay
Purchase requisition, approval, order, goods receipt and invoice verification with tiered approvals and matching in the ERP.
Order to cash
From the customer order through checking and delivery to invoice and payment receipt, traceable for everyone involved.
Documents and contracts
Creation, review, versions, approval, signature, deadlines and audit-proof archiving.
Joiners and leavers
Master data, tasks, safety briefings, equipment and permissions, coordinated and fully documented.
Quality and changes
Deviations, corrective actions and engineering changes with owners, evidence and deadlines.
Service and maintenance
Fault reporting, prioritisation, deployment planning and feedback, end to end across ticketing, ERP and asset systems.
The step before AI
Many AI use cases require a digital process. As long as invoices are printed out and initialled, there is nothing an AI could read. Digital processes are therefore often the first step. AI is added afterwards at the points where people read and type today.
Tools and integration
We use what is already there first. In Microsoft 365 environments, SharePoint, Teams, Power Apps and Power Automate are often the obvious choice. This includes clear rules on who may build workflows. ERP, CRM and document management remain responsible for their data; the workflow only controls the process.
We connect systems via documented interfaces. Whether the process runs in the cloud, hybrid or on your own servers depends on the type of data, operation and cost.
When a dedicated workflow is not worth it
A process that rarely occurs and only affects one or two people usually does not need its own workflow. A good template in the existing system is enough. Digitalisation pays off for processes that occur often, involve several departments and noticeably cost time today.
Approach
Map the process
Record triggers, steps, variants, waiting times and responsibilities together with the people involved.
Simplify
Remove unnecessary steps, standardise rules, mark genuine exceptions.
Implement and connect
Build the workflow, connect systems, set up permissions and logging.
Roll out and measure
Train the people involved and compare lead time, error rate and follow-up questions before and after.
Frequently asked questions about process digitalisation
Where should we start with digitalisation?
With a process that occurs frequently, involves several departments and noticeably costs time today, such as invoice approval or onboarding new employees.
Is Microsoft 365 enough for digital workflows?
For many processes, yes. Power Automate, SharePoint and Teams cover approvals, forms and notifications. What matters are rules on who is allowed to build what, so that no confusing custom builds emerge.
Do we need a digital process before we can use AI?
Usually, yes. AI comes in where people currently read digital documents and transfer data. If a process still runs on paper, digitalisation is the first step.
How do we measure the success of digitalisation?
By the lead time, the number of follow-up questions and errors, and how many cases go through without manual intervention. We collect these figures before the start.
Moving paper and Excel processes to digital
Tell us about a process that still runs on paper or Excel. In the free initial consultation we look at it and tell you how much effort the changeover involves.
