Digitalise administrative processes

Why digitalise administrative processes

Administrative processes (invoicing, expense claims, leave, internal orders) are often the last to be digitalised even though they consume a lot of time. Digitalising them frees up teams for higher-value tasks.

Processes to prioritise

By decreasing ROI:

• Contract signing: immediate gain, friction eliminated

• Expense claims: OCR + hierarchical validation

• Leave management: validation workflow + automatic balance

• Client invoicing: generation, sending, tracking

• Purchasing and orders: quote → PO → invoice

• Onboarding / offboarding: HR documents + IT access

• Reporting: real-time dashboards vs spreadsheets

5-step method

1. Map your processes

List each process, its actors, its steps, its volume, its current duration.

2. Identify friction points

Time wasted, errors, dissatisfaction. This is where digital will add the most value.

3. Choose the right tools

• electronic signature

• HR / expense claim tools (Spendesk, Jenji)

• validation tools (Zapier, Make, custom workflows)

• CRM, ERP, DMS as needed

4. Integrate tools with each other

True productivity comes from integration: avoid re-entry, propagate automatically.

5. Train and measure

Train users, measure gains, adjust.

Workflow example

A typical admin process: leave request

• Before: paper form → manager's office → HR → re-entry into the HRIS

• After: entry via Lucca/PayFit → manager validation in 1 click → balance updated automatically → HR notification

Gain: from 3 days to 10 minutes.

Quantitative benefits

• Admin time: -40 to -60%

• Data entry errors: -90%

• Employee satisfaction: +30% typically

• Cycle time (onboarding, ordering, invoicing): divided by 3 to 5

Common mistakes

• Digitalise the paper process as-is (miss the opportunity to optimise)

• Stack tools without integrating them

• Failure to train → resistance to change

• Ignore GDPR compliance and legal archiving

• Underestimate integration costs

How Certyneo helps you

Certyneo covers the "electronic signature" component of any admin digitalisation project. Integrates with HR tools (PayFit, Lucca), expense claims (Spendesk), CRM (HubSpot, Pipedrive), DMS (SharePoint, Drive).

Discover the Certyneo electronic signature solution

FAQ

How much does digitalisation cost?

Highly variable. A "signature + expense claims + leave" scope comes in around €3-10 per user per month.

What ROI should I expect?

6 to 18 months typically, shorter for high-volume flows.

Do I need an IT director to lead this?

Recommended for mid-sized businesses, not necessary for SMEs who can rely on an external consultant.

Are all tools GDPR compliant?

Prioritise EU solutions to simplify compliance.

How do I convince the teams?

Start with the most painful process. Visible ROI unlocks the rest.

Conclusion

Administrative digitalisation is a trajectory, not a "big bang" project. Start with the highest ROI flows, measure, extend. Within 18 months, your company is transformed.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.