Digitalise Administrative Processes

Why digitalise administrative processes

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

Processes to prioritise

By decreasing ROI:

• Contract signing: immediate gain, friction eliminated

• Expense reports: OCR + hierarchical validation

• Leave management: validation workflow + automatic balance

• Client invoicing: generation, sending, tracking

• Procurement and orders: quotation → PO → invoice

• Onboarding / offboarding: HR documents + IT access

• Reporting: real-time dashboards vs spreadsheets

5-Step Method

1. Map the processes

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

2. Identify friction points

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

3. Choose the right tools

• electronic signature

• HR/expense report tools (Spendesk, Jenji)

• validation tools (Zapier, Make, custom workflows)

• CRM, ERP, DMS according to needs

4. Integrate the tools together

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

• Digitalising the paper process as is (missing the opportunity to optimise)

• Stacking tools without integrating them

• Not training → resistance to change

• Ignoring GDPR compliance and legal archiving

• Underestimating integration costs

How Certyneo helps you

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

Discover Certyneo's electronic signature solution

FAQ

How much does digitalisation cost?

Highly variable. A scope of "signature + expense reports + leave" runs around 3–10 €/user/month.

What ROI should you expect?

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

Do you need an IT manager to oversee it?

Recommended for mid-market companies, not necessary for SMEs which can rely on an external consultant.

Are all tools GDPR compliant?

Favour EU solutions to simplify compliance.

How do you convince 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 high-ROI flows, measure, expand. In 18 months, your business is transformed.

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