Digitize administrative processes

Why digitalize administrative processes

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

Processes to prioritize

By decreasing ROI:

1. Signing of contracts: immediate gain, friction eliminated
2. Expense reports: OCR + hierarchical validation
3. Leave management: validation workflow + automatic balance
4. Customer billing: generation, sending, tracking
5. Purchases and orders: quote → BC → invoice
6. Onboarding / offboarding: HR documents + IT access
7. Reporting: real-time dashboards vs. spreadsheets

5-step method

1. Map processes

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

2. Identify friction points

Wasted time, errors, discontent. This is where digital will bring the most.

3. Choose the right tools

• electronic signature
• HR tools/expense reports (Spendesk, Jenji)
• validation tools (Zapier, Make, custom workflows)
• CRM, ERP, EDM as needed

4. Integrate the tools with each other

Real 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-entered in the HRIS
• After: entry via Lucca/PayFit → validation manager in 1 click → balance updated automatically → HR notification

Gain: from 3 days to 10 minutes.

Quantitative benefits

• Admin time: -40 to -60%
• Input errors: -90%
• Employee satisfaction: +30% typically
• Cycle time(onboarding, ordering, invoicing): divided by 3 to 5

Common errors

• Digitizing the paper process as is (missing the opportunity to optimize)
• Stack tools without integrating them
• Not training → resistance to change
• Ignoring GDPR compliance and legal archiving
• Underestimating the integration cost

How Certyneo helps you

Certyneo covers the “electronic signature” component of any admin digitalization project. Integrates with HR tools (PayFit, Lucca), expense reports (Spendesk), CRM (HubSpot, Pipedrive), EDM (SharePoint, Drive).

Discover the Certyneo electronic signature solution

FAQs

How much does digitalization cost?

Very variable. A “signature + expense reports + leave” scope is around €3-10/user/month.

What ROI to expect?

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

Do you need a CIO to manage?

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

Are all the tools GDPR compliant?

Favor EU solutions to simplify compliance.

How to convince the teams?

Start with the most painful process. The visible ROI unlocks the rest.

Conclusion

Admin digitalization is a trajectory, not a “big bang” project. Start with the flows with the highest ROI, measure, expand. In 18 months, the company was transformed.

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