Are you still printing documents only to sign them and scan them again?
A growing number of businesses are moving away from paper-based forms and contracts and embracing electronic forms and digital signatures. These recent advances facilitate workflow automation, which increases efficiency, reduces errors, promotes transparency and slashes business costs.
In the past, forms that require multiple signatures either involved someone physically carrying or messengering or mailing the document to the next party to sign, or each person printing, signing, scanning and emailing the form to the next party. Getting a document that needed multiple signatures signed could take days or weeks, particularly if the signatories were in different locations.
Enter live forms with digital signatures and automated approval routing, and that painstaking process can be boiled down to mere minutes.
In our highly connected business environment, it’s increasingly vital for businesses to embrace digital transformation and increase their efficiency if they want to remain competitive.
This may seem like an insurmountable challenge for organizations that are still bogged down in legacy systems and paper-heavy processes. However, the light at the end of the tunnel is that digitizing and automating your business processes can save you a significant amount of time and money while freeing employees from repetitive, mindless administrative tasks, so they can focus on doing the work they were hired to do.
Everyday business processes are the lifeblood of all organizations. From approving purchase orders to authorizing travel to on-boarding new hires to processing student applications, these processes define what employees do every day. They might be three simple steps or may be a complicated 10-step workflow with conditional routing but the general principle is the same: deliver information from Point A to Point B with all the required signatures, approvals and authorizations in place.
According to Forrester, business process automation has the potential to reduce operating costs by up to 90 percent.
Dynamic forms are the lifeblood of most automated business processes.
From HR paperwork to automating accounting tasks, most of the common ways that our customers use frevvo to save time and money in their business rely on smart forms that are able to do more than just collect text in a box, but perform actions based on those specific inputs.
This functionality allows businesses to create forms that perform calculations, automatically fill in information, or customize workflows based on the user’s inputs.
While most users would likely love this functionality, few have the resources at their disposal to achieve a truly seamless experience.
Instead, most businesses capture inputs through forms where users have to type data and read instructions and then still manually process those inputs with human time and energy. Why? Because building dynamic forms can be an enormous expense and investment that many businesses can’t make.
For most companies, rolling your own dynamic forms and creating custom workflows can drain hundreds of hours of IT time and other resources cost thousands of dollars to implement.
This is why frevvo includes a Visual Rule Builder (VRB) to allow business users to create dynamic forms without coding. Using the VRB engine, non-technical users can easily define custom rules and logic that control how a form functions while it’s being completed, once it’s been submitted, and when it’s being processed.
All of the custom functionality that would require manual coding and huge investment to build and maintain can be created with just a few clicks.
Businesses must approve all sorts of documents every day, from invoices to time off requests to purchase orders. Without a good workflow approval system in place, all the time (and money) spent on approvals can rapidly start to add up.
Some companies get by with manual approval processes, perhaps relying on the strength of a highly effective operations manager. They email Excel spreadsheets around for signatures, or worse, rely on physical paper forms. But the modest amount of money saved by forgoing a more sophisticated or automated approval system can quickly evaporate through missed documents, lost discounts, and other human errors common with manual systems.
Savvier businesses have an automated workflow approval process.
Join us as we explore the basics of workflow approval, what business processes to automate, how to streamline the process, and how to use one software to do it.
Higher education has made great strides in embracing digital transformation, yet, much time is still wasted due to administrative inefficiencies. Workflow automation offers the opportunity to eliminate inefficiencies and save time and money by automating tedious manual administrative processes.
What is Workflow Automation in Higher Education?
Simply put, workflow automation is the process of automating the sequence or chain of events that need to take place in order for a process to be completed. For instance, automating the admissions workflow might streamline the process by electronically routing documents to the right people at the right time without manual email or phone calls. Additionally, the process of notifying students of changes to their application status – as well as other communications – might be automated.
Workflow automation in higher education not only reduces time-consuming busywork, freeing staff up for more important tasks – it also reduces the margin of human error, which has real world consequences for both students and administrators. Critical decisions like admissions and financial aid often hinge on these central processes.
Staff may struggle to juggle admin with the rest of their workload, resulting in students becoming frustrated by long waiting periods for simple requests that shouldn’t take more than a few minutes to process and provide feedback.
Moreover, when academic staff are preoccupied with administrative tasks, their research and teaching suffers. As such, workflow automation that reduces the administrative burden academics face can be an effective way to attract top talent.
Many companies are stuck with old processes when it comes to accounting.
They rely on Excel spreadsheets, sending them from employee to employee to make updates and circulate those changes. They hold steadfast to manual approvals, which can take days, weeks, or months for a simple sign-off from busy executives. And they hold their breath waiting for the inevitable human error to create an accounting minefield.
Needless to say, all of this can hinder growth for companies.
But accounting automation can open the door to a better reality.
Automating a variety of accounting and financial operations tasks will lead to smoother operations, saved time, and a better bottom line. In this article, we’ll break down the basics of accounting and financial automation, show which tasks should be automated immediately, and illustrate how to use frevvo to build a scalable financial operation for your growing business.
A purchase order is one of the necessary types of paperwork that many business owners dread. The purchase order process is often long and complex and requires large amounts of back and forth communication. Too often, information gets lost in this type of disorganized communication – and even when it doesn’t get lost, it’s difficult to keep track of everything.
It’s 2 p.m. You’ve just had lunch and you need to get back to that report you were working on. But then you see it. The fresh pile of paperwork sitting on your desk waiting to be processed.
Before you know it, a couple of hours have gone by and you still haven’t gotten to that report you wanted to get to. As you head home at the end of the day, you have an unsettling feeling that your day wasn’t very productive, even though you were working the whole time.
Why is that?
Because you know your day would’ve been better spent on other tasks––like that report. Instead, you were stuck with a manual business process that could have been automated and taken off your plate. The truth is, a computer would’ve done it in half the amount of time you just spent.
In WorkMarket’s 2020 In(Sight) Report, 54% of employees surveyed said automation could save them up to two hours a day (or 240 hours annually). Seventy-eight percent of business leaders said it could save them even more, up to three hours.
In short, automating manual business processes can make your life easier. But it goes beyond that. Let’s look at the other benefits of workflow automation.
It’s the bane of our modern existence. From legal and finance to administration and HR, every aspect of our workplace involves some sort of form-filling, printing, copying, and scanning. We’ve even invented shredders purely to take care of these piles of paper.
And even as new digital solutions enter the market every day, paper usage in the U.S. is expected to increase through 2023.
The problem is that while companies can see the benefit of going digital, they’re often faced with the daunting task of making that transition.
So it’s easy to stick to what you know. Even if it can save millions of dollars for larger organizations.
But it doesn’t have to be that way. Converting business processes to a digital workflow can be a simple step that produces incremental changes rather than an exhaustive effort requiring you to go through bureaucratic hoops and headaches.
Everyone wants a smooth workflow. The word itself says it all. You want the work to flow as you focus intensely and produce results with minimal time wasted. Yet we all know that’s not how our workdays turn out.
Thankfully, there are tools you can use to get rid of distractions and time-consuming processes. Think of them as shortcuts that enable you to focus on your work rather than all the superfluous details.
A McKinsey report on social technologies found that simply by tapping into powerful applications, we can improve global productivity by 20 to 25%. The apps include those that can improve communication and collaboration between teams, saving time and improving performance.