Digitalizing Business Processes: A Beginner's Guide
How to improve efficiency, save resources and ensure long-term business sustainability
In a rapidly changing business world, digitalizing business processes is no longer a matter of choice – it is a necessity. Many companies in the private sector, the financial industry and other sectors still rely on manual processes, paper documentation and outdated systems. This can cause delays, errors and unnecessary costs.
If you are thinking about digitizing business processes, especially those that are document-based, but don’t know where to start – this guide will give you clear guidelines on how to modernize your business efficiently and stress-free.
Digitalization in practice – what does that actually mean?
Digitalization is not just the transition from paper to digital documents. It is a strategic business transformation that includes process automation, better data organization, and greater operational security.
Practical example: Invoice processing before and after digitalization
A company that regularly receives a large number of invoices from suppliers processes them manually. Each invoice is printed, physically delivered for approval, recorded in an Excel spreadsheet, and then sent to accounting for payment. This way of working leads to frequent delays, lost invoices, and difficulties in tracking payments.
After digitalization:
✔ Invoices are automatically received via email or a digital system and immediately archived in a central database.
✔ The system automatically recognizes key data (amount, due date, supplier) and forwards the invoice to the appropriate person for approval.
✔ Approval is carried out digitally, without the need for printing or physical signatures.
✔ Payments are synchronized with the ERP system, and reports are available in real time.
What advantages does digitalization bring?
Faster and more accurate data processing – Eliminating manual input reduces the possibility of errors.
Reduced operational costs – Less paper consumption, fewer courier services, and fewer unnecessary work hours.
Easier document accessibility and search – All data is digitally organized and easily accessible.
Greater regulatory compliance – It is easier to track who has access to certain data, ensuring greater control.
Enhanced data security – Lower risk of loss or unauthorized access.
How do you know you actually need digitalization?
✔ You spend too much time on administration and manual record-keeping.
✔ Your employees spend hours searching for documents instead of working on key tasks.
✔ Your clients and partners often wait for responses due to complicated internal procedures.
✔ You cannot easily track the status of projects, contracts, or invoices.
✔ You rely on paper documentation and have difficulties working remotely.
If these problems sound familiar, digitalization is not just an improvement – it becomes a necessity.
What to digitalize in business?
Digitalizacija može obuhvatiti različite segmente poslovanja, a najčešće uključuje:
Automatizacija poslovnih procesa
Automatizovano odobravanje faktura i ugovora
Digitalni tokovi rada (workflow sistemi)
Integracija podataka između odjela
Upravljanje dokumentima
Digitalna arhiva dokumenata
Automatska indeksacija i pretraga
Elektronski potpis i validacija
Unapređenje sigurnosti
Kontrola pristupa dokumentima
Usklađenost sa regulatornim standardima
Backup i zaštita od gubitka podataka
Kolaboracija i rad na daljinu
Centralizovan sistem dostupan svim zaposlenima
Praćenje projekata i zadataka u realnom vremenu
Integracija sa e-mail sistemima
Digitalization can encompass various segments of a business, and most commonly includes:
Process automation
Automated invoice and contract approval
Digital workflows (workflow systems)
Data integration between departments
Document management
Digital document archiving
Automatic indexing and search
Electronic signature and validation
Security enhancements
Document access control
Compliance with regulatory standards
Backup and data loss protection
Collaboration and remote work
A centralized system accessible to all employees
Real-time project and task tracking
Integration with email systems
Key steps toward digitalization
If you have decided to introduce digitalization into your business, follow these steps to ensure a successful transition:
Step 1: Identify key challenges
Think about which parts of your business consume the most time and resources. Start with the ones that yield the quickest return on investment – it could be document management, invoices, or communication between teams.
Step 2: Pick the right software
When choosing a digitalization solution, pay attention to:
Flexibility and scalability – Can the solution grow along with your business?
Ease of use – How quickly can your team adopt the new system?
Integration with existing tools – Can it connect with the tools you already use?
Data security – What are the mechanisms for protection and access control?
Support and maintenance – Is there adequate customer support?
Step 3: Choose the right implementation partner
Successful digitalization doesn’t depend solely on software selection – a crucial factor is choosing the right partner to lead the implementation process. A partner or consultant should be more than just a technical expert; they must have a deep understanding of business processes, digitalization challenges, and the specific needs of your organization. Quality implementation is an investment, but the wrong choice can cost you significantly more. Consultants who don’t grasp the core business issues often generate additional costs through inefficient solutions, extended timelines, and inadequate support, without delivering real operational improvements.
How to recognize the right implementation partner?
✔ Has experience in your industry and understands regulatory requirements.
✔ Focuses on business goals, not just the technical side of digitalization.
✔ Can propose customized solutions rather than a generic approach.
✔ Follows the latest practices in automation and process optimization.
✔ Provides support and training after implementation.
The right partner won’t just install software – they will ensure that digitalization brings real benefits to your business.
Step 4: Gradual implementation and team training
Don't try to digitalize everything at once. Start with key processes and gradually expand the solution. At the same time, train employees to help them adapt more easily to the changes.
Step 5: Testing and adjustment
Before fully deploying the digital system, test it on a smaller scale and gather feedback. Use this feedback to adjust processes and optimize workflow.
Common misconceptions about business process digitalization
🔴 "Any investment in digital technologies means digitalization."
✅ Purchasing software or computers alone does not constitute digitalization if it does not bring real benefits. True digitalization involves optimizing business processes, not just a technical upgrade. Investments in technology should pay off through increased efficiency, reduced costs, and better data management – otherwise, they remain just additional expenses without real value.🔴 "Digitalization is too expensive."
✅ The costs of digitalization often pay off quickly through reduced operational expenses and increased productivity.🔴 "My team won’t be able to adopt the new technology."
✅ Quality training and gradual implementation help employees adapt quickly.🔴 "Paper documentation is safer than digital data."
✅ Digital data is much more secure when protected by appropriate security protocols and backup systems.🔴 "Digitalization means we will lose control over processes."
✅ On the contrary, digitalization provides better insight into all business activities and enables faster responses to changes.🔴 "All processes in a company must be digitalized at once."
✅ The best approach is gradual digitalization, starting with the most critical challenges.
What’s next?
If you recognize these challenges, you’re not alone. Many companies have faced similar issues – from slow administrative processes to lost documents and inefficient internal communication.
Take a look at the experiences of our clients who have gone through the digitalization process and discover how they overcame their biggest business challenges. You might find a solution that applies to your organization as well.