Why automate today

Operational digitalization is no longer a topic reserved for large companies. According to Eurostat, in 2024 73% of European SMEs reached at least a basic level of digital intensity. The point, however, is not just using digital tools: it is making them work together.

Many companies already use Microsoft 365, Excel, ERP software, a CRM, shared folders, and perhaps some vertical software. The problem arises when each tool remains isolated and people have to act as a “human bridge” by copying data, forwarding emails, and manually checking every step.

Automation does not simply mean using software

The most common mistake is starting with the tool: “let’s build an app,” “let’s use Power Automate,” “let’s buy ERP software.” All of these ideas may be valid, but the real question comes first: which process do we need to improve?

Before choosing the technology, you need to understand who uses the process, what data comes in, what data goes out, where work gets stuck, who approves, who needs to receive notifications, and which steps are still manual.

If the process is confusing, automating it as it is only means making it confusing faster. That is not digital transformation: it is anxiety with a dashboard.

This is why automation can take different forms: an internal app with Microsoft Power Apps, a workflow with Microsoft Power Automate, business ERP software, custom business software, or an ICT integration between existing systems.

Practical examples of digitalization

The best projects do not start with huge statements like “we need to digitalize the company.” They start from much simpler problems: “this activity makes us waste time every week.”

Signs that a process should be automated

A process is a good candidate for automation when it shows one or more of these signs:

• Repetitive activities, always carried out in the same way.
• Frequent errors, caused by manual entry or copy-paste.
• Duplicate data across Excel, email, ERP software, CRM, and shared folders.
• Slow approvals, based on emails and manual reminders.
• Poor traceability, meaning it is unclear who did what and when.
• Scattered information across departments, tools, and people.
• Dependence on individual people, because only one person knows the whole process.
• Manually created reports, every week or every month.

Which processes to automate first

You do not need to automate everything right away. It is better to start with processes that are frequent, repetitive, prone to errors, or shared across multiple departments.

• Internal request management: IT, purchasing, materials, access, leave, documents.
• Digital approvals: quotes, orders, expense reports, sales requests.
• Tickets: opening, assignment, priority, status, and history.
• Document management: archiving, versions, deadlines, and permissions.
• Onboarding: new employees, customers, suppliers, or partners.
• Maintenance: checklists, interventions, photos, signatures, and reports.
• Sales activities: leads, follow-ups, offers, and CRM updates.
• Reports: data collection from Excel, ERP software, CRM, or other systems.

A good first project should be simple enough to start without months of analysis and useful enough to generate a visible improvement. It is better to automate one real process well than to design the perfect platform to govern the universe.

Power Apps, Power Automate, ERP software, or custom software?

There is no single best tool in absolute terms. There is the tool that best fits that process, in that company, with those data and constraints.

• Power Apps is useful when you need an internal business app to collect data, manage requests, checklists, or operational activities.
• Power Automate is suitable for business workflows, notifications, digital approvals, and steps between Microsoft 365 tools.
• ERP software is needed when the process is structured and involves sales, warehouse management, administration, production, or job orders.
• Custom software is worthwhile when the process is specific, strategic, or not well managed by standard solutions.

Mistakes to avoid

Automation can bring efficiency, control, and fewer errors. But it must be done with method. Otherwise, the risk is creating new digital problems on top of old organizational ones.

• Starting from the tool before understanding the process.
• Automating a confusing process without simplifying it first.
• Creating too many disconnected apps that do not talk to each other.
• Ignoring integrations and continuing to copy data manually.
• Ignoring security and permissions, especially with sensitive data.
• Not measuring the result in terms of time, errors, or traceability.
• Choosing a non-scalable solution, good today but fragile tomorrow.

Checklist before getting started

Before choosing a tool, it is worth answering a few simple questions. You do not need fifty-page documents. You need clarity.

These answers help determine whether a workflow is enough, whether an app is needed, whether the ERP should be better integrated, or whether it makes sense to design custom software.

How Esobit can help you

At Esobit, we start from the process, not from the software. We analyze what happens today, where time is lost, which data needs to be connected, and which solution can bring the best result with the least possible complexity.

• Process analysis: activities, roles, data, critical issues, and goals.
• Tool selection: Power Apps, Power Automate, ERP software, custom software, or ICT integration.
• Solution development: apps, workflows, software, or integrations.
• Security and permissions: access, roles, sensitive data, and governance.
• Ongoing support: improving the solution based on real usage.

If you want to explore the possibilities, you can start from the business solutions section, where you will find services related to operational digitalization and automation for companies.

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