The automation of administrative processes has become an increasingly popular trend in the business world. The implementation of Artificial Intelligence tools allows companies to automate repetitive tasks and free up employees from those operational tasks, so they can focus on more important and value-adding activities. In the case of SMEs, the automation of administrative processes can be particularly beneficial, as these companies often have limited resources and need to maximize efficiency and productivity.
However, implementing the automation of administrative processes can also be costly and require cultural changes within the company. Additionally, SMEs may struggle to integrate Artificial Intelligence tools with their existing systems. To ensure successful implementation, it is important to start with simple tasks, identify the most important processes for automation, and train personnel in the use of the tools.
In this article, we will discuss how SMEs can use Artificial Intelligence tools to automate their administrative processes, and how to choose suitable tools and start this journey towards digital transformation of their companies.
What is the automation of administrative processes?
The automation of administrative processes is the process of using technological tools to carry out tasks automatically. This involves the use of software, systems, and devices that help companies carry out tasks efficiently and effectively. By using these tools, companies can automate highly operational tasks that do not require too much analysis, which helps reduce errors and improve efficiency by focusing all the employee’s energy and attention on tasks of true value. Artificial Intelligence tools related to administrative processes, such as generation and sending of electronic invoices, assisted management for collections, and processing of receipts are some of the key tools in the automation of administrative processes.
Why is the automation of administrative processes important in SMEs?
The automation of administrative processes is important for SMEs because it helps save time and money. Companies can automate repetitive tasks and free up their employees to focus on more important tasks. Additionally, the automation of administrative processes helps improve efficiency and productivity in companies, which can have a positive impact on financial results.
Benefits of automating administrative processes in SMEs
Automating administrative processes has several benefits for SMEs, including:
Saving time and money
The automation of administrative processes helps companies save time and money by eliminating repetitive tasks and freeing up employees to focus on more important tasks. Time is invested once in training the tool and giving it the important operating parameters, and from then on, the employee will be freed from that task.
Improves efficiency and productivity
The automation of administrative processes helps improve efficiency and productivity in companies by reducing the amount of time spent on manual tasks, and making them repeatable in the same way every time. This not only saves time in doing the task, but also in supervising the results and in the rework that may be caused by an error or variation.
The automation of administrative processes also helps reduce errors. By eliminating the need for manual data entry, companies can reduce the number of human errors that occur during the process of multiple data entry or copying and pasting information between different tools.
Improves customer and supplier satisfaction
The automation of administrative processes can also improve customer and supplier satisfaction. By using artificial intelligence tools as communication interfaces with customers and companies, companies can provide quick and accurate responses to customer questions, provide clear processes to follow for processing receipts, and maintain updated and open communication 24/7, which can improve the overall stakeholder experience.
Challenges of Automating Administrative Processes in SMEs
Despite the benefits of automating administrative processes, there are also challenges that SMEs may face when implementing these tools. Some of the most common challenges include:
Integrating Artificial Intelligence tools can be expensive for a SME, especially if specialized personnel are needed to handle or configure them.
Automating administrative processes may require cultural changes within the company, which can be difficult to implement as there may be resistance to change or entrenched processes that need to be debugged and reworked.
Integration with existing systems
SMEs may also face difficulties integrating Artificial Intelligence tools with their existing systems, as the transfer of information between tools may not be generated automatically.
Tips for successful implementation of automation of administrative processes
Below are some tips for SMEs to successfully implement the automation of administrative processes:
Start with specific tasks
It is important to start with simple and specific tasks when implementing automation of administrative processes. This will help the company to learn how the tools work and how they can be used effectively, as well as to identify the input and output points in order to supervise their operation.
Identify the most important processes for automation
It is important to identify the most important processes for automation. This will help the company to focus its efforts on areas that will benefit the most from automation and not waste time on tasks that do not provide true value.
Train your staff
It is important to train staff in the use of Artificial Intelligence tools. This will help to ensure that they are used effectively and efficiently, and to dispel certain myths about the tools and their limitations.
How to select the right tool for my SME?
When selecting a process automation tool for your SME, it is important to consider several factors, including:
It is important to select a tool that has the features you need for your SME. Some important features may include the ability to process different invoice formats, or to communicate with different areas and collaborators throughout a process, and the ability to detect and correct errors in billing information.
Integration with existing ERP system
It is important to select a tool that is homologated with your SME’s existing ERP system, or that provides the possibility of collaborative integration. The tool should be compatible with the ERP system and should be easy to integrate to minimize downtime and costs associated with implementation.
The cost of the tool is an important factor to consider when selecting a tool for your SME. It is important to evaluate the costs associated with implementing the tool and determine if the benefits outweigh the costs. In this regard, many tools have different “pricing levels” depending on the processing power required, allowing for much more precise cost-benefit adjustments.
IDB Glider: a tool to automate the process of receiving, authorizing, and uploading invoices into ERP
One of the processes that consumes the most resources in the administrative areas of SMEs, and can bring about the most errors due to urgency and high levels of stress, is the management of supplier invoices. This process not only entails a high investment of time but also involves many back-and-forth emails and calls between your company and its suppliers inquiring about the status of each document and processing times. As a result of these problems, IDB Glider emerges, a powerful Artificial Intelligence automation tool that covers the process of Receiving, Processing, Authorizing, and uploading Invoices into your ERP.
What is IDB Glider and how does it work?
IDB Glider is a web application that uses artificial intelligence and machine learning to automatically receive, process, authorize, and load invoices into your company’s ERP system. The tool can read and extract data from invoices in different formats, allowing for greater accuracy in information input. Additionally, IDB Glider can detect and report errors in billing data, reducing time and costs associated with manual error correction.
How can IDB Glider help my SME?
The implementation of IDB Glider can provide several benefits to your SME, including:
Cost reduction and time saving
The automation of invoice processing through IDB Glider can help your SME reduce the costs associated with manual invoice processing and error correction. At the same time, the tool can also save time in the invoice processing process, allowing your SME to focus on other important areas of the business.
Increased accuracy in information loading
IDB Glider can read and extract invoice data with greater accuracy than manual processes. The tool can detect errors and suggest corrections automatically, helping to minimize human errors and improve the quality of information in your company’s ERP system.
Automated invoice processing through IDB Glider can also increase the productivity of your SME. The tool can process and load invoices more quickly than manual processes, and can do so 24/7 and with multiple invoices in parallel, meaning that employees can focus on other important tasks during their working hours.
How is IDB Glider implemented in my SME?
The implementation of IDB Glider in your SME is a simple process. First, you need to select an IDB Glider plan that fits your company’s needs and the processing power you require, as well as the number of users involved. Then, we will check if your ERP is homologated or not. If it is, the implementation is carried out quickly and efficiently because we know the routes and parameters to consider. If it is not, we proceed to homologate it, which means that in a few calls you will present your process so that the tool can learn and imitate it perfectly. While this integration procedure with your ERP system is being carried out, the parameterization of your work environment can be initiated to then start automatically loading invoices.
In conclusion, the automation of administrative processes is important for SMEs because it can improve efficiency, productivity, and profitability of the business. By using Artificial Intelligence tools such as IDB Glider, companies can automate repetitive tasks and free up employees to focus on more important tasks. However, there are also challenges to consider when implementing these tools. With the right guidance, SMEs can successfully implement the automation of administrative processes and improve their profitability and efficiency in the process.
The implementation of IDB Glider in the invoice processing of your SME’s ERP system can provide several benefits, including cost reduction, time savings, greater accuracy, and increased productivity. When implementing the IDB Glider tool, it is important to consider the tool’s features, integration with the existing ERP system, and the costs associated with implementation.
Frequently Asked Questions
How difficult is the implementation of IDB Glider in my SME?
A: The implementation of IDB Glider may require a small initial investment and effort from the team to adopt a new tool and a change in processes, but once the tool is integrated into the ERP system and fully implemented (which is estimated to take two months with good dedication or four months with low dedication), the process of invoice loading becomes more efficient and precise and significantly reduces the hours invested in these tasks. The effort dedicated is an investment of hours that gives exponential results.
How can I ensure that the data from invoices processed by IDB Glider is accurate?
A: Although IDB Glider can detect and notify errors in billing information, employees have two instances of prior supervision before loading, and can always supervise the loading of invoices both in the ERP and in the Digital File generated later, and thus can ensure that the data is accurate and up-to-date.
How can I evaluate if the benefits of implementing IDB Glider outweigh the costs?
A: You can consider the savings in time and costs in manual invoice loading (according to the monthly volume of invoices and the number of hours dedicated to it versus the IDB Glider plan contracted), the greater accuracy in billing information (thus reducing the cost of hours for reprocessing and error correction), and the increase in productivity of your SME for the entire Administrative team.
Can I customize the IDB Glider tool to fit the specific needs of my SME?
A: Yes, many IDB Glider functions have the ability to be customized to fit the specific needs of your SME. It is important to select an IDB Glider plan that has the features you need for your SME, as each plan is designed according to the size of the company and the team and its structure of roles and responsibilities.
What kind of technical support can I expect if I implement IDB Glider in my SME?
A: IDB Glider has both a consultant support who will accompany and guide during implementation and ongoing use of the application, and adequate technical support post-implementation for any issues related to functionality itself.