Paperless offices – how to get started
Many companies dream of paperless offices – but often it remains just a dream. File folders pile up, searching for documents takes time, and approvals are still obtained via circulation folders. Yet digital processes could already make a difference today.
The path to achieving this is easier than many people think. It starts with a clear decision: move away from mountains of paper and towards lean, digital workflows. This is not just a technological step, but also a cultural change within the company.
Why switching to a digital office makes sense now
Digital document processes not only save time, but also money. Anyone who has ever spent 20 minutes searching for a contract in the archive knows that these minutes add up – and cost productivity. Not to mention the printing and archiving costs, which can be permanently reduced with a digital system.
Added to this is an aspect that has become increasingly important in recent years: sustainability. Less paper consumption means less impact on the environment and a clearer signal to customers and partners that you are taking responsibility. At the same time, digital archiving ensures that all documents are stored in an audit-proof and GoBD-compliant manner – in other words, you are on the safe side legally.
The first step: Understanding where paper comes from
Before digitising the first file, it is worth taking a look at your own processes. Where is most printing done? Which department still works with physical signatures? Which documents constantly appear in paper form?
It often quickly becomes apparent that there are one or two processes where the switch to digital has the greatest impact – for example, incoming invoice processing or contract management.
xSuite: The turbo boost for the transition
This is exactly where xSuite comes in. The platform digitises document processes from start to finish – whether invoices, contracts or internal approval workflows. With xSuite, invoices are automatically captured, checked and approved. Contracts can be stored securely and retrieved within seconds. Employees can issue approvals directly from their home office or on the go.
What makes it special: xSuite integrates seamlessly into existing systems such as SAP or Microsoft – without you having to turn your entire IT system upside down.
