Business Digitalization and Process Automation

Which processes can you digitize?

We start with the work your team does every day, not with a preselected product. A request from email, phone or your website can become a task with an assignee, deadline and history. Approvals follow a defined route instead of getting lost in chats and attachments.

Documents are entered, found and tracked in one place. A quote can become an order, the order can become a warehouse operation, and the sale can become an invoice and a report. When needed, the system sends notifications, creates tasks and records who made the change.

• Requests from your website, email, phone and communication channels
• Approval of quotes, expenses, documents and leave requests
• Incoming and outgoing document management, archiving and search
• Inventory levels, deliveries, barcodes, batches and serial numbers
• Sales, quotes, contracts, invoices and payments
• Tasks, teams, field activities and progress tracking
• Customer communication in CRM, by email, phone, chat and Viber

ERP, CRM, integration or custom automation?

ERP is suitable when you want to bring together inventory, purchasing, sales, invoicing, operations and reports. CRM is more suitable when the main challenge is managing customers, deals, quotes, tasks and conversation history. When needed, the two systems work together.

Integration is the right choice when you already have working software, but employees are copying data between systems. We connect websites, online stores, ERP, CRM, couriers, payments, telephony and notifications through API. This allows each system to keep its role while data moves automatically.

Custom automation is needed when your process is specific or off-the-shelf software requires too many compromises. This could be a customer portal, a mobile app for technicians, a dispatching dashboard, a document management system or complete business software. If you are looking for a centralized system for inventory, sales, invoices and user roles, see Custom ERP systems. For managing customers and deals, explore Custom CRM systems.

How do you replace Excel and manual operations?

We choose one real process and track the flow of data from start to finish. Spreadsheet fields become records, statuses and reports. Duplicate data entry is eliminated, and the system checks required information before the next step.

Each team member sees only what is necessary for their role. Sales works with customers and quotes, the warehouse with inventory and deliveries, accounting with invoices and documents, and management with summary reports. Old files can be prepared for import after the data has been reviewed and cleaned.

How does the project work?

1. 01
   Process mapping

   We talk to the people who submit, check and carry out the work. We document the systems, spreadsheets, documents, exceptions and project goals.

2. 02
   Scope and architecture

   We separate what is essential from what is desirable. We determine whether ERP, CRM, integrations, mobile access, a portal, roles, notifications and reports are needed.

3. 03
   Prototype and approval

   We show what the main screens and workflows will look like. This means changes can be made before development, when they are easier and less expensive.

4. 04
   Development and integration

   We build the modules, API connections and automated rules. We work by priority so the most important process can be tested early.

5. 05
   Testing and rollout

   We check roles, data, notifications, invalid inputs and data exchange between systems. We prepare the migration, instructions and training for the team.

6. 06
   Measurement and improvement

   We compare the selected metrics before and after rollout: processing time, delayed requests, manual data entry, errors and sales visibility. We then plan the next improvements.

What do you get, and what do you need to prepare?

We need examples of your current spreadsheets and documents, access to information about the systems you use, a description of the roles and someone who can confirm the processes. Everything does not need to be organised in advance — that is part of the analysis.

How much does it cost and how long does it take?

The indicative price range for ERP, CRM, business software and business process automation is €3,000–€29,300. The price depends on the number of modules, roles, data migration, integrations, mobile access, the complexity of approvals and the reports required. After the analysis, you receive a detailed proposal outlining the scope and stages.

The timeline depends on whether we are connecting ready-made systems or building a new product. A small integration and a limited process require a different plan from an ERP for several departments with document management, warehousing and field teams. Working in stages lets you start with the biggest bottleneck instead of waiting for the entire system.

How do you prove that the automation works?

Right from the start, we select metrics that matter to the company: time from request to completion, delayed approvals, repeated data entry, unfinished tasks, inventory accuracy or quotation visibility. The system keeps a history and generates reports that let you compare results by period, team or process.

LiftexPro — ERP for elevator companies covers inspection planning, building management, technicians’ mobile work and automatic invoicing. This type of project shows how operations, field work and financial activities can be part of a single system. To connect programs you already use, see API integrations and software connectivity.

Why discuss your process with Saitami?

We work simultaneously on the business logic, software and connections between systems. This reduces the risk of automation becoming a separate tool that the team works around. If needed, the project can bring together ERP, CRM, a web portal, a mobile app, telephony and communication channels in a single architecture.

You can also explore our portfolio, which features real systems and platforms with different scopes — from document management and manufacturing to dispatch dashboards and customer portals.

How do we start a conversation about your process?

Send us a description of the process that is slowing your team down, together with a sample spreadsheet, document or diagram of the programs you use. In the contact form, you can specify which systems you use, who is involved in the process and what you want to see as the result.