Form processes

Business solution

Paper-based forms and contracts can quickly accumulate due to manual processes in public law or highly regulated areas and companies. However, from the point of view of a good user experience for customers and partners, this should be avoided, as it results in unnecessary waiting times and susceptibility to errors. Instead, companies should design digital processes that can be tracked in real-time, require little administrative effort, and meet all security and compliance requirements:

Manual vs. automated processes


Traditional paper-based work processes in companies are usually regulated and routine. And yet: they are no longer state-of-the-art, are prone to errors, are often of poor quality due to frequent copying or faxing, and are also very time-consuming and labor-intensive. 

That's why more and more companies are taking a step towards digitalization and trying to do away with paper-based processes altogether. Why? The benefits of a paperless office include time savings, faster turnaround times, better customer experiences, and productivity gains. In addition, automated processes reduce error rates, labor, and time, creating new freedom for your staff. In this way, the overall performance of the company can be increased. In addition to time savings, automated processes also have direct economic benefits - for example, costs for printouts and postage are eliminated. Finally, digitalized processes are also 50x more ecological/sustainable.

Problems of paper-based processes


Paper-based processes tie up enormous personnel capacities and are a significant challenge in archiving. This costs companies time and money. In addition, many errors can creep in when transferring paper-based data into legacy systems, websites, or Excel files.

Companies with manual processes have experienced delays in decision-making and contracting or project launches due to challenges with traditional methods.

Manual workflows tie up individual capacities and usually cost much money. Still, they also impact the reputation/customer perception (old-style processes) of a company's overall efficiency and output. This means that traditional businesses with many paper-based processes in an increasingly digitalized world can easily be displaced by competitors - simply because they can be faster and presumably cheaper due to digital working methods.

Advantages of digital workflows

Time saving

Studies have shown that many workers spend at least 4 percent of their time on unproductive administrative tasks, such as entering expenses. One of the key benefits that companies can gain from moving to a digital workflow is time savings. Once automated and digitized, processes free up capacity among employees who previously spent much time on paper-based processes.

Cost reduction

Especially in the administrative area, paper-based processes lead to financial losses. If you switch to digital workflows, you can reduce costs significantly. Paper-based processes require immense human and material resources. In addition, manual workflows slow down other critical value-added processes. Digitized workflows solve these problems by freeing essential staff from inefficient work processes, allowing new human resources to be available. Eliminating the need for numerous print-outs and postal delivery of contracts further reduces costs and brings sustainability gains.

Efficiency increase

With digitalizing work processes, you create freed-up personnel capacities and reduce costs. This has an impact on the overall efficiency of your company.

Avoiding human error

Even if paper-based processes are part of your employees' daily routine, errors still creep in repeatedly, which can also be expensive under certain circumstances, for example, when creating outgoing invoices manually. Eliminate the error rate in your company by digitizing such work processes. Automated processes make human intervention superfluous and guarantee that the processes always run the same way.

Simple data exchange

The digitalization of various workflows enables the storage and centralization of specific data. In this way, several people can access and use this data. For example, in the case of contract or data processing templates regularly used in organizations, data centralization can offer enormous advantages. Product information and customer data also often reside in individual departments and are difficult for others to access. A shared server and centrally stored data enable fast and efficient exchange and greatly simplify communication processes.

Improved employee performance

Digital processes not only create additional personnel capacities but also increase the satisfaction of your employees. They are relieved of additional tasks that are usually perceived as burdensome. This also affects motivation and the working atmosphere. In addition to the resulting free capacities of your employees, you also increase the efficiency of your company through improved employee satisfaction.

Increasing customer satisfaction

Your customers also benefit from digitalization. Offers go out faster, sales contracts can be processed more quickly, and your employees have more time to devote to customer concerns. This increases overall customer satisfaction.

Tools for process automation

The conversion from manual to digital processes can be technically accompanied in many ways. There are various software solutions for administrative or legal departments. These include HR, CLM, or even CRM programs. Software programs for accounting and the creation of electronic signatures are also widespread.

Data security in process automation


The digitisation of workflows usually also includes automated data capture, the approval process and data archiving. Not only can errors creep in during manual processes, documents may also be filed incorrectly or sometimes not saved at all. Process automation thus also increases the data security of your company.

Together with our partners to the finished digital form process


Since 2003, ajila has focused on the digitalization of form-based business processes. With offices in Sursee and Zurich, ajila serves leading Swiss companies in the banking, pharmaceutical, industrial, public sector, retail, and energy supply sectors with solutions based on adaptive forms, contract generation, electronic signatures, and comprehensive customer communication solutions.


Abacus is an owner-managed Swiss software company that employs over 600 people. It has successfully developed business software focusing on ERP software for over three decades.

Its focus is on development to ensure its customers receive the best software solution with the most significant benefits. Our network of qualified sales partners ensures that customers receive the best possible support and implementation.

Open Web Technology

Open Web Technology is a digital strategy consulting and technology development company. We help our clients define and implement bespoke digital signature solutions with exceptional customer experiences. We help our clients leverage new technologies to transform their businesses and organizations in search of growth opportunities and cost savings. Open Web Technology is headquartered in Switzerland and employs more than 150 people from our offices in Geneva, Zurich, EPFL, and our offshore development center in Vietnam.


At Medgate, we are rethinking medicine to give our patients easy access to affordable, first-class medical treatment wherever they are. Thanks to innovative digital health solutions, Medgate brings the doctor to where your patients need them. Since 2000, Medgate has operated the largest medical telemedicine center in Europe in Switzerland. Medgate employs over 510 people worldwide, including over 150 doctors, and is present in Switzerland, Germany, the Philippines, India, and the United Arab Emirates.

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