5 key challenges of manual approval processes and how you can overcome them

There is no better feeling than being able to complete an approval process rapidly and smoothly. But, as much as you strive to achieve this successfully, somewhere along the process there is always disruption. Moreover, something that interferes with your individual schedule of work.

As a result, planning your day becomes a task in itself. Simply because it is a manual approval process. These issues have a tendency of causing delays and unnecessary stress for you. As well, the delays create bottlenecks in the business’ overall operations. 

Wouldn’t it be great to perfect approvals in a timely manner without anything interrupting the flow of the process?

Wouldn’t it be great to have a weight lifted off your shoulders if the task was easier to manage?

Ideally, yes and certainly possible. Using workflow software, organisations are digitalising their approval workflow and thriving. 

In particular, what used to be an unavoidable challenge is no longer an issue. In other words, you don’t need to bear with the unwanted stress. From simply optimizing approval workflows with process automation tools, your workday can be a lot easier and less stressful.

Transforming a manual approval process into a digital process not only saves time and costs. But, increases productivity as well as making a positive impact to the environment. Paperless approvals allow organisations to engage in sustainable initiatives. 

Spreadsheets, emails and paper-documents devour company resources

paperless officeWhile paper in the office is still a go-to method for work, more organisations are aiming towards a paperless office. Additionally, businesses are switching from using emails and spreadsheets to more efficient digital tools when it comes to optimising their approval processes.

With workflow software, the approval process can be managed from start to finish without signing paper forms. Or, using spreadsheets or emails.

The utility of paper, spreadsheets and emails is specifically down to convenience of use. Simply because, many are so embedded in their natural ways of carrying out work. However, those who have decided to adopt digital transformation have realized how inconvenient traditional methods actually were. In other words, manual approval processes drain your businesses resources and you will see that once you upgrade.

The COVID-19 Pandemic has forced many organisations to begin digitalisation in the workplace. For instance, digital transformation was key to implement a successful remote working strategy. That is, to operate throughout the epidemic. Without the help of digital tools, working from home can be a complex situation for all.

According to market research firm IDC, organisations who have already begun digital transformation are far more resilient and agile.

They have already adapted to a digital workplace. So, going forward they just need to alter business models. 

Managing your approval process with paper requires substantial amounts time and effort. Specifically, resources dedicated to move paper documents around the business. As well, it can involve printing spreadsheets and manually inputting the data into those spreadsheets. After that, requests and approvals need to be sent via email for the next approver and so on. Again, requiring much of employee time and effort, easily causing delays in critical business approval processes. 

The submission of a request, the approval of that request and the kick-start of a particular business process can and should run smoothly.

However, many issues can arise throughout the approval process when using spreadsheets, emails and paper. 


5 key challenges of manual approval processes 

1.  Manual approvals soak up employee time

Outdated systems and tools used to carry out the approval process overly consume employee time and productivity. For instance, using a paper form for requests might require manual input into a spreadsheet. Or, it may need to be physically delivered to a different department. 

Whatever the case may be, there will always be secondary manual re-work involved. Certainly, needing more time than necessary. That is, from carrying out manual approval processes.

On the other hand, workflow software can help you retain much of that previously wasted time. Simply by digitalising the approval process. Conserving employee time allows for better allocation of time and increases in productivity. Work can be completed at a faster pace, meaning operations scale better than ever before. 

2. Slow approvals cause delays and bottlenecks

It is no surprise that there are delays and bottlenecks. That is, due to the significant amount of time consumed when undergoing document approval. More clearly, it is not only approvals that are held up. But decision making and the overall business process in question are too. 

Bottlenecks in business processes are a recipe for disaster in terms of operational efficiency levels. For instance, delays lead to inaccurate decision making due to the pressure of getting it done fast. Therefore, it is extremely important to manage approvals with an easy to use, robust system.

Streamlining approvals with process digitalisation prevents a back log in requests. Automatic reminders are sent so that you never miss a deadline. Also, approvals can be completed in a way that aligns with relevant internal factors, in a timely manner.

3. Lack of visibility affects communication and productivity

Using spreadsheets, emails and paper does not provide a clear overview of any approval process. For example, you might find yourself digging through a long thread of emails, tracking how long ago you submitted a request. Or, how about sending follow up emails, where you feel like you are bugging your manager or colleague?

employee stressedThese situations are not ideal. Without transparent insight into approval status, number of requests or approvals, it is impossible to create a productive schedule.

Also, good collaboration is harder to achieve when the idea of success is based on communicating through emails that can easily become hidden.

Approval software platforms like Kianda offer a crystal-clear view of the approval process from start to finish. With customisable dashboards you can track and monitor your approval process based on real-time analytics. And, you can tailor your approval process flow and dashboard to your organisation’s unique needs.

Stop wasting your time chasing approvals. Let the system do it for you!

4. Compliance with company policies is difficult to achieve with manual approvals

Without deep insight into approvals, it is difficult to check if the process is being carried out in accordance with company policies. There is no straightforward way of seeing who is accountable for each approval, without having to search for it. And again, this could take up from your valuable time.

As a result, monitoring and tracking becomes difficult when undergoing an audit trail. 

With workflow software, you can easily and quickly capture information. An example of this is easily identifying who is accountable for a particular process. As well, approvers can provide a digital signature. This is a lot safer and more reliable than a wet signature on a paper document. 

5. Repetitive tasks from manual approval process are demotivating and stressful 

Manual data entry is a repetitive, boring task that is prone to human-error. Mistakes are inevitable when using spreadsheets and paper-documents. Because of this, emails and other forms of communication bombard you with queries. For example, misinformation, errors or lack of clarity such as difficulty of understanding handwriting.

Physically taking charge of such inefficient processes like inputting data into spreadsheets is tiring. On another note, it is not particularly rewarding. Neither is trying to play catch-up in your inbox by spending half of your day responding to emails.

Automating approvals minimizes these stressful issues from arising, keeping employees engaged and motivated. Additionally, with a built-in query functionality, employees can collaborate all in the one platform. Meaning there is no need to waste a chunk of your day answering emails. All of the needed information regarding an approval will be at the tip of your finger. 


Hypothetical situation of manual document approval

stressed employee needs helpEmployee prints off a paper form to submit a request to start a new project. The request needs approval from 3 different stakeholders. The Project manager and department head need to approve the request based on certain factors. For example, having enough team members to cover the project. The Financial director needs to approve based on cost. For example, ensuring the project is within the budget threshold and aligns with company projections. 

Project manager is on the same floor, so can approve immediately. The request form is stamped and signed; one approval is completed. 

Next, the Department head and Financial Director are on the 6th floor. So, the employee sends the request to Department head first.

Department head approves 3 days later. Employee received the form and now sends it to the Financial Director. However, receives no response for a week. Then, the employee emails the Financial director to see if they received the request form. Unfortunately the document is nowhere to be found. And, that is the beginning of a delayed approval followed by hindrance in the kick-start of a project.

This is a scenario that can happen way too often, especially for large companies. It is time-consuming, laborious and stressful trying to keep on track of process and its current status. 

Why you need to adopt workflow software today

Outdated systems and tools prevent you from completing approvals fast and effectively.

On the other hand, you can digitalise your approval process with workflow software. The cumbersome workflow turns into a set of user-friendly online forms where multi-stage approvals can easily be managed. Digital signatures are captured and communication overall streamlined. With Kianda platform you can streamline your approval process rapidly and efficiently.

Kianda approval workflow dashboardOptimizing your approval process through process automation can help your organisation cut costs, save time and improve productivity. Also, eliminating repetitive, boring tasks will help employees to regain motivation that was once lost from using outdated methods. 

See what Kianda can do for you by requesting your live demo today!

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How a digital approval process can help you accelerate decision making

According to McKinsey, 60% of employees could easily save 30% of their time by automating business processes such as paper approvals and processing documents. 

In one way or another, before beginning many business tasks, a formal approval process is undertaken. With that said, one process alone can require multiple approvals. That is, depending on particular variables such as project size, departments involved and so on. Therefore, business processes can quickly be prolonged or delayed if approvals are not completed on time. 

Handling approvals without an agile method or system can be chaotic and quite difficult to manage. On the bright side, there is a solution; workflow software.

So, we want to show you how a digital approval process can help you accelerate decision making. As a result, your organisation can maximize efficiency and become more agile.

What is an approval process?

An approval process is implemented in order to allow business processes to run more smoothly and efficiently. In particular, it helps to digitally transform approval stages of business processes through automation. 

Overall, business process automation standardises tasks in an organisation by efficiently routing request information and related documents to relevant personnel.

You can rest assured that work will be approved the same way each time through automation. 

Traditional ways to complete an approval workflow involve stakeholders having to manually approve data and documents. Additionally, a lot of time is exhausted tracking down and transferring documents whether it be via email, shared spreadsheets or paperwork. Not to mention the additional phone calls or messages regarding queries and so on. 

Might we say, many organisations have already began moving away from paper-based methods to digital ones to carry out approvals. With that said, some have still not begun automation.

Yes, these methods do get approvals completed. However, are they sufficient? The answer is no.

Using many forms of communication and methods slow down approvals and automatically cause delays and bottlenecks in overall process. As well as that, it can be confusing to say the least.

In other words, still actively using traditional tools to carry out approvals could well be limiting your organisations levels of productivity and efficiency. 

With workflow software you can easily approve, digitally sign and collaborate, all in a single place.


Types of approval processes to automate with workflow software

Here are 4 examples of approvals that you can automate:

1. Capital Expense Approvals

Capital Expense approvedAlso known as CapEx approvals, this process can be difficult for any organisation, especially when it involves multiple approval levels. And, it normally does. Capital expense approvals require careful consideration and decision making. Simply because, investing in machinery, equipment and other assets is largely expensive.

And without transparent insight and inaccuracy, decision making for approvals is inevitably affected. 

On the other hand, using workflow software for CapEx approvals provides consistency, accuracy and improves visibility. As a result, managers and teams can confidently make better decisions when approving. 

2. Purchase Order Approval

Purchasing processPO Approval can be lengthy and time-consuming as it is, never mind how long the process is when handled manually. Using paper, emails and spreadsheets is without a doubt slowing your purchase order process down.

Needless to say, they can incur quite a lot of expenses also. But, we don’t need to tell you that, right?

Workflow software can mitigate these issues by allowing you to streamline your purchase order process. Business process automation provides a faster approach to purchasing, facilitating a reduction in time and money spent on the job. As well, automation reduces the probability of human error in PO approvals. 

3. Budget Approval

Budget approval processBudget approvals are essentially put in place to ensure that financial projections and priorities are in line. In order to plan strategically, businesses need to firstly, set out realistic budgeting guidelines and abide by them. And secondly, to observe these budgets with an eagle’s eye to decide whether to approve or reject. 

Without a consistent and skilful system to manage budgeting, it is a complex process that presents a lack of visibility into the financial state of an organisation. As a result, the business can fail to see an authentic view of the future due to an unrealistic projection.  

Automating budgeting approvals will allow financial teams to guarantee that expenses align with the company’s financial forecasts. By accurately managing expenses, organisations can ultimately reduce operational costs. 

4. Project Approval

Employee reviewing project documentsUndergoing a new project entails a variation of different project documents and deliverables. Hence, a close eye is necessary for review and approvals of certain documents to ensure efficient management of the overall project. 

Handling project approvals through emails provides an opportunity for emails to become lost or convoluted in threads. As a result, approvals can pile up and the overall task can be delayed and if multiple projects are awaiting approvals, a back-log of projects will occur. 

The ability to transform this process with workflow software will present better tracking, monitoring and approving at a faster pace. In doing so, projects can kick-start without any delays or issues in the process.

There are many approval processes that can be optimised through workflow automation. For more insight read articles on our procurement process, leave/holiday requests or travel requests 


Benefits of an automated approval process

Your organisation can retrieve substantial advantages from a single approval process automated. 

1. Rapid approvals save time

Automating approvals entirely speeds up the approval workflow from initiation to completion. As a result of rapid approvals, business processes accelerate, allowing your organisation to complete tasks in a timely manner. By reducing the amount of depleted time and other resources dedicated to business process management, companies instantaneously cut costs. 

2. Increase productivity

Emphasizing on the capabilities of faster approvals, business processes are accomplished quickly and efficiently. In other words, automation allows companies to become more agile as it scales productivity. On that note, thriving productivity helps you keep in line with competitors and not fall behind. 

3. Improve transparency and collaboration

Having a better overview of approvals is better for everybody right?

With an intuitive workflow software, customisable dashboards provide insight into status of approvals as well as outstanding ones. Also, tracking allows you to see who is responsible for each approval and improves decision making. The ability to collaborate in a single place reduces errors and miscommunication across relevant departments involved in the process. 

4. Reinforce accountability 

Approval workflow software clearly demonstrates who is assigned to which tasks or approval. Subsequently, all involved know exactly who is responsible, allowing for superior communication and accountability

5. Enforce compliance with company policies

Automating your approval process enables better record keeping and tighter security control across the organisation. Also, controls ensure the correct measures and validations are in place. Because of this, you can easily review and check whether approvals comply with company policies in audits. 


Why you should automate your approval process

Automating tasks derive many advantages for both the company and persons undertaking the task in itself. Besides reducing costs, improving productivity and decision making, and generating competitive edge, professionals can reduce overloading work through automation. That is, from the C-suite level right to the front line.

For instance, CEO’s spend a significant 20% of their time analysing, reviewing and approving work that could be easily automated. And that is one person. Many other employees throughout an organisation could also have a lot more free time on their hands to spend on other tasks. 

Digital transformation continuously grows and evolves everyday. We at Kianda suggest starting slowly but surely to convert your business into a digital workplace.

Many organisations have already digitized and automated many business processes, while others are only beginning their journey. Some particularly undergo business process automation to improve a particular business process. While, others focus more on the end-user experience of a business process and how to make their everyday work life a tad bit easier. Additionally, improving quality of work in your organisation will reflect the quality externally, by satisfying your customers. 

Regardless of the objective in question, automating business processes has ultimately provided competitive advantage for many. 


How does Kianda approval process work?

Kianda approval workflow dashboard Kianda workflow software provides a user-friendly approval software. 

As a requester you simply input relevant details about the approval process in question via Kianda form. For instance, description of the request, related department, purpose and estimated cost. Providing information relative to cost and department allows for better allocation of expenses accordingly to the overall budget of the business. 

You can also upload documents that go hand-in-hand with the approval. That way, all necessary information is included in the request, avoiding miscommunication. 

Kianda provides an intuitive process designer interface for admin users to easily tailor approval process without the need of coding. Based on your organisation’s unique needs, you can customize your approval process to suit specific requirements.

Admin users can assign particular users’ access to approvals, enabling better transparency, security and accountability. In addition, you can easily add extra approval levels based on a business logic such as the project size or required number of approvals

Managers and relevant personnel can track, monitor and manage approvals with a built-in, customisable dashboard based on real-time analytics. As well, you will receive notifications to ensure that approvals are completed on time. 

Read case study: Mercury Engineering transforms project approval process using Kianda.


Transform your inefficient approval process with workflow software

Streamlining approvals will prevent delays and bottlenecks in business processes and will automatically increase productivity.

Let us show you with a free live demo, how Kianda can help you.

Request your live demo today!


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5 key challenges of manual approval processes and how you can overcome them

5 Core Business Processes You Should Automate to Increase Agility

How to manage your Procurement Process efficiently to reduce costs and risks

Digital process management

Is your procurement process slowing things down?

Are you using traditional ways to manage your procurement process? If your answer is yes then, it is time to boost your buying steps.

The digital revolution has started to disrupt the process of procurement in the last couple of years like many other business processes. For example, 85% of executives believe that digital transformation will alter the very fabric of their purchase process. However, only 32% have a digital strategy in place.

In the past, the procurement process only took care of the nuts and bolts of resourcing. But, technologies and automation have made it a profitable strategy that empowers C-suit decision-makers. 

Managing procurement effectively can create market visibility, minimize supply chain risks, and deliver cost savings.


What Does Procurement Process Mean?

purchasing agreement

In the simplest terms, it’s the buying of goods and services. However, it includes all processes from purchase planning to value analysis.

The procurement management must achieve a profit on resale. And to do so, it must source finance cheaply and negotiate intelligently.

The old incarnation of procurement management could succeed simply by operating more cheaply than the average business. On the other hand, today’s standards are higher.

Although world-class procurement departments operate 20% more economically and employ 27% fewer employees, that’s no longer enough.

What does procurement mean in the modern era? Sometimes, intelligent spend management. Other times, often supplier sourcing, but always digital strategy.

What are the steps in Procurement Process Flow?

Process of procurement flow can be broken down into: procurement process, systems, people, and paperwork.

Overall, the procurement process entails broader tasks such as ordering, payment fulfillment, and receiving.

Procurement Process flow includes eight purchasing steps:

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

      8. Receiving the product and confirming the delivery of services or goods (Three-way matching)

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Example Procurement Process Flow
Example Procurement Process Flow

Why Automate Your Procurement Process?

Excel spreadsheets and emails belong in the old age with paper documents. Meanwhile, procurement software that can provide automated workflows can convert manual tasks into automated processes without human intervention. As a result, repetitive events can automatically up-scale.

The procurement cycle can, and should, be digitalised, not only to help you refine your strategy. but, to automate it and generate a set of analytics to assess its efficiency.

Procurement software can include all the steps you’ve always used in your purchasing process. There is no difference in procurement meaning whether you’re using digital or manual processes. Certainly, there are distinctions though, efficiency and transparency changes. In other words, automating repeatable tasks cuts the risk of human error.

It can also reduce steps in the procurement process and speeds up interactions. But, you remain the brain behind your strategy. You make the rules, editing your workflow according to your decisions.

Gain visibility and increase transparency

Another important reason why to automate your procurement is to gain visibility of your procurement process.

It can help to track the way your buying department manages their part of the process.

As a result of digital procurement in business, the procurement meaning has evolved intelligent spend management.

Intelligent spend management is transparent more than ever before. Most certainly, thanks to digital workflows.

Communication is key

Collaboration with suppliers is very important. For instance, certain steps that should be involved can be made accessible to suppliers when automated.

Enhancing communication is key. This way, everyone from the procurement team to suppliers can give you input on a single platform. In short, the automation of these processes promotes more effective standards of communication. 

Using a digital procurement system contributes to your paperless office, keeping your documents in one place. Procurement documents define contractual relationships, and automation helps to prevent important losses, keeping all your contracts in the digital sphere.

Procurement Software and Tail Spend

Small purchases tend get neglected, thanks to resource-heavy, manual work.  So, to fix the problem, the procurement process should engage with suppliers. They can do this by amplifying transparency and optimizing inventory.

Monitoring key performance indicators, risks can be identified and procurement process strategies can be refined.

The procurement management system should monitor:

      1. Compliance rates that increase spend and lead to invoice disputes.

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

      6. Cost per invoice and purchase order, which tends to suffer when there are invoice disputes

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

Automating the process of procurement can be efficiently achieved. Digital process automation is the obvious driver of improved metrics, but the analytics themselves are still a crucial ingredient.

They can be used to forecast future crises and optimize vendor evaluation. In addition, they can improve invoicing procedures and predict demand.

Process automation software gives flexibility in terms of tailoring a process according to your organisations unique needs.

When comparing procurement software options, you should look out for several features when carrying out comparison analysis. 

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

The modern process of procurement no longer fears risks – it predicts them.

Procurement is constantly evolving, and metrics help it to advance. Software de-clutters your process steps and improves transparency. From this, you gain control over the entire procurement lifecycle.

As a result of using digital procurement systems like Kianda, the procurement business definition has transformed.

Procurement in business has become more complex, but that’s a boon rather than a bane. Procurement procedure has never been this scalable or innovative, thanks to technology, and it’s put CTOs on the map.


Kianda Procurement Dashboard
Kianda Procurement Dashboard

Are you looking to boost your procurement process?

Discover how you can reduce risks and bring efficiency to your purchasing. Kianda Procurement Process App is designed with our experience and best practices in mind.

Good news is that you can tailor all the pieces of the app to fit what your organisation needs. Meanwhile, remember you do not need to hire developers to manage the app. Anyone with or without programming skills can create business process apps with Kianda.

Request your live demo

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
 
 
 
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Purchase Order Process

Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip.

Purpose of Per Diem 

Expense management is simply put in place so that employees don’t need to keep a paper record of their expenses. In addition, per diem processes reduce the administrative burden on financial teams.

For instance, employees don’t need to keep a track record of multiple receipts. As well, it removes the need for these expenses to be checked and reimbursed.

The most common Per Diem expenses include overnight accommodation, daily meals and other travel expenses. In general, these are the typical expenses for a business traveler.

As a result of providing daily allowances, there is better control over business finances. Due to gaining superior control, managers can predict financial costs for the business.

Using an online form to automate the per diem process will reduce the hassle of manually performing the task.

Digital forms improve the Per Diem processEmployee receipt records

Increasingly, companies are adopting digital solutions to streamline Per Diem approvals. Online forms for expense management allows the process to become completely paperless.

As a result, the entire process can be rapidly completed.

Kianda platform offers a per diem template so that users can scale up expense management at a faster pace. Traditionally, managers would manually carry out this process across paper-documents and spreadsheets.

On the other hand, managing business processes digitally reduces the amount of time a task would normally take. In addition, it saves costs and increases efficiency. Simply due to process automation.


Expense management using a digital form

Per Diem Approval workflow includes employees providing the travel plan. Following that, the manager either approves or rejects the travel expense. This is based on a simple calculation of per diem amount, multiplied by a number of days.

With this simple workflow template you can set per diem allowance rates based on the location in a standard way. When an employee starts a request form,  rates can easily be calculated. Further, they are then submitted, avoiding any errors or misunderstandings.

In this sample template, an employee has the option to request only Per Diem, Travel or both. To begin, the procedure starts with the employee initiating the process. And they do this by entering personal information and travel details.

The system automatically calculates rates based on the location and number of days. Once the employee submits the request, a manager approves or rejects. Finally, the flow continues with Travel team or Payroll team.

This template comes with with Per Diem request Dashboard for reporting. Alternatively with Kianda, a single dashboard for all their approval tasks can be configured for managers to overview.

As a result, they can easily monitor what is waiting for their approval and what has been approved. Most noteworthy, they can do so with full visibility of the progress of each request.

Streamline your organisation’s per diem management and eliminate the errors and achieve consistency.


Kianda is a NO-CODE business process automation platform. We empower business users to accelerate innovation through digital transformation.

Want to see what Kianda can do for you?

Request your live demo


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How I moved invoicing from spreadsheets to a few clicks in under 24 hours

Easy invoicing solution
Easy invoicing

Start-ups and small to medium size companies will love what I am about to tell about easy invoicing.

Is month-end invoicing a huge source of stress for you?

Checking the calculations, daily rates, customer addresses and so on is time consuming. Instead, you could be doing something more valuable like spending more time with your family. Or, cleaning your car which has become unbearable lately.

If you are lost in spreadsheets every month, struggling to remember accounts of last month, you are not the only one. Inconsistency on your invoice numbers and descriptions due to the lack of visibility and automation is very common. In other words, errors like these are inevitable as a result of being human. And, of course trying to prioritise a million things at the same time.

Maybe you are planning to look for accounting solutions but you are just getting started. Alternatively, you can’t afford an accountant or you have started long ago but prefer to keep accounting internally. Or, if you are like me, you are outsourcing your accounting but prefer to prepare customer invoices yourself. After all, it is crucial for any business to have visibility of their cash flow.

I have just the solution for you; Invoicing software solution

This is how I automated my month-end invoicing in just a half day using Kianda BPM (process management and automation platform) from invoice generation to automated customer follow-ups.

1- Design a simple form to capture invoice details and generate a PDF

Starting with Kianda is easy. For instance, designing a new online form could take only a few minutes, one or two steps you are good to go.

In Kianda NO-CODE designer, anyone can develop workflow solutions. You simply drag and drop fields from a predefined menu to your new form. Fields like ‘Invoice Date’, ‘Invoice Due Date’, ‘Customer PO’, ‘Reference number’, ‘List of customers’ and more. Once you select a customer, all the details of the customer such as address details, email and daily rate get all pre-populated into fields without you worrying if they are correct or not.

The good thing is that you don’t need to have a data source for this, you can manage all of this within Kianda process automation platform.

You can also design your invoice template with your logo, address, and invoice details directly within Microsoft Word, then use it as your base template to generate your invoice.

2- Send automated emails to your customers as elegant as you wish

Wouldn’t it be more professional, if you send your invoices from an automated email to your customers? You can put together an email template in Kianda and re-use as many times as you wish. As a result, you save tons of time on writing the same emails every month.

With a click of a button, you can send your invoices attached to these email templates to your customers.

3- Dashboards for review and follow-up

Kianda comes with easy-to-customise dashboards, where you can see invoicing lists and documents attached to each of them. You can view monthly cashflows, year-end totals, filter these by a customer or by unpaid invoices and more. Kianda can remind you when an invoice is due so that you don’t get your follow-ups delayed. It can even do automated follow-ups for the unpaid invoices on your behalf.

This will give you a full control of your accounts with maximum flexibility and without spending much of your resources.

4- Now you are operating like a million-dollar business

Organising financials even at the early stages will always be an advantage. For instance, when things start moving faster than you expect, you will regret not taking this as serious as you should have.

Depending on your business, you will decide what’s the best system for you. If spreadsheets method works for you, then go for it. If you want to use technology to keep track of your financial activity then start with an automated workflow solution like Kianda. In a very short time, your easy invoicing process will be set up.

Even though you are a small company there is nothing to stop you from operating like a million-dollar business.

workflow automation success
Workflow automation success

You will be able to automate not only invoicing but many other simple or complex tasks. Some you might be doing manually such as Time-keeping, PO request, Expense claims, and Customer support queries. With minimum time investment, you can easily organize your financials.

Want to see what Kianda can do for you?

Request your live demo today!