Paper is undoubtedly a limited medium – it is difficult to access, limited and it can easily be lost along with all the information on it. So collecting data on paper is costly and time-consuming. Also, mobile applications have become common in our daily lives and in business. Therefore, many companies have realized that implementing digital forms into their business processes significantly improves data quality and workflows.

Let’s look more carefully into digital forms’ benefits to business processes.

#1 Reducing costs and saving time

Many companies still work in a way that data is collected by their field teams all day on the paper and retyped into back office systems at the end of the day. This takes up a lot of time that could be used for other activities.

By having to re-enter data it prolongs the time for next step in the workflow (for example the invoice issue). With the use of digital forms, the data is automatically transferred to all of back-office systems and it is available instantly.

Replacing paper forms will also help you save money on toner, paper, cartridges, printers, and maintenance of printers. Not only is paper an expensive medium, filling paper forms, scanning, and sending them via e-mail or fax machine also takes up a lot of a team’s valuable time. Not to mention that when the paper forms are filled out, they still must be entered into your system and afterward stored in archives for many years.

#2 Extra capabilities that digital forms give you

Digital forms have so many features that paper forms do not have! You can use photos, videos, barcodes/QR codes, GPS location, signature and you can easily duplicate your documents.

With digital forms, data can be organized quickly and efficiently in different groups and later exported into an Excel or any other BI tool, which gives you a good overview of your collected and stored data within one application – in one place. Additionally, when you want to change the form, you can easily add a paragraph, a signature, a drop-down menu, or change your forms in any other way in no time, with no need to turn to your provider and with no extra costs!

#3 Accurate real-time data

Data is instantly digitized and stored in the system and ready for further processing, whether it be an invoice issued based on a service order or a refund procedure after a refund has been requested.

Additionally, the paper doesn’t tell you anything about what is going on at the moment the form was completed, but our digital platform does. Also with use of scheduler you can track and plan work to the minute.

#4 Remote Access

Ever looked for data or that one paper form maybe on the road with no access to your office, and been unable to complete the task? This will never happen again, even thou the forms are cloud based, you can execute tasks offline, or when online also gettered information from the office.

Later, your database will be populated with accurate and verified information. All future work and communications will be more effective in helping you drive more business.

#5 Sustainability for the environment

According to the International Institute for Sustainable Development, over the last two decades of the 21st century, rapid deforestation has taken its toll—some 15 million hectares of forests are lost annually, largely in the tropics. Entire forests have virtually disappeared in some countries.

On the other hand, waste paper and cardboard made up roughly 26% (or 67 million tons) of the 258 million tons of solid municipal waste generated in 2014 and over 14% of the 136 million tons of solid municipal waste that ended up in landfills in 2014. Digital forms help in reducing these amounts of paper.

digital forms