Services / processes

Business digitalization that puts paper and Excel into one system

Paper, spreadsheets and retyping between tools cost hours every week. Digitalization means the process moves into a system that keeps the record itself.

We start with one process
You rarely have to replace the software you already run
The saving is measured
Send an enquiry →See automation as well
Business digitalization: from paper and Excel into one system
90 hoursless manual work per month at one client
11 yearsof work on the web
4team certifications
5.0average rating on Google and Primerjam.si

Trusted by companies across the US, the EU and the UAE

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Case · from retyping to one system

An agency: 90 hours a month went into retyping between systems

  1. Starting point

    Every week, data was retyped between systems because none of them talked to each other. Roughly 90 hours a month in total.

  2. What we did

    We wrote down the tasks, connected the systems and automated the transfer. People stayed on approvals and exceptions.

  3. Result

    Same people, same workload, no more retyping. The saving comes from timing the tasks before and after, not from an estimate.

90 hoursless manual work per month
samepeople on the team
samevolume of work
0records retyped between systems

The digitalization started with an inventory, not with a tool. Read the case study →

The hours nobody adds up

Four sentences we hear almost every week

Nobody calls because they want digitalization. They call because something takes hours out of every week that nobody ever counts.

01

We retype the same work every week

Orders, reports and data moved between systems by hand. We pay for those hours, and the mistakes come free.

02

It is all in a spreadsheet one person understands

When that person is on vacation, it stops. That is not a system, it is a risk with a first and last name.

03

The paper never reaches a system

Order forms and consents are on paper. Nobody can see the status until somebody asks.

04

The report is built by hand, so it arrives late

If a report takes half a day, it gets made once a month. Decisions are made on stale numbers.

If one of those sounds familiar, we deal with it on the intro call: fifteen minutes, no obligation.

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Where the hours go

  • Retypingfrom email into a spreadsheet
  • Hunting for documentsbecause everyone files them their own way
  • Asking colleaguesbecause the data is not in one place
  • Manual reportsthe same table every month

How we sort out the process

Business digitalization means first getting the process into a system, then automating where it is worth it

Digitalization and business process automation are not the same thing, and the order matters. Digitalization means the task reaches a system at all. Automation means it then runs without a person. Automating a process nobody sorted out first only repeats the same mistake faster.

The process written down as it actually runs
Forms instead of paper and email
One record instead of several spreadsheets
A link to the accounting software
Bookings, orders and payments in one flow
Documents in one place, with access rights
A report that builds itself
Send an enquiry →

Where the hours drain away

Four places where time is lost

Retyping between tools

The same figure goes into an email, then a spreadsheet, then the software. Entered three times, it gets wrong twice.

Paper that never reaches a system

An order form, a delivery note or a consent on paper means nobody can see the status until somebody asks.

Spreadsheets one person understands

When that person goes on vacation, it stops. That is not a system, it is a risk with a first and last name.

Reports built by hand

If a report takes half a day, it gets made once a month. Decisions are then made on stale numbers.

What we have already done

Three processes that now run themselves

Every one of these used to be manual. Where we do not have a number, we do not invent one, so only the ones we can show are here.

Process automation

An agency with no retyping

One manual task that repeated every week was moved into a system.

90 hoursless manual work per month, same people and same volumeRead the case study →Hospitality · bookings

Pod Slavnikom

Bookings, payments and vouchers each ran separately. Now a guest does all of it in one place.

3 in 1booking, payment and voucher in one flowRead the case study →Customer support · AI

V.I.T.A.

The chatbot takes the repeating questions; the team only gets the ones a person has to solve.

24/7answers to common questions, outside office hours tooRead the case study →
Send an enquiry →

Why the order matters

What digitalization does not fix

It gets sold as magic that changes a company overnight. We name the limits too, because otherwise you find them yourself, after paying.

From the inventory to a system

Four steps from the inventory to a saving you can measure

  1. 1

    Writing the process down

    We sit down with whoever actually does the work and record the process as it is, not as it ought to be.

  2. 2

    Choosing the first one

    We pick the single process where the saving shows fastest. Not all of them at once.

  3. 3

    Build and pilot

    We build the system, test it in real use and fix whatever snags.

  4. 4

    Measure, then the next one

    We measure how many hours fell away. Only once the first one runs and the saving is visible do we take on the next.

You receive an itemized proposal the same day as the intro call, or the next at the latest.

Send an enquiry →

From paper to a system

  1. Inventorywhat is genuinely done by hand
  2. Sorting the process outbefore it goes into software
  3. Buildthe system takes over the record
  4. Measurementhow many hours are left

Why Aithena

Five reasons, and the first is that digitalization is not buying software

Most digitalization efforts fail because a tool is bought before anyone knows what it should solve.

01

We start at the process, not at the software.

First we record how the work runs today and where it stalls. Only then do we decide what to build. Software that solves the wrong problem is the most expensive way to change nothing.

02

We roll out in steps, not with one switch.

The company has to keep working meanwhile. So it is one process at a time, with a way back if it snags, and people who learn as they go.

03

90 hours a month is measured.

At one client, digitalizing and automating the processes removed roughly 90 hours a month. The figure comes from the inventory taken before and after.

04

It all stays with one point of contact.

Site, store, automations and tools with the same team. When something snags where they meet, there is no argument about whose fault it is.

05

We say so when the answer is smaller than expected.

Sometimes you do not need a system, just two automations and one table. We say that before the proposal too.

On the intro call we look at where the work snags most and say whether the answer is the process, the tool, or both.

Send an enquiry →
The workshop was run professionally from start to finish and Aithena delivered everything it promised.
Romana KraljTOPLUX

What you receive

After the work, the data and the processes are connected.

Paper, spreadsheets and forms move into a system the whole team uses, not just one person.

01

Immediately

The existing processes recorded

We look at where the data is created and who retypes it.

02

During the work

Forms and a database instead of spreadsheets

We build the entry, the permissions and the overview that replace manual reconciling.

03

At handover

Data that is usable straight away

Reports appear as you go, and the knowledge no longer depends on one person.

Send an enquiry →

Fit

Let us also say when it is not worth it

We would rather tell you openly when a service is not right for you than have you spend money on something that will not work.

Good fit

Worth doing if

  • you keep records on paper and in spreadsheets
  • you build reports by hand, so they arrive late
  • the knowledge sits in one person’s head

Wrong timing

Wait if

  • the processes still change from week to week
  • the team is not ready to change how it works
  • the software you have already does this and simply is not used

Questions

Short and clear answers

Answers to the questions we hear most often before an engagement starts.

Question not on the list?

Book a call →+386 70 743 718info@aithena.co

Moving the tasks you do today by hand, on paper or in spreadsheets, into a system that keeps the data itself. Once a process is in a system it can also be automated; without that step it cannot.

Digitalization means the task reaches a system at all. Automation means it then runs without a person. The order matters: automating a manual process nobody sorted out first only repeats the mistake faster.

It depends how many processes are covered. A single one, say handling inquiries or issuing invoices, is usually a matter of days. The whole business is a matter of months and we do it in parts, not at once.

Usually not. First we look at what you have and whether it can be connected. We suggest replacing something only when it allows no integration or is genuinely getting in your way.

No. At the clients where we saved the most, the work stayed with the same people and the retyping fell away. In one case that meant 90 hours a month less manual work at the same volume with the same team.

A description of the one process that hurts most, and access to the tools it uses. We start with one, not all of them, because that is the fastest way to see whether it is worth continuing.

By recording how the work runs today and where it stalls. Only then do we decide what to build. Software that solves the wrong problem is the most expensive way to change nothing.

No. We roll out in steps, one process at a time, with a way back if it snags, and with people learning as they go.

It depends on the number of processes and the tools that have to be connected, so the inventory always sets the price. Work is billed by proposal or at an hourly rate of 35 euros. Indicative prices for every service are on the price list.

From our blog

Where digitalization shows its effect fastest

Automation

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Seven practical ways artificial intelligence cuts down manual work.

Read it →

Book a call

Tell us where you are and we will set up a call

The intro call takes about fifteen minutes. We look at your situation and say what is worth doing first.

You receive an itemized proposal the same or by the next business day at the latest after the call, not a week later with different numbers. If we judge that the service is not worth it for you, we say so before the proposal.

  • We reply every day, 9 a.m. to 9 p.m. Central European Time (3 a.m. to 3 p.m. Eastern)
  • No lock-in and no subscription to talk
  • If we cannot help you, we tell you right away

Prefer to call? +386 70 743 718, WhatsApp or info@aithena.co

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