Why Digitize and Automate?

by Mateusz Kuczera

Published April 11, 2023

On a Monday morning, John walks into the morning meeting late as per his habit. Billy, Simon and Camilla are already seated and talking about the weekend. As soon as John sits down, Billy stops mid-sentence and says to John “Morning partner, how is it going?”

John opens his folder full of disorganized papers and post-it notes and says without smiling “Good.”

“Alright,” continues Billy, looking at John’s mess “let’s get this going. John, did you manage to get those invoices sorted out?”

John start shuffling through the chaos flowing out of his binder and impatiently grumps “which invoice?”

“Invoices, “replies Billy. “Multiple invoices.”

“Ugh, it was here this morning!” says John to himself, violently throwing post-it notes all over the place. “I hate this stuff,” finally says John.

“John,” adds Billy calmly, “If you can’t sort out the invoices and get the client to pay us, we’ll be losing tens of thousands of dollars…”

“Yeah, I know. I’ll have it next week, I promise.”

“You said this multiple times, John. Get your act together.” Billy impatiently pauses, turns towards Simon and says “so, how’s today looking with service calls?”

Multiple companies, even in 2023, still face similar challenges as the scenario above. From lost invoices to lack of visibility on tasks and projects, running a business without digital tools is incredibly difficult. Managing a business is like aligning multiple cogs together. And when one of these cogs is broken or worn, the entire business struggles. There are multiple facets, which when digitized and automated, significantly reduce the risk of breakdown and increase efficiency and effectivity of the whole system.

Operations and Work

Operations in a small business may seem simple from an outside perspective but are quite complex when scrutinized. Scheduling service work alongside projects, completing work orders, and managing parts assignation and inventory can seem daunting if done manually. But with digital tools, all of the above can be managed with efficiency.

By using an integrated tool for work planning, workload and material load can easily be forecasted. Scheduling work and materials several weeks in advance allows to purchase and assign material and manpower and ease management of day-to-day operations. When work is assigned and completed, the tools enable workers to complete work orders, add any missing materials and invoice on the spot. Integrating this tool with inventory management provides real time visibility on what’s available, what’s missing and what’s on order.

And as if operations were not complex enough, maintaining customer satisfaction creeps up to make things even more challenging. But with digital tools to track customer requests, the endeavor becomes much more manageable.


Managing invoices, receivables, bills, payables, expenses and payroll manually is extremely time consuming and prone to omissions and errors. Additionally, it is next to impossible to have real-time visibility on finances with paper bookkeeping.

When operations tools are integrated with a bookkeeping solution, the resulting system provides real-time visibility on the company’s finances. With this visibility, it is now possible to plan strategies which require significant investments. And when the investments are made, it is also possible to see their effects and rapidly react.

With a digital finance solution, it is also possible to have visibility on late payables and receivables (bills and invoices), and therefore be able to follow-up with clients who have not yet sent payments.


Marketing is an often-misunderstood element. Most people would understand this as only consisting of promotion (or advertising) but in truth, it is defined by several distinct marketing “P”s. Having a digitally integrated marketing solution taking care of some or all of these “P”s will facilitate significantly the market success of the business.


Most companies will need at some point or another to hire, train workers, and review the performance of workers. And although these elements tend to be present informally in most companies, very little SMBs use digitized tools to manage people-related elements. Within a digital solution, having visibility on all people-related aspects bring significant structure.


This aspect is slightly more subtle. Is encompasses internal and external communications and includes everything related to customer support. Receiving phone calls from unhappy customers who quickly need repairs or re-work while trying to manage everything else generates a lot of chaos if done manually. However, having a system which tracks customer feedback and ensures all requests are actioned and completed will not only result in happier customers but also structure undesirable but inevitable work.

And in the day and age of remote work, digital communication becomes extremely important. Workers now expect chat to be available wherever they are. Emails are ubiquitous and video conferencing is more and more taking hold. And to ensure that even via remote work the company is well managed, regular communication is key.

Knowledge, Processes, and Strategy

Within a business, many other cogs interact together to ensure the business operates correctly. To ensure all of these elements work together seamlessly, they must be navigated towards a well-thought strategy, tied together with processes and steered with common knowledge. Without digital tools to integrate the whole business together, the multiple parts will not talk to each other and will prevent the cogs from correctly aligning.


So ultimately, why should a business be digitized and automated? On the one hand, it makes everything easier, provides visibility and value and increases the attractiveness of the business. All that is nice but the biggest factor is that businesses which do not digitize and automate will gradually wither and die. Not because they are not good business, only because they are left behind their competitors, who themselves evolve with the world around them. And while the why is paramount, the how is nearly as important. With Mondro’s Structured Approach to Digital Integration, projects are a guaranteed success.

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