Automation is no longer an exclusive option for large corporations. In 2025, more and more SMEs, startups, and freelancers are adopting tools that allow them to save time, reduce errors, and scale operations. But with so many possibilities, the big question arises: where to start?
The essentials
- Automate processes that are frequent, logical, require low human intervention, and impact productivity/profitability.
- Prioritize "quick wins": low effort, high impact automations.
- Start small, communicate with your team, evaluate flexible tools, and document your flows.
This article guides you step-by-step to identify and prioritize the most profitable and easy-to-automate processes, with concrete examples and data to support each decision.
Why automate? Some key data points
Automating internal processes is not just about saving time; it also translates into:
- More efficiency: According to McKinsey & Company, automation can increase productivity by up to 20-30% in sectors such as professional services and administration.
- Cost reduction: A study by Deloitte estimates that companies can save between 20,000 and 100,000 euros per year by automating repetitive tasks.
- Fewer human errors: 85% of administrative errors come from manual tasks, according to Forrester.
Impact of Automation
Automation can lead to 20-30% increased productivity and significant cost savings, while drastically reducing human errors.
Which processes should you automate first?
The key is to choose processes that meet at least one of these criteria:
- Repeated Frequently Automating tasks you do often saves the most time.
- Logical Structure Processes that are easy to map and follow clear rules are ideal candidates.
- Low Human Intervention Tasks requiring minimal human decision-making are straightforward to automate.
- High Impact Processes that directly affect productivity or profitability offer the best ROI.
Let's look at the 7 processes you should automate first:
1. Management of recurring tasks and workflows
Many companies spend weekly hours organizing repetitive tasks: assignments, follow-ups, validations... Automating these flows allows each team member to know what they need to do, when, and how.
Example:
- Automate that every time a sale is closed, a billing task is created + a notification to the support team.
- Create flows that activate automatic reminders to managers if a task has been pending for more than X days.
Tools:
- Trello + Butler
- Monday.com
- Make (formerly Integromat)
2. Documentation collection and organization
From contracts, invoices, client records to work reports or other reports, poorly managed documentation is a source of chaos.
What you can automate:
- Automatic document generation with templates
- Storage in correct folders by document type
- Notifications when a file is uploaded or a signature is requested
Example:
A project manager can receive a notification in Slack when a supplier signs a PDF contract, which is also automatically saved to Google Drive.
3. Invoicing and basic finances
Manual invoicing is one of the most repetitive processes with the highest margin for error. The good news: it's one of the easiest to automate.
You can automate:
- Creation and sending of invoices
- Reminders for outstanding payments
- Recording recurring expenses
- Bank reconciliation (partial)
Statistic:
According to Bill.com, companies that automate their invoicing reduce the time spent on administrative tasks by 66%.
Automating invoicing can reduce the time spent on administrative tasks by 66%.
Tools:
- Holded
- Quipu
- Xero
- FacturaDirecta
4. Employee and supplier onboarding
Each new collaborator or supplier requires a series of steps: document delivery, initial training, access, etc. Standardizing and automating this process ensures a consistent experience and prevents omissions.
What you can automate:
- Sending emails with documentation
- Creation of welcome tasks
- Activation of users and permissions in tools
Example:
When a new employee joins, a flow is automatically activated that includes: welcome email, access to training folder, user creation in tools, and assigned tasks.
5. Management of internal requests
Do people contact you via WhatsApp, email, or Slack to request holidays, certificates, support, or system changes? These types of micro-managements can be easily digitized.
Digitizing internal requests reduces interruptions, improves traceability, and speeds up response times, centralizing various communication methods.
You can automate:
- Centralized forms
- Automatic approvals based on rules
- Notifications to managers
Benefit:
Fewer interruptions, more traceability, and faster response times.
Tools:
- Google Forms + Sheets + Zapier
- Typeform + Airtable
- Notion + automations
6. Lead or customer tracking
In sales or customer service, responding late or poorly can cost a lot. Automating tracking ensures that every opportunity is handled professionally.
You can automate:
- Sending emails after each action (e.g., website visit, demo, call)
- Reminders to the sales team if there's no contact for X days
- Automatic segmentation by customer type
Example:
When a user requests a demo, an email is automatically sent with the calendar to schedule it, and an opportunity is created in the CRM.
Tools:
- HubSpot
- Pipedrive
- Zoho CRM
7. Internal and external communication
Reminders, coordination emails, or status updates should not be done manually.
You can automate:
- Sending internal newsletters
- Automatic reminders before meetings or deadlines
- Notifications for changes in tasks or documents
Statistic:
Slack indicates that companies that automate internal notifications can reduce the number of emails sent between teams by 25%.
Improve Communication
Automating communications can significantly reduce internal email traffic, improving efficiency and information flow.
