BDO in Ukraine, as an official Microsoft partner, is actively implementing innovative technologies to automate business processes.
The main goal is not just to implement tools, but to adapt them to the real needs of the business: to optimise routine tasks, increase efficiency and transparency.
The benefits of implementing automation:
- Cost reduction. Automation projects allow companies to reduce operating costs and allocate employees’ time to top-priority tasks. At the same time, automation is often more effective than outsourcing, as it retains control over processes within the company and allows for flexible adaptation to changes.
- Simplifying workflows for employees is a direct way to save time and increase satisfaction. BDO in Ukraine conducted an internal satisfaction survey, and the results on the impact of technology on daily work are excellent. For example, 97% of employees confirmed that digital tools have made their tasks easier. Another 80% noted their involvement in the implementation processes and the reduction of time spent on daily work.
- Accelerated workflow. Power Platform automates document flow, reducing document processing time, minimising errors, improving integration with internal processes, and reducing support costs. For example, the system automatically generates documents based on triggers — without manual intervention. As a result, employees only need to quickly review the documents and make the necessary corrections.
- Increase staff productivity. The use of digital task management, time tracking and automated reminders helps to organise work more efficiently. Automated task management contributes to better organisation of work, allowing you to focus on more complex and important tasks.
Document flow automation based on Power Platform: implementation of case study from BDO in Ukraine
The implemented document management system automated the processes of generating, editing and managing documents. Previously, dealing with documents required the participation of many employees and was quite complicated, but now this process has become more transparent and convenient. The use of Power Platform has helped to minimise errors, improve integration with other internal processes and, consequently, reduce support costs. The key advantage of implementing customised solutions is the ability to make changes to business processes quickly and with low-cost, which is of great importance, especially in the context of regular legislative updates and changes in business approaches and strategies. ло
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Before
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After
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| Fully manual creation of a contract in an external system | Converting a deal into a contract, a lead into a deal |
| Limited access to the system (Licensing and management) | Access only for responsible persons |
| The need to keep data up-to-date in multiple systems at the same time | Data is in one system |
| Completely manual process of checks, control, entering information into the system | Intuitive tracking of review statuses in CRM |
Timesheets in Dynamics 365 CRM: experience in keeping track of working hours
At the end of 2024, the company implemented a solution based on Dynamics 365 CRM for time tracking. The new system offers in-depth access settings, flexible analytics, and a variety of configurations. While typical products often do not cover the full range of business needs. Cost reduction and efficiency of custom solutions are the result of switching to internal development instead of external subscriptions.
The image shows an example of a completed Timesheet card. And as already mentioned, its advantages are:
- Easy to fill in and administer
- Contracts are directly linked to projects, so P&L calculation, project evaluation, and other analytical tasks are really simplified.
- Multi-level analytics. From determining the average call duration to analytics on the time spent on the Pre-sale stage.
In addition to making timesheet management easier, the integrated system simplifies data synchronisation. The use of external services usually requires complex synchronisation between multiple platforms, which creates risks of data loss or duplication. Instead, BDO in Ukraine’s solution integrates information from all internal sources into a single environment. This ensures security control at the access level and monitoring of abnormal user behaviour. This allows the company to reduce dependence on third-party vendors, optimise licence costs and use an adaptive solution for time tracking.
An important advantage of the Microsoft ecosystem, including Power Platform and Dynamics 365, is its cloud architecture. Since the solutions are cloud-based, they do not require local servers and have built-in backups, which is especially important during blackouts. This allows employees to focus on their tasks: for users — on stable and convenient work in the system, for administrators — on priority technical tasks.
After switching from Excel to the Power Platform solution, the detailed nature of records has increased by 18% for internal tasks and by 30% — for clients’ tasks. As a result, each activity is described more accurately, and the data is immediately usable for analytics.
Marketing on Dynamics 365: automation, personalisation, results
The same year, 2024, was a year of significant technological changes for us, including in marketing.Thanks to a customised marketing module in Dynamics 365 CRM:
- We organised online events with an active audience — some events attracted more than 500 registrations.
- We set up customised email campaigns with invitations that are tailored to the recipients’ interests.
- We set up dynamic reminders and detailed analytics, which allowed us to identify the topics of greatest interest and promptly adjust communication.
- We restructured the contact database. By updating the database and re-establishing contact with existing clients, you can always see historical data on a person or company.
The use of a specialised module has also significantly optimised the processing of requests. Previously, data from forms on the website was processed manually. Now, all requests are automatically transferred to the CRM — without Excel or intermediate systems. Responsible people are immediately notified of a new request, and customers do not worry that their request has not been processed.
This approach not only optimised the preparation of events, but also created a solid foundation for future marketing campaigns.
Lessons from development and implementation of business process automation
Before digital solutions were implemented, processes were fragmented and complex.Automation of business processes in our company is already bringing tangible results. The implementation of customised solutions based on Power Platform, Dynamics 365 CRM, and ChatGPT has helped us reduce costs, increase efficiency, and provide greater flexibility in changes. However, the path to automation was not easy.
Key lessons:
- Automation simplifies the work, but it requires the right approach: previously, each employee used to fill in own Excel file, which made data management complicated. Now, BI analytics works without the need for manual data aggregation.
- User training is a key stage: implementing new solutions requires explaining their benefits. The key task is to show the advantages of new tools compared to conventional approaches.
- The more automation, the easier it is to scale: with each new digital solution, it becomes easier to implement the next one as more users are using the system and data management becomes easier.
Key achievements:
- Reduced costs: no more expensive subscriptions to external services and efficient use of corporate licences.
- Transparency of processes: automation of document flow, timesheets and marketing communications made workflows clear and manageable.
- Flexibility and adaptability: the ability to quickly make changes in response to new market challenges or changes in legislation.
- The company’s own customised solutions have proven to be more effective than off-the-shelf products, creating a solid technological foundation for future innovations.
BDO in Ukraine team has successfully implemented these solutions, and all our employees are actively using them to improve their work. The Technology, Media, Telecommunications (TMT) group industry monitors all technologies and helps the company and colleagues optimise their work by ensuring the effective use of the latest solutions. If you want to optimise your business processes and achieve similar results, we can help you develop and implement customised solutions tailored to your business needs. Contact us to discuss the best options for your development!
