Every business is bogged down by time-consuming, manual tasks that drain productivity, lower employee motivation, and slow down essential processes.
However, with workflow automation, teams can eliminate manual inefficiencies and focus on higher-value work. From human resources and finance to customer service, operations, and IT, every department stands to benefit from automated processes.
In fact, companies adopting workflow automation report significant improvements in efficiency, compliance, and cost savings, with the average organization saving 31%, according to Deloitte.
In this article, we explore seven workflow automation examples that can transform your operations, boost productivity, and drive sustainable growth.
Workflow automation refers to the use of technology to automate repeatable business tasks, replacing manual processes with rule-based systems.
Workflow automation is widely used across industries to streamline document approvals, employee onboarding, expense management, and compliance tracking. Advanced AI-powered automation tools further enhance these processes by intelligently routing tasks, analyzing data, and optimizing workflows in real time.
HR Onboarding: An automated onboarding workflow can trigger welcome emails, request digital signatures on documents, and schedule introductory meetings, ensuring a smooth experience for new hires.
Leave Requests: Employees submit paid time off (PTO) requests through an automated system that routes them for approval and updates calendars.
Invoice Processing: Automation tools can scan invoices, extract key data (such as amounts and due dates), cross-check details against purchase orders, and initiate payment processing
IT Support: Workflow automation can help with IT incident management, escalating complex issues and ensuring incidents are managed for compliance.
Sales Approvals: When a salesperson submits a proposal, an automated workflow can generate contracts, send them for digital approvals, and notify relevant stakeholders, ensuring faster deal closures.
See how FlowForma Copilot can build an onboarding workflow in minutes in this interactive demo.
Workflow automation helps companies reduce reliance on manual input, speeds up operations, and ensure routine tasks are completed without unnecessary delays.
An example of increased productivity using FlowForma Copilot to build workflows
According to a report by Cornerstone OnDemand, 68% of employees are overburdened with work and 61% believe excessive work pressure hampers their productivity.
Businesses that implement workflow automation experience a significant boost in efficiency, enabling teams to focus on high-value tasks instead of repetitive administrative work.
Workflow automation saves costs by eliminating redundant processes and optimizing resources. By automating repetitive tasks, businesses can reduce the need for manual labor, minimize errors that lead to financial losses, and optimize budget allocation. Organizations implementing workflow automation see a significant drop in operational expenses, allowing them to reinvest savings into growth initiatives and innovation.
Workflow automation ensures processes adhere to industry standards and reduce errors in critical workflows. Automated workflows enforce validation rules, standardize processes, and ensure real-time audit trails, minimizing compliance risks. Businesses can automate document management, approvals, and reporting to meet regulatory requirements with greater accuracy and efficiency.
The workflow automation market is growing at an impressive 26% CAGR, reflecting the increasing demand for digital process optimization across industries.
Below are seven practical workflow automation use cases that demonstrate how organizations are leveraging automation to drive productivity and efficiency.
Onboarding new employees involves multiple steps, including document verification, contract signing, and training assignments. Manually handling these processes leads to delays and compliance risks.
Eurofound, a European Union agency based in Dublin, sought to enhance its internal HR processes to align with evolving EU regulations and improve operational efficiency. To achieve this, the agency automated its employee onboarding process, significantly reducing administrative workload while ensuring compliance with employment regulations.
With this automation, Eurofound reported a 75% improvement in efficiency when building new workflows. HR teams transitioned seamlessly from manual document handling to a structured digital workflow, allowing them to focus more on employee engagement rather than administrative tasks. The streamlined process also ensured that each new hire completed the necessary documentation and training modules on time, minimizing the risk of errors or missed steps in the onboarding process.
Learn how Blackpool Teaching Hospitals NHS has streamlined HR worklows in this recent webinar recording.
Traditional financial processes, such as invoice approvals, audits, and reporting, often suffer from delays and inconsistencies. Automating financial workflows speeds up approvals, enhances accuracy in audits, and ensures compliance with financial regulations, reducing risks of non-compliance.
Grant Thornton successfully implemented an automated expense approval system that drastically improved compliance tracking and reduced processing time. With automation enabling faster approvals and enhanced financial visibility, the firm achieved significant operational efficiencies. Additionally, real-time tracking of expenses helped finance teams make data-driven decisions, ensuring better control over budgeting and resource allocation.
IT teams frequently deal with high volumes of service requests, security approvals, and system access management, leading to delays and inefficiencies.
Automating helpdesk and IT workflows enables faster ticket resolution, streamlined access approvals, and improved IT service delivery. Moreover, organizations can also implement automated cybersecurity protocols to enhance data security and reduce system vulnerabilities.
Coinford, a European construction firm, streamlined IT ticketing with automated request approvals and service escalations, significantly reducing resolution time and improving internal IT efficiency. The automated system also prioritized urgent issues, ensuring critical IT problems were resolved without unnecessary delays, improving overall user experience and system uptime.
In this video, guest speakers from FlowForma Customers Clean Sky Aviation, Coinford, and Vorea discuss embracing digital transformation to improve efficiency and save money and time while overcoming the continued pressures of economic uncertainty.
Teams often face challenges in handling contract approvals manually. When stored on single devices, contracts can be slow to process and even be mislaid.
Workflow automation streamlines these processes, ensuring swift contract approvals. This not only accelerates deal closures but also adds to customer satisfaction by creating a more seamless and data-driven sales operation.
For example, Ergo automated its sales pipeline, reducing manual data entry and speeding up deal closures. This led to higher customer satisfaction and better conversion rates.
Additionally, automation enabled sales managers to monitor performance metrics in real time, identify areas for improvement, and optimize strategies based on actionable customer insights.
Insurance companies often face challenges in managing claims efficiently. Manual processes can lead to delays, errors, and customer dissatisfaction, which ultimately impact operational efficiency and trust.
Insurance automation can streamline claims assignment and review processes, ensuring faster turnaround times and improved accuracy.
For example, when a claim is submitted, an automated system can:
Automation also enhances compliance by ensuring claims are reviewed consistently and in line with regulatory requirements. Real-time tracking of claims status enables adjusters and managers to monitor progress and address bottlenecks proactively. This speeds up resolutions and reduces the risk of errors or fraud.
Hear how FlowForma Process Automation ensured ISO compliance with its own platform!
Industries like finance, healthcare, and pharmaceuticals must comply with strict regulations such as the General Data Protection Regulation (GDPR), Digital Operational Resilience Act (DORA), and International Organization for Standardization (ISO) standards. Keeping up with evolving compliance requirements and managing extensive documentation manually can be overwhelming.
Compliance workflow automation ensures adherence to these regulations by tracking document approvals, generating audit-ready reports, and maintaining a secure digital trail.
Take, for instance, organizations using workflow automation for ISO compliance. These companies reduced audit preparation time and improved adherence to industry regulations, making compliance management more efficient and less resource-intensive. Furthermore, automation enabled real-time alerts for policy updates, ensuring businesses remained compliant with the latest legal requirements without manual intervention.
When we talk about the best workflow automation examples, hospitals stand out as a prime case. Managing patient records, insurance claims, and regulatory compliance in European healthcare systems demands accuracy and efficiency. Manual processes often lead to administrative burdens, delayed approvals, and compliance risks.
By automating patient record management, hospitals ensure secure and seamless data handling while adhering to regulations like the General Data Protection Regulation (GDPR) and national healthcare policies.
Automation also expedites insurance claims processing, reducing delays and improving cash flow. As a result, healthcare providers have enhanced patient care, increased operational efficiency, and minimized administrative workload.
Now that you are aware of a few common workflow automation examples, let’s discuss how you can start your automation journey effectively.
Step 1: Identify Workflow Bottlenecks
Every business has repetitive tasks that slow down operations and drain productivity. Start by analyzing your current processes to pinpoint these inefficiencies. For example, manual data entry, approval delays, or inconsistent compliance tracking are common bottlenecks that can be easily automated.
Engage your team in this process—employees who handle these tasks daily often have valuable insights into pain points you might overlook. Once identified, prioritize workflows that, when automated, will deliver the most significant impact on productivity, cost savings, or compliance.
Step 2: Select the Right Workflow Automation Tool
Choosing the right AI-powered tool is critical to the success of your automation efforts. Here’s what to look for:
Step 3: Design & Implement Effective Automation Workflows
Once you’ve selected a tool, it’s time to design your workflows. Start by mapping out each step of the process, including triggers, actions, and approvals. Visual tools can help you create a clear blueprint before implementation.
Keep your initial workflows simple to ensure quick wins and build confidence in the automation process.
Test thoroughly by running pilot tests to identify and fix any issues before full-scale deployment. Finally, train your team to ensure they understand how to use the new system effectively.
Step 4: Monitor & Optimize Workflow Performance
Automation isn’t a one-time effort—it requires continuous improvement. Use analytics to monitor key performance indicators like processing time, error rates, and cost savings. Gather feedback from users regularly to identify areas for improvement.
FlowForma provides a no-code workflow automation solution, enabling teams to streamline processes without relying on IT support. Its user-friendly platform allows businesses to create, modify, and deploy workflows with ease.
With advanced intelligent automation capabilities, FlowForma enhances decision-making, reduces manual workloads, and ensures seamless process optimization.
Curious to know more? Start your automation journey today with FlowForma.