Many business leaders view document workflow as a background process. However, in reality, an outdated or fragmented Document Management System (DMS) is one of the largest hidden costs within a company.
If documents are being searched for in emails, coordinated across multiple file versions, or waiting for physical signatures, the company is paying for downtime rather than productive work.
In this article, we will explore the true cost of slow document circulation and how a modern document management system reduces expenses.
How Much Time Does a Company Lose Searching For Documents?
An efficiency calculation must begin with harsh statistics: 80% of employees spend an average of 30 minutes every workday just searching for information (PricewaterhouseCoopers). While this seems like a negligible amount of time, the picture changes once you multiply it by the number of employees:
- In a company with 20 employees, that equals 200 lost hours per month.
- Over a year, this totals 2,400 hours – more than the workload of one full-time employee!
This means the company is effectively financing document retrieval instead of business development. A modern document management system (DMS) with a centralized archive and instantaneous search capabilities reduces this time to mere seconds.
Document Management System as a Process Engine
A document management system is more than just a digital storage space. It is a platform that organizes and automates document workflow throughout the entire company.
A modern DMS provides:
- Automated document templates;
- Approval workflows;
- Version control;
- Audit trails;
- Deadline tracking.
The result is fewer human errors, shorter document preparation times, and standardized processes. At any given moment, a manager can see exactly what stage a document is in and which employee made the last changes. This significantly reduces legal risks.
Document Management System in the Microsoft 365 Environment
Many companies already use Microsoft 365 and SharePoint for document storage. However, without a structured document management system, SharePoint often serves merely as a file library.
By integrating a document management system within the Microsoft 365 environment, it is possible to:
- Use SharePoint as a secure document repository;
- Organize document approval with Power Automate;
- Receive notifications within Outlook and Teams;
- Ensure work within a unified ecosystem.
This eliminates parallel processes and reduces the need for multiple separate platforms.
Document Management System with eSignature and e-Address Integration
One of the most frequent delays in document workflow is the signing process.
A document management system integrated with e-signature solutions allows you to:
- Sign documents directly within the system;
- Avoid printing;
- Speed up the contract conclusion process.
Furthermore, integration with the e-Address ensures that official correspondence is registered and archived in a single environment. All incoming and outgoing documents are recorded and stored, thereby ensuring legal traceability.
An Efficient Digital Document Lifecycle
By combining a document management system with e-signature and e-Address solutions, a company achieves a complete digital document lifecycle:
- The document is created within the system;
- Parallel or sequential approval takes place;
- The document is signed electronically;
- It is sent officially via the e-Address;
- The document is archived in a unified system.
Such a structured cycle reduces manual intermediate steps and ensures full transparency.
Frequently Asked Questions
How a Document management system reduces business costs?
A document management system reduces costs because it:
- Reduces document search time;
- Automates document preparation;
- Eliminates version errors;
- Accelerates the approval process;
- Reduces the volume of printing and physical archiving.
In practice, this means less administrative overhead and more time for activities that generate revenue.
How much does a document management system cost for a business?
The price of a document management system depends on:
- The number of users;
- The need for customization;
- Integrations (e.g., e-signature, e-Address, accounting systems).
The cost for a base package of a document management system can start from €7 per month per user (based on a 3-year period for a system with 50 users). This investment often pays for itself within 6–12 months—thanks to saved man-hours, faster approval processes, and reduced downtime.
Is it possible to integrate the document management system with e-signature solutions?
Yes. A modern document management system allows for direct e-signature integration, enabling documents to be signed without printing or the use of additional platforms. This significantly accelerates the contract conclusion process and reduces the administrative burden.
How does the e-Address work within a document management system?
An integrated e-Address ensures official communication with government authorities directly within the document management system. All incoming and outgoing documents are automatically registered and archived, guaranteeing legally compliant and traceable communication.
What is the Real Price of Your Company’s Document Workflow?
If in your company:
- Employees spend every day searching for documents in emails and folders;
- Contract approval involves juggling multiple versions;
- Waiting for signatures delays deals;
- Official communication with the government happens across multiple platforms,
— you are likely losing hundreds of man-hours every month.
Before implementing a DMS, document workflow is often fragmented—relying on emails, shared folders, and Excel sheets, resulting in manual approval processes and missed signature deadlines.
After implementing a modern document management system, all information is held in a single secure, transparent, and structured environment with full traceability, automated approvals, and seamless integration with e-signature and e-Address solutions.
Document Management System is an Investment in Productivity
An efficient document management system is not just an IT solution—it is an investment in productivity. When a team no longer wastes time on document searching, approvals, and administrative tasks, they can focus on client acquisition, service quality, and strategic growth.
Apply for a consultation and find out how quickly an investment in a document management system will pay for itself in your company!