Investing in an Enterprise Resource Planning (ERP) system often represents a complex and costly undertaking that can have a lasting impact on a company’s budget and resources. However, by adopting a rigorous approach to evaluating return on investment (ROI) before, during and after implementation, this project can become an engine for competitiveness and growth.

An in-depth analysis incorporates both direct expenses (licenses, infrastructure, configuration) and hidden costs (training, maintenance, Total Cost of Ownership drift), while measuring operational and organizational gains. This comprehensive approach ensures a controlled deployment and delivers tangible benefits, whether through improved productivity, reduced errors or real-time access to key information.

Anticipate Direct and Hidden Costs to Safeguard the Investment

An accurate estimate of both direct and indirect costs provides a solid foundation for assessing the ERP’s overall ROI. Without a complete view of expenses, budget overruns and schedule delays can set in from the earliest project phases.

Map Critical Business Processes

The first step is to catalog the organization’s key activities and measure their weight in terms of time and resources, as explained in our article How to Limit IT Budget Overruns.

An industrial SME operating in precision engineering completed an exhaustive mapping of its workshops and after-sales department before selecting any solution. This approach revealed duplicate entry of work orders that accounted for 18% of operators’ time.

This example demonstrates that a precise understanding of workflows is essential to dimension the ERP solution correctly and negotiate tailored options, thus avoiding unnecessary configuration costs.

Identify Hidden Costs

Beyond licenses and technical implementation, recurring expenses often arise during training, maintenance and version upgrades. User training alone can represent up to 25% of the total budget.

Managing updates and patches also incurs both internal (staff hours) and external (service provider) costs. Without anticipation, these unforeseen charges can significantly inflate the TCO.

Documenting all hidden expenses over a three- to five-year horizon provides a more reliable view of the forecasted budget and serves as a reference for financial steering.

Assess Operational Benefits

To measure ROI, expected gains must be quantified: reduced processing times, fewer billing errors, improved production line fill rates, etc.

The finance department of a public institution quantified a 30% reduction in variances between forecasts and actuals thanks to an integrated budgeting module. This improvement directly translated into better resource allocation and a 12% drop in emergency costs.

This example illustrates that clearly defined indicators from the outset enable precise ROI calculation and help justify the project to senior management.

Measure and Adjust ROI Throughout the Project

Ongoing ERP project management, via performance indicators, prevents budgetary and technical drift. Regular monitoring of variances between forecasts and actuals ensures proactive adaptation and TCO control.

Implement Key Performance Indicators

Appropriate KPIs (Key Performance Indicators) are defined for each phase: milestone adherence, configuration progress rate, expenditures versus budget, and stakeholder satisfaction levels.

Tracking these indicators through a dashboard accessible to decision-makers enables rapid detection of delays and cost overruns. This visual management facilitates decision-making and real-time priority adjustments.

Monitor TCO Drift

The Total Cost of Ownership encompasses all costs over the system’s lifecycle, including updates, maintenance and user support. Close financial monitoring highlights variances against initial estimates.

Quarterly reviews involving the CIO, management control and the service provider allow budget recalibration and corrective actions in case of drift.

This collaborative model ensures the project remains aligned with business objectives and adheres to the financial framework defined during strategic planning.

Adapt in Real Time

During rollout, business needs may evolve: new processes, shifted priorities or regulatory constraints. The ERP project must remain flexible to incorporate these adjustments without upsetting the budget balance.

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Analyze Tangible Outcomes and Post-Deployment Adjustments

Post-implementation evaluation allows comparison of actual gains against initial objectives and correction of any persistent gaps. A detailed audit after go-live uncovers additional optimizations and maximizes long-term ROI.

Post-Implementation Audit

Once the system is operational, it is essential to conduct a comprehensive audit of covered processes, data flows and usage of key modules. Discover also our 12-step UX/UI audit.

User Feedback and Adoption

End-user feedback is a major success indicator. Satisfaction surveys and discussion workshops help measure adoption, identify obstacles and plan targeted training actions.

In an ERP project for a logistics services company, only 60% of users had adopted the new transport planning module one month after go-live. Accelerated training sessions and interactive guides quickly raised this rate to 90%.

This tangible increase in adoption delivered an estimated 20% productivity gain in planning workflows.

Continuous Optimization

ROI is not limited to initial deployment: a high-performing ERP requires regular adjustments and enhancements. Biannual reviews enable the integration of new features, automation of manual tasks and improvement of data quality.

Ensure the Sustainability and Scalability of Your ERP

ERP success depends as much on a modular, open-source architecture as on a change management strategy. Agile governance and an evolution roadmap guarantee long-term viability and ongoing profitability.

Choose a Modular Architecture

Selecting an ERP solution based on independent modules minimizes the risk of bottlenecks and simplifies updates. Each component can evolve without impacting the entire system.

Open-source components combined with custom developments offer the flexibility to meet specific business requirements while avoiding vendor lock-in. To learn more, read our article on Hexagonal Architecture and Microservices: A Winning Duo for Scalable Software.

A hybrid infrastructure that integrates standard functionality and dedicated microservices promotes long-term scalability and adaptability.

Change Management Support

The human factor remains critical. A structured adoption plan, with business champions, tailored training and interactive resources, ensures rapid and lasting team uptake.

Regular communication, sponsor involvement and recognition of achieved benefits encourage engagement and reduce resistance to change.

Formal feedback loops allow continuous adjustments to training and support, maximizing the use of the new platform.

Evolution Roadmap and Innovations

To fully leverage the ERP, it is essential to include the project in an innovation roadmap: integration of complementary modules, data exploitation for decision intelligence and automation of repetitive tasks.

Establishing performance indicators for digitalized processes helps prioritize high-impact business enhancements.

This long-term vision transforms the ERP into an evolving foundation capable of supporting organizational growth and seizing new strategic opportunities.

Turn Your ERP into a Sustainable Performance Lever

A holistic ROI approach—from cost anticipation to post-deployment audits, through ongoing management and modular architecture—ensures a profitable and adaptable ERP. Evaluating operational benefits and accounting for hidden costs prevents unwelcome surprises and optimizes every project phase. To discover the advantages of a Cloud ERP, consult our Cloud ERP Guide.

CIOs, IT managers, CEOs, project leads and COOs, our experts are at your disposal to support you in evaluating your ERP ROI and implementing a sustainable, high-performance system. Benefit from tailored insights and pragmatic assistance at every step of your transformation.

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Electronic invoicing is rolling out rapidly across Europe, driven by initiatives such as ViDA, Peppol, and increasingly stringent business-to-government (B2G) mandates. While Switzerland has not yet imposed it, its companies will sooner or later be involved in fully digitalized cross-border exchanges.

Beyond mere compliance, the strategic challenge is to anticipate this shift to ensure interoperability, secure VAT management, optimize Procure-to-Pay and Order-to-Cash cycles, and avoid any disruption in commercial relations with the European Union. This article details the applicable standards, their concrete impacts, and best practices to prepare your organization for this digital transformation.

Regulatory Evolution and European Standards

European regulations now mandate electronic invoicing for public procurement and are preparing to extend e-invoicing in business-to-business (B2B) settings. ViDA, Peppol, and national initiatives converge towards a harmonized framework that facilitates exchanges among member states.

ViDA and the B2G Directive

ViDA, or Variations in Digital Tenders, is the official standard format for electronic invoicing in European Union public procurement. It requires contracting authorities to accept only e-invoices in UBL or CII formats, ensuring uniform data flows.

For suppliers, this means adopting a specific format and implementing secure channels. Non-compliant invoices are systematically rejected, leading to severe payment delays and penalties from public authorities.

Since early 2023, several EU countries have doubled the frequency of their compliance checks, underscoring the growing importance of ViDA. The regular updates to the European framework require companies to maintain a regulatory and technical monitoring plan.

Peppol: Pan-European Network

The Peppol network (Pan-European Public Procurement OnLine) has become the preferred channel for exchanging electronic invoices between public and private entities. It is built on a certified access-point infrastructure, ensuring security and traceability.

Each company can connect to Peppol via a service provider, without geographic constraints. Exchanges then pass through brokers who validate format compliance and secure transmission.

Beyond public procurement, Peppol is gradually extending to B2B transactions. Several European states now encourage its use as the de facto standard to accelerate digitalization and reduce administrative costs.

National B2B Initiatives

In addition to B2G mandates, several countries are deploying national electronic invoicing portals for B2B. Italy and France, for example, have imposed their own platforms to centralize VAT and combat fraud.

These national portals require suppliers to register, adopt a proprietary format, or use an API to submit invoices. Failure to comply leads to automatic financial penalties.

The trend is toward unifying these initiatives under the Peppol model, but the pace varies by country. This diversity highlights the need for Swiss companies to monitor country-specific developments and maintain technological flexibility.

Illustrative Example

An industrial components manufacturer had to respond to a public tender in Spain. The absence of a dedicated Peppol module in their invoicing system led to automatic rejection of the electronic invoices sent.

This setback highlighted the importance of multichannel capability and the need to integrate ViDA and Peppol formats from the design stage of the information system. The company then developed a modular gateway, ensuring compliance regardless of the target national portal.

Concrete Impacts on Compliance and Transactions

The adoption of e-invoicing in Europe changes VAT handling, strengthens traceability, and imposes strict system interoperability. Swiss companies must anticipate these impacts to avoid payment delays, double data entry, and fiscal non-compliance.

Regulatory Compliance and VAT Harmonization

Electronic invoicing requires companies to report VAT in real time or near-real time, depending on the country. Automated checks cross-referencing public invoicing data significantly reduce leeway for errors.

To meet these requirements, accounting systems must generate certified electronic ledgers and produce detailed financial reporting for each transaction. VAT calculation must also adapt to each country’s specific rules (reduced rates, exemptions, thresholds).

In the absence of suitable tools, companies risk late corrections, tax penalties, or even in-depth audits. Manual double-entry processes prove too slow and error-prone.

System Interoperability

The proliferation of formats (UBL, CII, Factur-X, national format) makes exchanges complex without an aggregation and conversion gateway. Each incoming invoice may require prior normalization before integration into the ERP or accounting system.

Companies must therefore implement universal connectors or rely on specialized cloud platforms. These solutions ensure support for multiple schemas while maintaining a unified flow to internal systems.

This interoperability becomes a key performance factor. Poor integration can result in dedicated teams handling exceptional invoices, increasing costs and slowing payment cycles.

Flow Security and Operational Continuity

E-invoicing relies on secure channels and certificates to guarantee document authenticity and integrity. Implementing TLS protocols and electronic signatures is often mandatory.

Incident management (rejection, return, format error) must be anticipated with automated escalation workflows. Without these measures, an invoice stuck in a technical failure can block payment for weeks.

It is therefore crucial to monitor and alert in real time on the exchange status, as well as to maintain redundancy in access points to ensure resilience against outages or network updates.

Illustrative Example

A logistics service provider experienced a payment freeze from several major German accounts after the introduction of a national B2B portal. Invoices, although issued, were not recognized by the portal’s validator.

This situation revealed the lack of end-to-end testing before production roll-out. The company then chose a hybrid e-invoicing platform capable of simulating and validating submissions to each country, ensuring flow continuity.

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Anticipating the Transformation of Procure-to-Pay and Order-to-Cash Processes

Automating Procure-to-Pay and Order-to-Cash cycles is essential to reduce costs and accelerate payments. Electronic invoicing becomes the central element of these processes, ensuring traceability and automated reconciliation.

Procure-to-Pay Automation

Procure-to-Pay covers the entire journey, from purchase requisition to purchase order issuance and invoice receipt. E-invoicing allows automatic matching between invoice and order.

Once the invoice is received, the system verifies quantities, amounts, and contractual terms without manual intervention. Discrepancies are flagged via an exception management workflow, reducing errors and speeding up approval.

Eliminating manual data entry lowers the error rate and frees procurement and accounting teams for higher-value tasks, such as supplier terms analysis or contract negotiations.

Digitalizing Order-to-Cash

In Order-to-Cash, invoice generation is synchronized with the order management and logistics systems. E-invoicing ensures each shipment produces a document compliant with the client’s required format.

The client automatically receives the invoice through a secure channel or via Peppol, accelerating acceptance and accounting entry. Invoice creation times often drop from several days to a few hours.

Payment tracking also becomes smoother. Thanks to standardized references, bank reconciliations are performed automatically, reducing manual follow-ups and improving working capital.

Electronic Archiving and Traceability

Certified electronic archiving is mandatory to ensure the legal validity of invoices. Systems must guarantee document integrity, availability, and readability throughout the statutory retention period.

Associated metadata (send date, recipient, validation status) are indexed to facilitate searches and expedite audits. A robust archiving system significantly reduces response times during tax inspections.

The traceability of invoice versions, approvals, and follow-ups provides evidence of compliance at each stage, minimizing the risk of disputes and adjustments.

Illustrative Example

A distributor automated its Order-to-Cash cycle with an e-invoicing platform connected to its ERP. Invoices issued to French and Dutch clients complied with both national portals without manual adaptation.

This automation reduced payment times from 18 to 10 days and eliminated data entry errors. The company thus improved its cash flow and strengthened customer satisfaction.

Choosing the Right Platform or ERP for a Competitive Advantage

Integrating a modern ERP or a custom platform harmonizes electronic invoicing flows and anticipates regulatory changes. The goal is to deploy a scalable, secure, and modular solution to capture long-term performance gains.

Integration Criteria for a Modern ERP

An ERP should offer a native e-invoicing module or a flexible API to connect to Peppol, eBill, and national portals. It must automatically handle incoming and outgoing formats and provide a centralized dashboard.

The ability to deploy updates without service interruption is essential. A good ERP offers independent microservices for invoicing, accounting, and workflow management, ensuring operational continuity.

Open-source compatibility or freedom from vendor lock-in must be verified to safeguard the investment and adapt to future regulatory obligations.

Custom Platform and E-Invoicing Connectivity

A custom platform can be built around open-source components and dedicated APIs to support ViDA, Peppol, and eBill formats. This approach offers high flexibility to tailor business workflows.

Embedded reporting modules should allow tracking of key indicators: rejection rates, average processing times, VAT summaries by country, and usage statistics by subsidiary.

From-scratch development, combined with proven components, ensures a solution aligned with internal processes and adaptable to strategic priorities.

Adaptation to Regulatory Changes

An e-invoicing project must include continuous regulatory monitoring and an automated mechanism to update XML or EDIFACT schemas. The ability to respond within days is a real competitive advantage.

Project teams should be multidisciplinary, combining business experts, architects, and compliance specialists to anticipate new fiscal requirements and technical standards.

With a modular backbone, each new obligation (format, signature, reporting) can be deployed without a complete solution overhaul, reducing costs and time-to-market.

Turn Electronic Invoicing into a Competitive Leverage

The rise of electronic invoicing in Europe is not just a regulatory constraint but an opportunity to optimize your financial processes, secure cross-border exchanges, and boost agility. By mastering the ViDA and Peppol standards, automating your Procure-to-Pay and Order-to-Cash cycles, and choosing a scalable ERP or custom platform, you ensure both growth and compliance.

Our experts, combining open-source, modular architectures, and agile governance, are at your disposal to support you in this strategic endeavor. Whether you need a maturity audit, ERP integration, or dedicated platform development, we tailor each solution to your business challenges.

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In a Medtech environment where ISO 13485, FDA 21 CFR and Good Manufacturing Practices (GMP) standards intersect, medical device traceability stands out as an essential compliance and safety requirement. Incomplete or fragmented traceability can lead to large-scale recalls, substantial regulatory fines, or even incidents that endanger patients’ lives.

Faced with the growing complexity of multi-site flows, batches, series and subcontractors, manual management quickly reaches its limits. Only a centralized digital architecture—combining a modernized ERP, industry-specific modules, API integrations, bespoke automations and an MES/PLM—ensures bidirectional tracking from raw material → product → customer, real-time updates and audit-ready compliance at all times.

Medtech Standards and Risks of Fragmented Traceability

Medical devices operate under stringent standards (ISO 13485, FDA 21 CFR, GMP) that require exhaustive traceability at every stage of production and distribution. Fragmented or manual management of this traceability is no longer sufficient and exposes manufacturers to large-scale recalls, regulatory sanctions and patient safety risks.

Evolution of Regulatory Requirements

ISO 13485 and FDA 21 CFR demand precise tracking of raw materials, components and manufacturing steps. Each batch must be traceable from its origin to the end customer, with documentation kept fully up to date. Health authorities continuously strengthen their inspections, requiring formal proof of every stock movement, process change and quality test.

Good Manufacturing Practices (GMP) add requirements for environmental conditions, equipment qualification and operator training. Even a single lapse can lead to production license suspensions. Large-scale device recalls now trigger in-depth audits and hefty financial penalties.

The proliferation of international regulatory frameworks complicates compliance for multi-country operators. Without a digital solution that adapts workflows to each regulation, the risk of human error rises significantly, leaving companies vulnerable during inspections or post-market investigations.

Risks Related to Recalls and Sanctions

A poorly orchestrated product recall can cost tens of millions of Swiss francs, not to mention the damage to brand reputation. Rapid identification and localization of affected batches are crucial to limit the scope and duration of a recall. An error in the customer list or batch scope can expand the recall’s reach and drive up logistical costs.

Regulatory authorities evaluate not only device quality but also the ability to respond effectively to non-compliance. Unclear or incomplete market withdrawal procedures can result in legal actions and fines of several hundred thousand Swiss francs. The pressure on quality and legal teams becomes intense.

The absence of a digitized, easily accessible history complicates root cause analysis and the implementation of sustainable corrective measures. Reaction time becomes a critical variable, and each hour lost can increase risks to patients and worsen the company’s financial and regulatory position.

Impacts on Patient Safety

Inadequate traceability can conceal a component defect or production contamination. Without real-time visibility, identifying non-conforming batches relies on laborious audits—often too late to prevent clinical incidents.

Medical device incidents can incur tragic human costs beyond financial losses. An unanticipated failure may lead to postoperative infections, surgical complications or interrupted treatments, undermining prescriber and regulator trust. To optimize this process, discover our guide on laboratory information management systems (LIMS).

Example: In a Swiss SME manufacturing catheters, spreadsheet-based traceability delayed identification of a batch contaminated by non-compliant raw material. The targeted recall could only be executed after three weeks of investigation, prolonging patients’ exposure to infection risk. This example shows how manual traceability compromises both safety and responsiveness.

Complexity of Flows and Limits of Manual Management

The proliferation of production sites, subcontractors and packaging lines renders manual traceability obsolete and a source of critical errors. Dispersed documents, standalone spreadsheets and redundant data entries fail to provide reliable tracking or a unified operational view.

Multiplicity of Sites and Batches

Medtech companies often operate multiple sites for production, sterilization or assembly. Each site generates flow data that must be reconciled daily with headquarters, creating misalignments and inconsistencies. To leverage Industry 4.0, a centralized approach is indispensable.

Manual processes involve file exchanges, email reminders and repeated data entry. These practices increase the risk of duplicates and transcription errors. A simple spreadsheet version mismatch can result in expired or untested batches reaching the market, with serious compliance and safety consequences.

Without a centralized system, consolidating information for an audit or compliance report can take days or even weeks. Quality and production teams spend significant time searching for and validating data, at the expense of proactive risk analysis and continuous improvement.

Managing Subcontractors

Medical device manufacturers frequently outsource critical steps such as molding, packaging or sterilization. Each subcontractor uses its own tools and data formats, complicating aggregation into a global system. Restricted or delayed data transfer increases uncertainty about component status and batch progress. To ensure smooth communication, custom API development is essential.

Quality managers must conduct multiple checks and follow-ups, often without clear visibility on in-transit stocks or subcontractor-reported non-conformities. Logistics timelines extend and handling disparate data generates unintentional compliance risks.

Subcontracting agreements stipulate traceability requirements, but without true automation and interconnection, compliance remains theoretical. Site audits become tedious cross-checks, leaving blind spots in the device journey.

Traceability of Quality and Associated Data

Beyond batch tracking, Medtech traceability encompasses test records, quality controls, equipment qualifications and maintenance histories. Each data point must link to a batch and a serial number, adding complexity to manual or fragmented management.

Heterogeneous report formats—paper, PDF, spreadsheet—make data retrieval and report generation laborious. Teams spend hours converting, reformatting and manually validating files, increasing the risk of omissions or errors.

Example: At a Swiss manufacturing site, microbiological test results were entered into proprietary software and then exported as CSV for integration into a global spreadsheet. A format mismatch led to the loss of critical data and a two-month audit delay. This case demonstrates the impossibility of ensuring reliable traceability without an automated, unified system.

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Centralized Architecture: Foundation of Robust Traceability

A modernized ERP, enhanced with industry-specific modules and interconnected via APIs, forms the backbone of a high-performance traceability system. Combined with bespoke automations and an MES/PLM, it ensures bidirectional tracking from raw materials to patients, in real time.

Modernized ERP and Industry Modules

Integrating an ERP tailored to the medical sector standardizes receipt, production, packaging and shipment workflows. Modules dedicated to batches, serial numbers and document management centralize all traceability data without relying on external spreadsheets.

API Integrations and Bespoke Automations

APIs link the ERP to production equipment, sterilization systems and subcontractor applications. Automated data transmissions ensure accuracy, synchronize batch statuses and maintain continuous traceability—eliminating manual re-entry.

Role of MES/PLM in Bidirectional Tracking

The MES (Manufacturing Execution System) orchestrates production processes by collecting machine, operator and quality data. It feeds versioning, formulation and maintenance history information to the PLM (Product Lifecycle Management), ensuring product lifecycle coherence.

Operational Benefits and Audit-Ready Compliance

A centralized solution optimizes processes, reduces human errors and accelerates the management of non-conformities and recalls. It also provides continuous auditability, meeting the demands of regulators and customers.

Reducing Human Errors and Saving Time

By automating traceability data entry and consolidation, transcription errors vanish. Operators focus on quality control and process improvement instead of repetitive administrative tasks. Lot processing times shrink, boosting overall productivity.

Digital workflows include cross-validations and mandatory checkpoints. Each validated step is timestamped and electronically signed, safeguarding data integrity throughout the product lifecycle. Manual interventions are reserved for exceptions and in-depth analyses.

Traceability becomes available in just a few clicks, without laborious searches through paper archives or multiple spreadsheets. Lot closure cycles shrink from days to hours, freeing resources for higher-value activities.

Responsiveness to Non-Conformities and Recalls

Automatic alerts configured for critical thresholds (temperature, pressure, test results) instantly trigger corrective workflows. Quality managers receive real-time notifications, enabling immediate action and rapid isolation of suspect batches.

In the event of a recall, the system generates the list of affected customers and batches, along with documented procedures to follow. Coordination among production, quality, logistics and communications is orchestrated through a single platform, avoiding information gaps and unnecessary delays.

Digital tracking logs and archives every step of the recall, streamlining case closure and reporting to health authorities. Incident reports are generated automatically, complete with the history of checks and corrective actions taken.

Auditability and Real-Time Reporting

Integrated reporting tools provide real-time dashboards of key performance and compliance indicators. Data is drawn directly from the single source of truth, ensuring reliability and freshness.

Internal and external audits benefit from instant access to histories, validation evidence and digital records. Regulators can review digital workflows without consulting multiple databases or requesting additional files.

Example: A Swiss health authority provided all traceability reports—from raw materials to shipped batches—in under 48 hours during a comprehensive audit. This display of transparency and operational control strengthened regulators’ and clinical partners’ trust.

Industrialize Traceability to Secure Your Medical Devices

The digitalization of Medtech traceability has become a sine qua non for meeting ISO 13485, FDA 21 CFR and GMP requirements. Centralized architectures—combining modernized ERP, APIs, automations, MES and PLM—offer a unified, responsive and auditable view of production flows. They eliminate risky manual processes, enhance patient safety and optimize operational efficiency.

Regardless of company size or site complexity, our experts design hybrid, modular and scalable ecosystems based on open source and custom developments to avoid vendor lock-in. We support you from traceability audit through implementation of robust, secure and fully compliant Medtech solutions.

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The QR invoice is the new mandatory payment standard in Switzerland, permanently replacing the old orange and red payment slips. It relies on the Swiss QR Code, a two-dimensional code that integrates both payment references and banking details.

Its adoption has been compulsory since September 30, 2022, requiring the exclusive use of IBAN or QR-IBAN to ensure uniformity and security of payment flows. This article provides a pragmatic overview of how the QR invoice works, its benefits for payers and creditors, and the rules you need to follow to succeed in the transition and automate your financial processes.

How the QR Invoice Works

The QR invoice defines a structured, universal, and secure format for all payments in Switzerland. It embeds all necessary data in a single Swiss QR Code, eliminating manual entry errors. This standard relies on IBAN/QR-IBAN usage and guarantees interoperability among banks and billing systems.

Nature and Structure of the QR Invoice

The QR invoice consists of a graphical panel displaying a Swiss QR Code and a payment slip containing the textual details. Mandatory data include the IBAN or QR-IBAN account number, the amount, the currency, the structured payment reference, and the beneficiary’s and payer’s addresses. This standardized structure removes free-text fields that could cause errors and disputes.

The Swiss QR Code encodes all these elements, allowing banking applications to automatically scan the information and initiate the payment without any manual intervention. The absence of grey areas reduces fraud risk and improves transaction reliability.

The technical specification for the QR invoice is defined by SIX Interbank Clearing and complies with ISO standards. Optional fields, such as the payer’s IBAN, can be used to prefill data in banking applications, further speeding up processing.

Payment Elements and Security

Switching to IBAN/QR-IBAN is a key step in strengthening transaction security. The IBAN guarantees the validity and integrity of banking details, and many banks perform strict checksum verification during processing. Any error in the IBAN or payment reference is immediately detected.

The QR invoice incorporates a checksum mechanism and an internal verification algorithm. This dual verification prevents fraudulent modifications of amounts or beneficiaries, securing the entire end-to-end process.

Issuers can also include an “Additional Information” field for free-form messages, while preserving payment reliability. However, this field must never replace essential data, as that could compromise readability by banking systems.

Real-World Use Case of QR Invoice Implementation

A medium-sized public entity migrated its fee invoices to the QR invoice format in early 2023. Previously, it processed thousands of red slips, which caused manual entry errors and payment delays. After integrating the Swiss QR Code into its open-source ERP, the organization saw a 90% reduction in incidents related to incorrect banking details.

This case demonstrates that standardization and automation of the QR invoice minimize manual interventions and accelerate settlement times. The entity was able to reallocate its financial resources to higher-value tasks, such as rights analysis and budget planning.

The integration was carried out through a custom module compatible with the existing hybrid ecosystem, avoiding any vendor lock-in. The project leveraged open-source libraries to generate and validate QR codes, ensuring long-term scalability and security.

Concrete Benefits for Payers

The QR invoice makes life easier for payers by offering a single code to scan for an accurate payment, without tedious retyping. It delivers a significant reduction in errors and faster transaction processing. Payers also benefit from mobile options and increased automation in their management software, improving the smoothness of financial workflows.

Faster Payments and Elimination of Errors

With the QR invoice, payers no longer have to manually copy the IBAN, payment reference, or amount. A simple scan of the Swiss QR Code in their banking app prepopulates all fields, eliminating the risk of transposing digits or entering incorrect references.

This accuracy reduces the rate of rejected or misallocated payments, minimizing reminders and penalties. Organizations report decreased administrative costs related to payment processing and fewer calls to the finance department.

Settlement deadlines are met more consistently, enhancing supplier-customer relationships and preserving both parties’ cash flow.

Mobile Experience and Speed of Execution

The rise of mobile banking apps makes the QR invoice particularly suited to modern use cases. The code can be scanned directly with a smartphone camera, and the transaction completes in a few clicks, even on the go.

An IT service provider implemented the QR invoice on its bills, enabling clients to pay their monthly subscriptions from their mobile devices. As a result, off-hours payments tripled, demonstrating the impact of mobile on speed and availability of settlements.

This example highlights the importance of user experience: the more intuitive the payment, the faster it is made, with no risk of forgetfulness or delays.

Automation of Reconciliation and Tracking

Accounting and ERP systems can automatically ingest incoming QR invoices, including bank reconciliation. Payment statuses update without human intervention, providing real-time visibility into financial positions.

Accounting teams become more efficient, spending less time on data entry and verification. They can focus on data analysis and cash-flow forecasting.

Thanks to a modular, API-driven architecture, information from bank statements and invoices is synchronized continuously, ensuring reliable, instant reporting.

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Benefits for Creditors and Software Integration

For invoice issuers, the QR invoice offers direct generation from ERP or billing systems, without external gateways or manual entry. Processing costs drop significantly. Creditors also benefit from enriched data and a smoother end-to-end process, from invoice issuance to accounting.

Native Generation in Billing Systems

Integrating the QR invoice into business software allows simultaneous generation of the PDF invoice and the Swiss QR Code. Dedicated modules retrieve banking details from a master source, ensuring data consistency.

A Swiss logistics provider automated its client invoice generation via an open-source ERP plugin. Every document now includes a QR invoice, with no heavy internal development or additional licensing.

This contextual approach, combining proven components and custom development, reflects a hybrid-ecosystem philosophy, ensuring a modular and scalable process.

Cost Reduction and Workflow Optimization

Eliminating traditional payment slips reduces postage and paper-processing costs. Teams spend less time printing, folding, and mailing invoices.

A financial services firm achieved annual savings of over CHF 30,000 on mailing costs. It also halved manual interventions in its accounts payable department by using a direct-import API for QR invoices.

By avoiding exclusive reliance on a single vendor, the company maintains control over its evolution and avoids vendor lock-in risks.

Utilization of Enriched Data

The QR invoice standard carries the payment reference, which often corresponds to an order or project number. Management systems can automatically link the invoice to the correct file, improving traceability and transparency.

Financial managers gain reliable dashboards where each payment ties back to its budget or operational source. This facilitates analysis of billing cycles, identification of delays, and calculation of Days Sales Outstanding (DSO).

With a microservices-based architecture, reports are generated continuously and can be consumed by any BI tool without additional technical complexity.

Essential Rules and Best Practices for Transition

Adoption of the QR invoice has been mandatory in Switzerland since 2022, with exclusive use of IBAN or QR-IBAN and prohibition of replacements for domestic payments. Compliance is non-negotiable. To succeed in migration, plan the integration into existing systems, train your teams, and test processes end to end.

Legal Adoption and Standard Constraints

Since September 30, 2022, all invoices circulated in Switzerland must be issued in QR format. Orange (BVR) and red (BVR ISR) slips are no longer accepted by banks for domestic payments. This rule also applies to public organizations and companies with more than 20 employees.

Using IBAN or QR-IBAN is imperative. QR-IBAN allows routing payments to reference or treasury pool accounts. Invoices issued with non-IBAN accounts will be rejected automatically.

It is crucial to verify the banking details stored in your systems and ensure they are valid and ISO-compliant. Conduct generation and reading tests of the Swiss QR Code before going live.

Limitations for International Payments

The QR invoice applies only to Swiss franc or euro payments destined for accounts held with a Swiss bank or an institution adhering to the standard. For international transactions in other currencies, maintain a separate format, such as SEPA or SWIFT.

An international NGO based in Switzerland had to keep two invoice formats: the QR invoice for Swiss donors and SEPA transfers for European contributions. This duality illustrates the importance of segmenting processes according to legal requirements.

It is advisable to create distinct workflows in your billing system for each geographic area to avoid errors and ensure regulatory compliance wherever you operate.

Migration Strategy and Tailored Integration

Transitioning to the QR invoice should be part of a broader digitalization project for payments. Start by mapping your current processes, identifying pain points, and defining functional and technical requirements.

Next, select modules or open APIs for generating and validating Swiss QR Codes, prioritizing open-source solutions to promote modularity and limit vendor lock-in. Test in a sandbox environment with your banking partners.

Finally, train your accounting and business teams on the new formats, integrate end-to-end tests into your CI/CD pipelines if you use an extensible ERP, and provide post-go-live support to quickly resolve any incidents.

Optimize Your Move to the QR Invoice

The QR invoice is more than a graphical update: it transforms your payment processes into faster, more reliable, and automatable workflows. Payers enjoy a seamless mobile experience and error-free data entry. Creditors generate QR codes directly in their systems, reduce costs, and leverage enriched data for precise reporting.

Compliance with legal requirements—particularly the exclusive use of IBAN/QR-IBAN and distinct handling of international payments—is essential. A well-orchestrated migration strategy based on open-source building blocks and a modular architecture ensures adaptability and long-term viability of your solution.

Our experts are ready to support you in implementing a high-performance, scalable, and secure digital invoicing process. With a contextual, vendor-agnostic approach, you’ll benefit from a hybrid ecosystem aligned with your business needs while adhering to Swiss standards.

Discuss your challenges with an Edana expert

In a competitive environment where every strategic decision matters, the Business Model Canvas stands out as a powerful method for quickly and clearly mapping out how a company operates.

On a single page, this visual tool brings together the key building blocks of your business model and facilitates communication among executives, operations teams, and partners. It’s a collaborative framework, easy to implement, that guides reflection on value proposition, customer segments, financial flows, as well as essential resources and partners. Whether you’re an innovative startup or an established Swiss SME, the Canvas helps you structure your priorities, align your teams, and make informed decisions.

Adopting the Business Model Canvas

The Business Model Canvas offers a concise one-page overview of your business model, allowing you to immediately see your customers, value proposition, revenue streams, and main costs.

Clarifying the value proposition

The core of the Canvas lies in clearly defining what you deliver to your customers. Identifying the functional and emotional benefits of your offering creates the first pillar of differentiation. This step forces you to articulate precisely what makes your product or service unique.

By structuring your value proposition on the Canvas, you gain consistency in both internal and external communication. The marketing team can base its messaging on this formulation, while R&D can better assess customer expectations.

When multiple value proposition options exist, the matrix encourages you to test different hypotheses. From there, you can derive the priority messages to deploy during a launch and adjust your packages according to the importance of each benefit for your segments.

Identifying customer segments and their needs

Mapping your customer segments brings together profiles with similar needs and behaviors. This segmentation ensures that you don’t try to address everyone in the same way, but rather tailor your offering.

The Canvas guides you to prioritize these segments based on their potential, profitability, and alignment with your company’s vision. This way, you can focus your resources where the return on investment is highest.

Moreover, this exercise supports personalization of customer journeys by highlighting the channels and messages to emphasize for each group. You can anticipate objections and highlight what truly matters to each segment.

Mapping revenue streams and cost structure

Simultaneously visualizing your revenue sources and key costs offers an immediate overview of the financial viability of your model. You can identify the major revenue lines, whether from direct sales, subscriptions, commissions, or licenses.

Similarly, listing your fixed and variable costs ensures an understanding of how strategic decisions impact profitability. Production, marketing, and R&D investments stand against your projected revenues.

Example: A Swiss financial services SME used the Canvas to compare its monthly subscription model with the platform maintenance cost. This mapping showed that by adjusting their pricing structure, they could reach profitability two months earlier without raising rates for their largest accounts.

Structuring a workshop to fill out the Canvas as a team

An interdisciplinary workshop ensures diverse input and buy-in from all participants. The method promotes exchange, idea confrontation, and collective ownership of the business model.

Preparing an interdisciplinary workshop

Bringing together the right skills and stakeholders is the first success factor. Ideally, the workshop gathers executives, marketing managers, finance and key operations staff. Each participant contributes their perspective on specific blocks.

Before starting, share a clear brief on the session’s objectives: validating the existing model, exploring new revenue sources, strategic repositioning… This preparation primes participants to contribute constructively.

A neutral facilitator can guide the discussions, ensure everyone speaks, and keep to the time allotted for each block. Using a timer and predefined speaking turns prevents digressions and maintains focus.

Using post-its and visual aids

The use of colored post-its makes it easy to distribute information by block, priority level, or maturity stage. Each idea, hypothesis, or financial datum is noted concisely and visibly.

Wall charts, whiteboards, or interactive screens provide flexible support for remote or in-person settings. The visual format allows everyone to follow the Canvas’s evolution in real time and contribute immediately.

Example: A manufacturing company organized a hybrid workshop with both on-site employees and remote workers. Thanks to a shared interactive board, they iterated on the “distribution channels” pillar and uncovered an e-commerce opportunity they hadn’t considered. The exercise’s visual nature revealed perception gaps between sales and production teams.

Encouraging team alignment through iterations

The Canvas is not static: it evolves with market feedback and new ideas. Planning monthly or quarterly review sessions helps refresh hypotheses and adjust strategy.

Each Canvas update is followed by a quick walkthrough to validate changes and collect new feedback. This approach fosters a culture of sharing and continuous improvement.

A single Canvas can lead to regional or product-line variations while maintaining a common foundation. Global consistency is preserved, but local agility is enhanced.

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Structuring the nine Canvas blocks to guide strategy

The Business Model Canvas is built around nine interrelated blocks covering all dimensions of your business model. Understanding the interactions between these blocks is vital for steering your business coherently.

Customer segments, value proposition, and channels

Customer segments define the priority targets for your offering. Each segment has specific needs that must be addressed by your value proposition.

Channels determine how your proposition reaches each segment. They can be direct (e-commerce, field teams) or indirect (partners, distributors). Choosing the right channel greatly influences acquisition cost and customer experience.

By combining these three blocks, you create a seamless journey: you identify where and how to reach your customers and what tangible value you deliver.

Customer relationships and revenue streams

Customer relationships concern the nature of the interaction between you and your segments: personalized support, self-service, user communities, automation… Each model incurs different costs and sets different expectations.

Revenue streams encompass all monetization mechanisms: one-time sales, subscriptions, licenses, commissions, rentals. Each model has its own scalability and recurrence characteristics.

Articulating these two blocks allows you to choose the right pricing strategy and create profitable retention loops. You can measure customer lifetime value (CLV) and adjust retention efforts accordingly.

Key resources, key activities, key partnerships, and cost structure

Key resources gather everything essential to delivering your value proposition: teams, technologies, patents, trademarks, or infrastructure. They align your assets with your ambitions.

Key activities are the core processes that generate value: product development, marketing, customer support, maintenance. Mastery of these activities determines operational performance.

Key partnerships, whether suppliers, strategic alliances, or open-source ecosystems, allow access to complementary resources or expertise without bearing the full costs or risks.

Finally, the cost structure encompasses all fixed and variable expenses related to resources, activities, and partnerships. The balance between internal and external resources, open-source or proprietary, directly affects flexibility and adaptability.

Example: A Swiss non-profit organization used these four blocks to formalize university partnerships and reduce R&D costs. This clear allocation of responsibilities and resources enabled a pilot launch at 30% of the initial budget.

Leveraging the Canvas for decision-making and execution tracking

The Business Model Canvas is more than just a brainstorming document: it’s a continuous strategic management tool. It guides operational decisions, sets priorities, and serves as a reference during performance reviews.

Adjusting your product or service strategy

The Canvas helps you quickly spot bottlenecks or inconsistencies between your value proposition and target segments. You can then redirect development, test new features, or revisit pricing.

This agility helps you prioritize product enhancements based on their impact on profitability and user experience. Decisions are made from a holistic perspective rather than isolated spreadsheets.

With each new iteration of your offering, update the Canvas in a short workshop to validate or invalidate your hypotheses. You thus limit risks and optimize investments.

Planning rapid experiments

The Canvas identifies high-potential and high-uncertainty areas. For these, it’s recommended to launch MVPs or pilot projects to collect real-world data.

By planning short experimentation cycles, you test your hypotheses with a representative customer sample before scaling. You reduce costs tied to strategic errors and gain responsiveness.

The next Canvas workshop integrates feedback from these experiments and adjusts the relevant blocks accordingly. You thus obtain a proven business model ready for broader deployment.

Regularly reviewing and updating your model

A static Canvas quickly loses relevance. It’s therefore essential to revisit it with every contextual change: market shifts, new competitors, regulations, technological innovations.

Incorporate the Canvas into your strategic governance: at board meetings or quarterly reviews, put it forward for examination to adjust priorities and budgets.

This practice fosters a continuous learning dynamic. Your organization becomes more responsive and capable of seizing opportunities ahead of competitors.

Making the Business Model Canvas a growth driver

The Business Model Canvas provides a simple, visual framework to align your strategic vision, resources, and actions. By mapping the nine key blocks, you anticipate challenges, focus efforts, and steer your business with clarity.

Whether you’re designing a new service or refining an existing model, the Canvas facilitates collaborative decision-making and rapid adaptation to market changes. It thus becomes a true strategic dashboard.

You better control costs, optimize channels, and align your teams around shared objectives. And when circumstances shift, you update your model in a few short iterations.

At Edana, our digital strategy experts support you in facilitating Canvas workshops, leading strategic reviews, and integrating your decisions into an evolving, secure, and modular digital ecosystem.

Discuss your challenges with an Edana expert

In a context of fluctuating international markets and complex supply chains, Swiss watchmaking faces major challenges: unstable demand forecasting, geopolitical tensions, extreme traceability requirements, management of precious materials, and the transition to Industry 4.0. Digital technology and modern ERP solutions provide powerful levers to gain real-time visibility, enhance planning reliability, secure supplies, and automate production processes.

By combining IT system integrations, specialized cloud modules, and customized platforms, watch manufacturers can not only absorb volume fluctuations but also optimize their margins and maintain their operational excellence.

Anticipate Demand Volatility with Digital Tools

Market fluctuations force watchmakers to rethink their planning. ERPs equipped with AI-driven forecasting modules deliver unprecedented precision and responsiveness.

Forecasting Challenges Amid Market Fluctuations

Swiss watchmaking operates in an environment where demand can swing from a rush for a particular model to a sharp slowdown in just a few weeks. Retail, online, and international sales are subject to seasonal cycles, fashion trends, and external shocks. Without suitable tools, teams rely on manual spreadsheets and static rules, resulting in significant gaps between forecasts and actual sales.

This inaccuracy leads to costly overstock, stockouts, or rushed orders with expensive express shipping. Storage costs for movements, cases, and straps increase, as does the risk of obsolescence for custom components. Beyond the financial aspects, these discrepancies can weaken relationships with distributors.

For an industry that relies on reliability and brand image, missing a deadline or accumulating unnecessary stock undermines both profitability and reputation. Business teams and IT departments suffer from a lack of confidence in the data, delaying strategic decision-making.

ERP Features for AI-Assisted Forecasting

Modern ERPs include demand forecasting modules powered by artificial intelligence, leveraging sales history, seasonality, promotions, and even external signals (weather, macroeconomic data). These algorithms can continuously adjust forecasts as real-time data evolves.

With dynamic dashboards, planning managers can explore multiple scenarios: manual adjustments, marketing campaign simulations, or price variations. The modularity of the ERP makes it easy to add connectors to e-commerce platforms, CRM, or BI systems to enrich the predictive model.

IT system integration ensures real-time information flow: incoming sales, returns, and updated forecasts automatically feed into the production schedule. The result: reduced buffer stocks and better synchronization between manufacturing workshops and external suppliers.

Case Study: A Regional Watch Manufacturer

A mid-sized watch manufacturer located in a Swiss valley was facing 35% variances between its quarterly forecasts and actual sales. Teams ended up overordering components and then had to offload excess inventory.

Integrating an AI module into their existing ERP allowed them to analyze thousands of data points in a few hours, automatically recalibrate forecasts, and generate optimized purchase orders based on total cost of ownership.

After six months, forecasting errors dropped to under 10%, inventory turnover accelerated, and freed-up cash flow was reinvested in optimizing finishing lines.

This case demonstrates how a contextual approach—combining open-source elements with cloud components—can transform a critical function without a complete IT overhaul.

Streamline a Fragmented Supply Chain and Withstand Geopolitical Tensions

Watch supply chains span multiple countries and tiers of subcontractors. IT integration and real-time visibility are essential to anticipate disruptions and secure supplies.

Complexity of a Multi-Tier Supply Chain

The components of a Swiss watch move through a multi-tier supply chain—from ceramic factories and setting workshops to finishing centers and quality control stations. Each stage involves specialized subcontractors, sometimes in regions subject to customs restrictions or geopolitical risks.

This dispersion complicates lot traceability, lead time estimation, and shipment coordination. Unforeseen events—transport delays, intensified customs inspections, political instability—can halt production for days or even weeks.

Without an integrated system, managers spend considerable time consolidating Excel reports, delaying incident response and increasing freight or temporary storage costs.

System Integration for Consolidated Visibility

A modern ERP, paired with a logistics orchestration platform, centralizes data from all participants. Standardized API integration and EDI connectors synchronize stock, transport, and customs information.

Real-time tracking of order statuses and container routes is accessible through collaborative interfaces shared with subcontractors. Configurable alerts notify teams immediately of any delays or deviations.

Automating validation workflows (quality checks, certificates of origin, HACCP declarations for lubricants, etc.) reduces administrative errors and frees up time for proactive risk analysis.

Case Study: An SME Exporting Across Continents

A Swiss watch SME operating in Asia, Europe, and North America struggled to track the status of its components, purchased in three currencies and shipped through two different ports.

Implementing a multi-currency ERP integrated with a carrier management module enabled tracking each part from metal extraction to final delivery.

Teams gained an extra day per week by eliminating manual reconciliation tasks, and incidents of missing stock dropped by 60%.

This testimony shows that a contextual, modular solution without vendor lock-in can balance operational performance with control over external risks.

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Stringent Traceability Requirements and Precious Materials Management

Full component traceability and metal accounting are regulatory and quality imperatives. Specialized ERPs offer native functionality to track movements and value every gram.

End-to-End Component Traceability

Every component movement—from the barrel to the hairspring— must be recorded in an immutable ledger. High-end watches rely on limited series that require tracking of serial numbers, pressure tests, finish inspections, and workshop returns.

Digital solutions, using 2D/QR scanners and internal mobile apps, automate data capture at critical stations. Information is immediately consolidated in the ERP, ensuring a complete history for each component.

In the event of a recall or an authority audit, instant traceability significantly reduces search time and limits the impact on production and brand reputation.

Metal Accounting and Precious Materials Tracking

The cost of platinum, gold, or silver fluctuates on financial markets. Watch-specific ERPs incorporate metal accounting modules to value inventory in real time based on spot prices, processing fees, and commissions.

Consolidation of movements—weigh-ins at workshop entry, batch consumption, and scrap—automatically feeds inventory valuation. Physical/software discrepancies are detected upstream, simplifying internal and external audits.

Valuation reports can be exported for financial or tax accounting, aligning operational management with regulatory requirements without manual re-entry.

Steer the Transition to Industry 4.0 and Automation

Industry 4.0 transforms traditional workshops into smart factories. MES, automated workflows, and PLM interfaces deliver more agile and resilient production.

Automating Production Flows with MES

Manufacturing Execution Systems (MES) orchestrate shop floor operations: order allocation, operator time tracking, quality control, and machine parameter traceability.

Connected to CNC machines, machining stations, and handling robots, the MES synchronizes batch progress and adapts production orders to contingencies (breakdowns, delays, commercial priorities).

Real-time dashboards display OEE (Overall Equipment Effectiveness), downtime, and scrap rates, enabling maintenance teams and management to make immediate decisions.

Custom Platforms and PLM Integration

Product Lifecycle Management (PLM) centralizes technical data: bills of materials, drawings, design versions, and mechanical specifications. Its integration with the ERP ensures consistency between R&D and production processes.

Custom APIs synchronize BOM changes triggered by the design office and automate the creation of manufacturing routes, preventing version errors and costly rework.

Hybridizing open-source PLM components with proprietary ERP modules creates a flexible ecosystem, minimizing vendor lock-in and ensuring solution scalability alongside future innovations.

Turn Your Watchmaking Challenges into Competitive Advantages

Modern ERPs, paired with IT integrations, AI, and specialized cloud modules, address the five key challenges of Swiss watchmaking: demand forecasting, management of a fragmented supply chain, stringent traceability, precious materials valuation, and the transition to Industry 4.0. Each contextual and modular solution is designed for performance, resilience, and long-term return on investment.

Whether you manage a family workshop or a multi-site manufacturing facility, our experts guide you in defining the digital ecosystem best suited to your strategic and operational challenges. From the initial audit to implementation, we help you turn these challenges into drivers of innovation and profitability.

Discuss your challenges with an Edana expert

In an ever-evolving competitive environment, Swiss SMEs with over 20 employees are looking for concrete ways to increase agility. Unified HR and payroll software becomes far more than just an administrative tool: it centralizes employee data, enhances transparency through Employee Self-Service, and drives overall HR digitalization.

This solution supports C-level executives, CIOs/CTOs, and business managers in their efficiency challenges. By reducing repetitive tasks, it frees up time for high-value projects. Discover how such a system becomes the true engine of organizational and human performance for your company.

Centralizing Employee Data for a 360° View

A single source of truth ensures optimal consistency and eliminates redundancies. Centralizing information streamlines strategic and operational decision-making.

Gathering Information in a Single Repository

Every HR process generates data—contracts, job descriptions, training records, evaluations. Scattered across spreadsheets, paper files, and multiple applications, this information quickly becomes hard to leverage. By adopting a single, modular system, all data flows through one unified platform, ensuring immediate access to personnel records.

This central hub can evolve according to business needs: integrating training modules, competency tracking, or certification management. Its modular architecture supports gradual scaling and ensures controlled return on investment. Opting for an open-source platform minimizes vendor lock-in and simplifies customization.

Data Reliability and Consistency

When each record is kept up to date through an automated process, error risks drop dramatically. Updates to personal data, role changes, or department transfers propagate automatically across all related processes.

This consistency guarantee feeds dashboards and analytical reports, enabling anticipation of human resource or training needs. Business managers gain reliable metrics to steer their payroll budgets and optimize workforce planning.

Furthermore, traceability of archived changes boosts stakeholder confidence during internal or external audits, without the need for manual document searches.

Secure and Scalable Access

Centralization does not come at the expense of security. Scalable solutions rely on cloud or hybrid architectures, with data encryption and granular access controls. Permissions are assigned by role and department, enforcing the principle of least privilege.

With a contextual approach, each module can be tailored to sector-specific requirements: HR reporting, mobility management, backup routines. Incorporating proven open-source components ensures system durability and flexibility.

In cases of business expansion or consolidation, the platform adapts without the need for a full redesign, highlighting the value of modular, longevity-focused design.

Automating Critical Processes to Optimize Productivity

Eliminating manual tasks drastically reduces errors and processing time. Automation frees HR teams to focus on people and strategy.

Automated Time Tracking and Attendance Management

Time logs, once collected on paper or via spreadsheets, can now be entered and approved directly by employees through a dedicated time-tracking portal. Managers can view anomalies, overtime, or unexcused absences in real time.

The system incorporates adaptable calculation rules based on collective agreements and cantonal requirements. Thus, teams no longer spend long hours manually reconstructing timesheets and can quickly respond to reporting requests during inspections.

A Swiss industrial manufacturer replaced its paper-based time logging process with a mobile time-stamping module. Automation cut time spent on time tracking by 60%, while improving record compliance.

Error-Free Payroll Calculation and Processing

Payroll calculation is one of the most sensitive processes due to the complexity of social contributions and taxes. An error can be costly in terms of fines and reputation. Dedicated software integrates current legal scales and updates them automatically.

Data from hours worked, absences, and salary variables go through an automated payroll engine, minimizing the risk of human error. Payslips are generated within minutes and delivered to employees through a secure channel.

Streamlined Approval Workflows

The sequence of steps—from data entry to final payment approval—can be orchestrated through configurable workflows. Supervisors receive notifications at each critical juncture and can approve or request adjustments with a single click.

This transparency smooths communication between departments, avoiding email back-and-forth or phone follow-ups. Approval timelines are measurable and feed into the overall HR performance reporting.

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Ensuring Swiss Legal Compliance and Mitigating Risks

Dedicated software continuously receives updates on fiscal and social regulations. Built-in compliance reduces the risk of sanctions and enhances the company’s credibility.

Updating Fiscal and Social Regulations

Cantonal and federal legislation evolves regularly, affecting contribution rates, family allowances, and retirement contributions. An automated system instantly aligns its calculations with official regulatory updates.

Teams are no longer responsible for manually tracking every regulatory change, reducing operational pressure and complexity. Instead, administrators receive detailed change reports.

Secure Archiving and Traceability

Retention of HR documents and payslips is subject to strict legal requirements. The software ensures automatic, encrypted archiving, guaranteeing document integrity and accessibility during audits.

Each action is timestamped and electronically signed, creating a complete audit trail. Legal retention periods can be configured based on document type and canton.

Reducing the Risk of Errors and Sanctions

Payroll discrepancies or erroneous payments can lead to fines or litigation. By automating the entire process, the risk of omissions or incorrect entries is virtually eliminated.

Internal controls are strengthened by automatic variance-check routines and threshold-based alerts. Exceptions are handled through clear workflows.

Improving Internal Communication and Collaborative Engagement

An integrated enterprise social network promotes interaction and buy-in for HR processes. Self-service features put employees at the heart of their administrative management.

Self-Service and Transparency for Employees

The Employee Self-Service portal allows each employee to view and update personal data, check leave balances, and submit requests online. This autonomy builds trust and reduces HR inquiries.

Managers have dashboards that summarize pending requests and key metrics, such as absenteeism rates and leave distribution over specific periods.

An SME in the healthcare sector introduced the employee portal and saw a 70% reduction in recurring HR inquiries, freeing up more time for the team to focus on strategic projects.

Integrated Enterprise Social Network

Integrating an internal newsfeed supports cross-departmental announcements and fosters a sense of belonging. Teams can share successes, best practices, and workplace well-being alerts.

Conversations are centralized, moderated, and archived, ensuring compliance and traceability. Collaborative modules can be enhanced with satisfaction surveys or anonymous polls.

Feedback Tracking and Workplace Well-Being

Built-in survey tools collect employee feedback on various topics: work-life balance, workload, training. Results are analyzed automatically.

Managers can then initiate targeted actions: schedule adjustments, training rollout, or enhanced managerial support. The software provides detailed reports measuring the impact of these measures.

Turn Your HR Management into a Competitive Advantage

Adopting HR and payroll software condenses data centralization, process automation, legal compliance, and collaborative engagement into a single platform. Each feature becomes a lever to reduce errors, secure information, and strengthen internal communication.

Whatever your role—CIO, executive leader, head of digital transformation, or COO—our experts are at your service to assess your situation, define the most suitable solution, and support your project from start to finish. Let’s build a modular, open, ROI-focused HR ecosystem together.

Discuss your challenges with an Edana expert

Faced with the growing complexity of compensation policies and the rising demand for fairness, mid-sized companies in Switzerland are seeking to modernize their negotiation processes. Moving from a manual, spreadsheet-based approach to a digital platform enables you to structure each step, ensure transparent criteria, and secure budget adjustments.

Beyond mere automation, digitalization transforms salary negotiation into a strategic lever for retention and HR management. By adopting a modular, open, and context-driven approach, you can align governance, compliance, and operational performance, while empowering every stakeholder with the tools they need to act confidently.

Guaranteeing Salary Fairness and Transparency

Ensure fairness and transparency in every salary adjustment. Eliminate biases and errors with automated tracking.

Visibility of Compensation Criteria

Digitalization provides clear access to calculation rules and predefined pay scales.

Within a dedicated platform, criteria—such as experience, individual performance, and market benchmarks—are centralized and made accessible to all participants. There’s no need to switch between multiple spreadsheets or consult outdated documents. Each manager has a unified view of the relevant parameters, ensuring all decisions are based on the same data.

For example, a mid-sized financial services firm discovered it was applying performance coefficients inconsistently across departments. By implementing a digital platform, the company standardized its calculation method. This case shows that transparency of criteria not only reduces disputes but also strengthens trust within teams.

Preventing Cognitive Biases

Judgment biases can arise when evaluations are subjective and untracked.

A digital solution standardizes feedback collection and weighting, minimizing the impact of personal preferences. Managers enter their evaluations directly into the system, which automatically calculates the salary proposal based on scales approved by leadership. The tool’s role is to separate the human element—ratings and explanations—from the mechanical, objective calculation.

Real-Time Budget Tracking

Accurate budget management is essential to avoid overruns and facilitate resource reallocation.

In real time, the platform displays what’s been spent and what remains to be allocated, preventing surprises at the end of the cycle. HR and finance leaders access dynamic dashboards with alerts for predefined threshold breaches. This consolidated view enables rapid responses by adjusting budgets or prioritizing specific negotiations.

Rigorous Governance of Compensation Processes

Frame and secure every step with rigorous governance. Ensure compliance and traceability to minimize risks.

Access Rights and Stakeholder Roles

A digital system precisely defines who can do what and to what extent.

Profile and access-rights management ensures that only authorized stakeholders—HR teams, managers, and leadership—can view or modify data. Each attempt is recorded in an audit log, providing full traceability. This granularity separates viewing, data entry, and approval rights, preventing unauthorized actions.

In a Swiss industrial group, the HR team configured three approval levels: the manager, the HR director, and the finance director. At each stage, the workflow checks compliance with internal policy. This example demonstrates how tiered control secures the entire process and holds each participant accountable.

Automated Validation Processes

The digital workflows offer sequential or parallel validation steps as needed.

When managers submit a proposal, the platform automatically notifies the relevant approvers. Each decision-maker can approve, comment, or reject the adjustment. Business rules—overall budget, bonus quotas, category-specific caps—are verified at each stage, preventing human error or out-of-scope requests.

Traceability and Internal Audit

Every action is timestamped and logged, providing a complete audit trail.

In the event of an internal review or external audit, you simply export the activity report from the platform to justify each decision. Modified fields, comments, and approvals are preserved, facilitating retrospective review. This transparency builds board confidence and meets regulatory requirements for corporate governance.

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Optimizing Operational Efficiency and Saving Time

Optimize operational efficiency and reclaim valuable time. Replace spreadsheets with a centralized, integrated solution.

HR Data Centralization

Consolidating all HR information in a single repository eliminates duplicates and discrepancies.

Salary details, performance objectives, and bonus data are stored in a shared database accessible via a secure portal. This centralization removes the need to manage multiple Excel files, manually consolidate figures, or assemble commission tables. Information is up-to-date, consistent, and ready for comprehensive analysis.

Native Integration with the Payroll HRIS

A direct link between the negotiation platform and the payroll HRIS eliminates manual reentry.

Approved adjustments are automatically exported to the payroll module via a Finance and HR ERP specification, ensuring decisions and execution remain aligned. Risks of inconsistencies, data-entry errors, or extended processing times disappear. Payroll teams benefit from a unified, validated data flow, simplifying month-end closing.

Guided Allocation Based on Objective Criteria

The platform can propose automatic allocations based on predefined weightings.

By configuring business rules—bonus quotas, salary bands by category, performance indices—the solution generates budget allocation proposals. Stakeholders no longer start from scratch but refine suggestions calculated according to validated parameters. This saving of time and increase in accuracy promotes adoption of the digital approach.

Comparison of Salary Digitalization Approaches

Choose the right digitalization approach based on your needs. Compare custom, open source, and SaaS solutions.

Custom Software Development

A custom software solution adapts exactly to your internal processes and criteria.

Starting from your salary management framework and workflows, custom software integrates every business rule and approval requirement. This approach guarantees a perfect fit and scalability without third-party licensing constraints. However, it requires a higher initial investment and robust project governance.

Integration of Open Source Solutions

Open source components offer security, independence, and a lower total cost of ownership.

By leveraging open source HR and workflow modules, you can build a tailored application without vendor lock-in. Communities provide ongoing support and updates, while the architecture remains modular for extensions. This path combines rapid deployment with cost control.

SaaS Offering: Opportunities and Limitations

SaaS solutions offer quick deployment and controlled upfront costs.

Without infrastructure to manage, they deliver ready-to-use features and regular updates. However, technical and pricing lock-in may pose medium- and long-term challenges. It’s essential to evaluate data portability conditions, access-rights granularity, and customization options before committing.

A health-sector SME tested a SaaS platform. While the tool quickly met basic needs, limitations emerged in handling complex, specific bonus rules. This example illustrates that a SaaS solution can suit standardized policies but deserves case-by-case evaluation when bespoke processes are required.

Turn Your Compensation Policy into a Strategic Lever

Digitalizing salary negotiation structures fairness criteria, secures governance, and boosts operational efficiency. By choosing a context-driven approach—custom, open source, or SaaS based on your challenges—you avoid manual pitfalls, ensure compliance, and free up time to drive HR performance.

Whatever your situation, our experts are here to define the solution best suited to your internal processes and strategic goals. From needs analysis to implementation, we support you in transforming your compensation policy into a true engine of engagement and performance.

Discuss your challenges with an Edana expert

In a landscape where 99% of the Swiss population owns a smartphone, employee apps have become a strategic lever to reach every level of the organization, from production teams to site managers. Beyond email and intranet, these mobile-first apps modernize internal communication by combining accessibility, personalization, and technological innovation.

For CIOs, CTOs, or digital transformation leaders, they represent an opportunity to unify channels, measure the real impact of messages, and strengthen company culture. Let’s explore five structural benefits that justify the investment in a contextual, open source, and scalable employee app.

Reach Far Beyond Traditional Channels

Employee apps ensure rapid and reliable distribution of critical information, extending far beyond emails, paper notices, and verbal announcements.

Mobile-First Accessibility

By adopting a mobile-first architecture, companies deploy interfaces optimized for smartphones and tablets, guaranteeing high adoption rates. Field teams, often disconnected from fixed workstations, receive real-time notifications and can access content without delay.

Mobile ergonomics enhance readability and message retention, reducing the risk of misunderstandings. Thanks to open source libraries, development remains modular and avoids vendor lock-in.

This universal accessibility aligns digital communication with employees’ daily habits and encourages proactive consultation of key information.

Multi-Site and Multi-Sector Distribution

Employee apps allow audience segmentation by location, department, or job role, and the rollout of localized campaigns. Retail, logistics, or construction teams receive specific content without overloading other departments.

Centralized content management simplifies multi-site coordination and ensures global consistency, while giving local managers the flexibility to adapt certain messages.

Each update is instantly pushed to the right targets, minimizing information gaps and deployment delays in the field.

Measurable Impact on Communication

In addition to push notifications, these apps offer integrated engagement dashboards. Open rates, reading times, and interactions are collected to refine strategy and identify friction points.

Tracking these indicators eliminates the blind spots associated with flyers or meeting announcements, where field feedback is hard to quantify.

Practical example: a Swiss industrial SME replaced its standard intranet with an open source app. Within three months, the content view rate rose from 15% to 78%, demonstrating the superiority of mobile-first for reaching all teams, including those without fixed desks.

Greater Relevance Through Content Personalization

Employee apps deliver communication streams tailored to profiles and interests, optimizing receptivity and engagement.

Contextual Personalization Engine

By leveraging job tags, roles, or projects, the app distributes relevant content to each employee. This targeting increases perceived message value and reduces information overload.

Personalization even suggests reading recommendations or training modules related to current tasks, promoting self-directed learning.

Furthermore, integrating open source recommendation components ensures a transparent and auditable algorithm while avoiding proprietary constraints.

Fine Segmentation and Privacy Compliance

Segmentation relies solely on business-related data—department, team, language—without resorting to invasive geolocation or external behavioral profiles. This approach builds employee trust.

Each segment receives only relevant information, reducing cognitive load and increasing retention of key messages.

Interaction histories remain securely stored in compliance with data protection regulations (GDPR and the Swiss Federal Data Protection Act), thanks to a modular, encrypted architecture.

Example of a Targeted Strategy

A medium-sized organization structured across three linguistic regions implemented segmentation by business unit to deliver internal news and training. Using open source APIs, it configured content recommendations tuned to user preferences.

The result was a 45% increase in click-through rates on training modules and better adoption of internal procedures, demonstrating the impact of personalization on engagement and retention, especially in multi-site SMEs.

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Seamless Removal of Language Barriers with AI Translation

Built-in AI translation removes obstacles in multilingual environments, ensuring uniform understanding of messages regardless of location or language.

How Real-Time Translation Works

Automatic translation modules use open source neural models that continuously adapt to company-specific terminology. Content is instantly translated into the user’s language without losing context.

With a decentralized architecture, every translation remains traceable and editable, avoiding vendor lock-in imposed by some proprietary solutions.

This approach also guarantees easy scalability, as new languages can be added without overhauling the infrastructure.

Enhanced Cross-Border Collaboration

Teams from different Swiss cantons or international subsidiaries can comment and react in the same discussion thread, each in their native language. Exchanges flow more smoothly and decision-making accelerates.

Formal workflows—approvals, minutes, reports—benefit from side-by-side original and translated versions, enhancing transparency and traceability.

This linguistic fluidity encourages participation from employees who may not be fluent in the company’s primary language.

Practical Case of a Multilingual SME

An SME active across multiple sites and operating in German, French, and English deployed an AI translation module in its internal app. The tool translated official communications in under a second, preserving the style and terminological nuances specific to each business area.

The project demonstrated that investing in automatic translation enhances team inclusion and enables cross-functional projects without external interpreters, all while maintaining very short delivery times.

Impact Measurement and Strengthening Company Culture

Employee apps integrate key indicators to assess the effectiveness of each campaign, actively contributing to team motivation and retention.

ROI- and Engagement-Focused Dashboards

Dashboards compile open rates, interactions, comments, and suggestions, offering a clear view of internal communication performance. KPIs are adjusted according to business objectives and the SME’s context.

By combining these data with qualitative surveys, decision-makers gain a precise map of expectations and bottlenecks.

Open source reporting solutions ensure flexible export and sovereign hosting in Switzerland, meeting security and confidentiality standards.

Direct Effect on Company Culture

An employee app that highlights staff initiatives, shares successes, and encourages real-time feedback fosters a strong sense of belonging. Gamification and virtual badges can be implemented through customizable modules.

Transparency in exchanges, enabled by fluid communication, helps establish a climate of trust and accountability.

In the long run, these mechanisms support motivation, reduce turnover, and cultivate a shared company culture, regardless of location or language.

Example of a Retention Initiative

An industrial player deploying an internal app added an “Ideas & Recognition” feed, allowing every employee to suggest improvements and acknowledge a colleague’s contribution. Feedback was measured and integrated into quarterly KPIs.

The initiative led to a 32% increase in internal Net Promoter Score and a 12% reduction in turnover, demonstrating how modern digital communication fuels culture and talent retention.

Unify Your Mobile, Multilingual Internal Communication

By combining mobile reach, personalization, AI translation, and precise measurement, employee apps transform internal communication into a strategic lever. They bring teams together across all locations, strengthen company culture, and optimize talent retention.

No matter your maturity level, our experts can guide you in defining and implementing a contextual, scalable, and secure solution built on open source components and custom development.

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In many Swiss SMEs, HR departments remain trapped in Excel and cumbersome administrative processes, resulting in processing delays, errors, and low team satisfaction. Yet, a modern HR software solution, whether off-the-shelf or custom-built, is a powerful lever to improve efficiency, transparency, and decision-making quality.

Beyond a mere tool, it’s a strategic building block to strengthen employer branding, prepare the organization for emerging technologies, and ensure agile HR governance. This article lays out the five key points to present to senior management to make HR digitalization an investment that boosts competitiveness and sustainable digital transformation.

Operational Efficiency Gains

A modern HR software automates repetitive processes and reduces human errors, allowing HR teams to focus on high-value tasks.

Reducing Administrative Tasks

Leave requests, expense reports, and time approvals are often managed manually, causing delays and entry errors. An automated HR workflow centralizes these requests and triggers notifications based on the company’s defined business rules. By automating these steps, the HR department spends less time on data entry and more resources on supporting employees, thereby enhancing overall HR efficiency.

HR digitalization relies on configurable templates, eliminating excessive use of Excel. Processes become traceable and auditable, ensuring data compliance and security. This traceability also simplifies internal and external audits.

Thanks to modular architecture, adding new workflows remains quick and cost-effective. IT teams avoid vendor lock-in and can adapt the HR software to evolving business needs without a complete overhaul.

Seamless Integration with the Existing Ecosystem

Integration with the ERP, payroll, or financial tools like Abacus eliminates duplicate entries and data discrepancies. Secure APIs allow real-time synchronization of employee information with payroll and accounting systems.

This interoperability ensures consistent HR data across the company’s digital ecosystem. Standardized interfaces limit expensive custom developments and facilitate updates without impacting other systems.

When custom development is necessary, it focuses on business-specific connectors to link an open source solution with the existing software modules. This hybrid approach combines agility, performance, and longevity of technology investments.

By prioritizing a secure cloud architecture, scalability becomes transparent: no latency during activity peaks related to quarterly closings or intensive recruitment campaigns.

Use Case: Optimizing Timesheet Processing

An industrial SME was manually processing overtime hours in Excel, resulting in a five-business-day delay for approval and payroll. After implementing a self-service HR module, time data collection was automated through a secure web application.

This case shows a 60 % reduction in processing time and a significant decrease in entry errors. Operations managers gained instant visibility into scheduled versus actual hours without manual intervention.

The example highlights that HR digitalization is not an isolated project but a catalyst for cross-functional efficiency, improving internal time-to-market for payroll and time management topics.

It also proves that investment in custom development, combined with open source modules, can deliver a fast ROI without burdening the existing IT infrastructure.

Employee Satisfaction and Self-Service

Deploying an HR self-service portal enhances the employee-manager experience by providing transparency and responsiveness, which in turn boosts engagement and trust in HR processes.

Empowering Employees

HR self-service gives employees direct access to their leave balances, payslips, and training records, significantly reducing HR service requests. Employees gain autonomy and reassurance from immediate availability of their personal information.

This transparency fosters smoother communication between managers and teams, minimizing misunderstandings and frustrations. It also streamlines absence planning and internal mobility management.

By digitalizing these processes, leadership can prioritize more confidently while maintaining high employee satisfaction—a key retention factor in a competitive job market.

Improving the Manager-Employee Relationship

Dedicated workflows for annual reviews or professional interviews ensure systematic and traceable follow-ups. Managers have access to an integrated calendar, automatic reminders, and continuous feedback tools.

Consolidating evaluation data into an effective dashboard enables quick identification of individual development plans and training opportunities. Managers gain clarity on their teams’ skills and aspirations.

This approach also strengthens the employer brand internally by demonstrating senior management’s genuine commitment to talent development.

Example: Revamping an HR Intranet with Self-Service

A mid-sized training institution replaced an outdated intranet with a modern HR portal offering direct access to procedures and forms. Employees instantly retrieved their contracts, absence records, and training histories.

This project showed an observable increase in employee satisfaction, measured by a 45 % drop in HR helpdesk requests. The example underscores the direct impact of HR digitalization on the internal experience.

It also highlights the importance of a contextual solution: choosing a modular open source framework allowed precise interface customization to the organization’s needs without relying on a rigid off-the-shelf product.

Finally, this overhaul laid the groundwork for future integration of HR AI modules, enhancing the employer’s attractiveness.

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Enhancing Employer Branding

Adopting modern working methods enhances the company’s image among candidates. An agile HR software sends a strong signal of digitalization and innovation.

Attractive Recruitment Processes

An Applicant Tracking System (ATS) integrated into HR digitalization manages applications, automatically screens resumes, and organizes interviews, ensuring a smooth experience for candidates. Automated responses and dedicated portals elevate the company’s professionalism.

Built-in HR analytics compare recruitment cycle times and conversion rates, providing key metrics to refine sourcing strategies.

Internal Promotion and Mobility

HR digitalization structures career paths with modeled development plans within the software. Employees can visualize the skills needed for advancement, and managers can identify potential internal promotions.

This contributes to retention by offering transparency on internal mobility and training opportunities. E-learning content is coordinated with the LMS integrated into the HR software.

This pillar reinforces the company’s reputation as a talent development hub, making it easier to attract qualified profiles.

Culture of Innovation and Flexibility

Implementing collaborative dashboards and continuous feedback modules strengthens an innovation culture. HR, operations, and IT teams collaborate in agile mode to evolve workflows.

This flexibility demonstrates the organization’s ability to adapt quickly to new market demands, an asset valued by candidates and partners.

Using cloud-based HR architectures guarantees 24/7 accessibility, including for remote or teleworking staff.

Although no specific example is given, this vision shows that a well-integrated HR solution acts as a lever for internal and external communication, energizing the employer brand.

Data-Driven Forecasting and Decision-Making

Preparing for the future involves integrating HR AI, advanced automation, and cloud. Reliable data visualized through dashboards facilitate strategic decisions.

Implementing HR Analytics

Consolidating HR data in a dedicated data warehouse enables the production of key performance indicators: turnover, attendance rate, recruitment cost, performance by department. These metrics are presented in dynamic dashboards.

Decision-makers gain a consolidated and historical view, essential for anticipating skill needs and optimizing human resource allocation.

Integrating open source BI tools eliminates vendor lock-in and ensures the analytics platform’s scalability according to business priorities.

Automating Forecasting Processes

Machine learning algorithms applied to historical data predict recruitment trends and training requirements. Staffing scenarios are automatically generated, accounting for seasonal activity peaks.

This automation reduces uncertainty and facilitates budget allocation for finance, while minimizing delays in filling key positions.

Cloud-based HR strengthens processing scalability and secures intensive computations without compromising sensitive data confidentiality.

Example: Anticipating Skills Needs

A Swiss financial-sector SME leveraged the HR analytics module of a new HR tool to forecast needs for data scientists and quality engineers. Dashboards highlighted an anticipated skills gap in six months, requiring proactive recruitment.

This approach demonstrated the importance of data-driven decision-making to avoid skills shortages and the extra costs of emergency hiring.

The case also illustrates the strategic value of HR AI for aligning human resources with evolving markets and technologies, ensuring sustained competitiveness.

It finally underscores the need for HR software that natively integrates these features rather than adding them as an afterthought.

Transform Your HR Management into a Strategic Lever

HR digitalization is not just an IT project but a company-wide initiative, structuring operational efficiency, employee satisfaction, employer branding, and the ability to anticipate the future through data and AI.

The benefits are tangible: reduced administrative tasks, increased team autonomy, enhanced attractiveness, and data-driven decisions based on reliable KPIs.

For executive, IT, and HR teams, it’s crucial to choose an evolving, modular, secure solution free from vendor lock-in, capable of integrating seamlessly with the existing ecosystem and adapting to the specific business challenges of each Swiss SME.

Our experts are available to assess your context, select the most suitable architecture, and implement custom development that ensures ROI, performance, and longevity of your HR digital transformation.

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