HR departments are still drowning in paperwork. Whether it is employee records, leave requests, or business travel expense claims, HR teams continue to spend significant time collecting signatures and managing paper documents. Fortunately, there is a way to eliminate paper from HR processes entirely.
Although many organizations have introduced electronic document storage, paper copies are often still retained, and numerous HR processes continue to rely on manual handling. Employee self-service portals frequently do little more than allow users to download and print forms, rather than complete HR requests digitally from start to finish.
The digitalization of HR processes has become even more important with the rise of hybrid work. As employees increasingly work remotely, traditional paper-based document submission and approval are no longer practical. Modern digital workflows enable HR teams and employees to manage documents, approvals, and requests efficiently—regardless of location.
The Solution
HR professionals spend an average of 14 hours per week on administrative paperwork that could be automated. Much of this time is consumed by managing paper documents, multiple calendars, spreadsheets, and disconnected systems that require manual data entry.
A modern employee portal replaces these fragmented tools with a single, centralized platform for everyone in the organization, regardless of their role. It ensures compliance with company policies and processes while maintaining a high level of security. More importantly, it enables employees to complete HR tasks digitally rather than simply download and print forms.
Employees can submit leave requests, request advances or employee benefits, manage business travel expenses, complete onboarding and offboarding checklists, participate in performance reviews, and access documents such as tax forms or payslips—all from one place.
Automation streamlines document workflows and approval processes, giving employees easy access to their personal data and documents while allowing them to track the status of their requests in real time. At the same time, managers gain visibility into costs, employee absences, and team permissions, while HR teams can generate on-demand reports and monitor budgets, workforce metrics, and leave balances with up-to-date information.
How to Eliminate Paper from HR with Qalcwise
Simple and Intuitive Forms
With Qalcwise applications, you can create fully customizable online forms tailored to your organization’s policies and procedures. Built-in automation minimizes the risk of errors by enforcing business rules, budgets, and spending limits, preventing users from entering invalid or non-compliant data.
The application can automatically calculate travel allowances, employee per diems, mileage reimbursements, and other entitlements, while retrieving the appropriate exchange rate for foreign currencies. Users can also attach supporting documents, such as scanned receipts or invoices, making expense submission and reimbursement fast, accurate, and completely digital.
Fast Approvals
The request is automatically routed to the manager and, once approved, forwarded to the HR department. Approvals are significantly faster, and all data is stored in the system, making it possible, for example, to pass information about the reimbursement due to the accounting department. At every stage of the process, users can see where their request is and who is currently responsible for it.
Integrate the application with payment cards available on the market, allowing incurred expenses to be automatically submitted for approval on an ongoing basis.
Control and Analysis
Up to 50% of employees do not comply with corporate expense policies, and 43% of organizations experience expense-related fraud. Qalcwise applications provide greater control over document workflows, business expenses, corporate payment cards, and more. Real-time access to data allows organizations to continuously monitor allocated and used budgets, submitted requests, and other key information. HR teams and managers gain full transparency and better control over financial processes.
Key Features:
- Simple online forms
- Multi-step approval workflows
- Cost allocation to cost centers
- User permissions and limit management
- Document archiving
- Document distribution
- Report generation
- Automated calculations (e.g. mileage reimbursement)
- Employee dashboard
- HR / Manager dashboard
- Personalized and configurable email notifications
- Predefined reports for HR, Accounting, and Managers
- Report export to PDF or Excel
- Mobile access – submit and manage requests from any mobile device