Digitization in Romania 2025: what solutions companies adopt and what really works

Digitization has been, in recent years, a term used obsessively in the business environment in Romania. It appeared in presentations, in conferences, in strategies, in reports - but the reality on the ground looks completely different. Some companies have taken concrete and measurable steps. Others, on the other hand, have remained stuck in 10–20-year-old processes, where documents circulate in folders, by email or in bushy Excels.

2025 is the first year when digitization is no longer "optional" or "something we will do someday", but becomes a real condition for survival. Costs are rising, staff shortages are increasing and the pressure for efficiency is forcing companies to rethink the way they operate day to day.

This article is a complete guide to digitization in Romania - what the market is doing, what really works, what solutions companies are adopting and how they can get quick results without huge investments.

1. Where is Romania in 2025 in terms of digitization

To understand the direction, we need to understand the starting point. For years, Romania had a reputation as a country "behind" in digitization, but the last two years have significantly changed things. And not because of theory – but real market pressure.

1.1. Why are companies digitizing now?

The main reasons are very concrete:

Massive increase in operating costs Even a well-functioning company now feels the pressure of wages, taxes, energy, logistics. Digitization reduces visible costs.

Lack of people for operational positions In many companies there are not enough staff for repetitive tasks. Automation is not a fad – it's a necessity.

Customers demand fast and error-free service If you're not digital, your competitor is.

PNRR and institutions' pressure for digitization Especially in B2B, suppliers must adapt to be compatible with partners' systems.

1.2. The main blockages in the Romanian market

However, digitization is not linear. The biggest problems encountered in companies:

• outdated systems that cannot be integrated
• lack of standardized internal procedures
• resistance to change on the part of employees
• limited budgets
• the lack of an internal "responsible" for digitization
• delayed or postponed decisions

These challenges directly influence how companies choose digital solutions.

2. The processes that Romanian companies digitize first

If in 2018 companies were looking for "a software", in 2025 companies are looking for results: speed, less repetitive work, fewer errors, integration between systems.

Here is the list of the most digitized processes in Romania:

2.1. Document management & electronic signature

It is a field in which Romania has advanced enormously. Companies no longer accept paper flows:

• automatically signed contracts
• digital approvals
• electronic archiving
• controlled access
• audit trail

Tools like DocuSign, Adobe Sign or local solutions have become standard.

2.2. Digital identity and user verification with the new electronic CI

A huge change in Romania is the adoption of electronic ID cards with NFC chips. The new CIs enable automatic reading of data through dedicated applications, completely eliminating manual verification processes.

eID Romania is a complete platform for reading the new electronic identity card that allows companies to:

• automatically read all official data from CI in a few seconds
• completely eliminate manual checks and transcriptions
• reduce input errors to zero
• fully automate the onboarding process
• verifies the authenticity of the document in real time

This technology opens up enormous possibilities for:

• Telecom: activate SIM cards without going to the store
• Banking: account opening 100% online
• Real Estate: tenant or buyer identity verification
• HR: onboarding employees in minutes
• Hotels: automatic check-in without reception
• KYC checks: full regulatory compliance

It is one of the fastest growing areas in digitization with massive adoption in 2025.

2.3. HR, time and people management

HR is in the top 3 digitized processes. Companies want:

• digital and automated timekeeping
• leave approvals
• employee document management
• digital onboarding
• periodic evaluations
• centralized internal communication

Companies that still use Excel spreadsheets waste tens of hours every month.

2.4. Project & task management

More and more companies are switching to:

• task management platforms
• project management
• automations with AI
• automatic reporting
• smart notifications

Atlassian, Notion, ClickUp, Monday are widely used tools, but many companies switch to custom solutions.

2.5. Financial & accounting: invoicing, flows, integration with ERP

In 2025, financial digitization is no longer optional. Companies are automating:

• invoicing
• receipts
• notices
• financial reports
• bank reconciliation
• procurement approval processes

These streams are some of the most effective in terms of ROI.

3. What solutions really work in Romania (from the field)

Here is the practical part. Not all solutions are effective. Some are expensive, some are too complicated, some don't fit the culture of the organization.

3.1. Simple automations have the biggest impact

Companies see immediate results when they automate:

• data extraction from CI
• document generation
• generating offers
• appointments
• notifications
• weekly reports

They bring quick results: time saved, fewer errors, reduced costs.

3.2. Integration of already existing systems

A company can have:

• ERP
• CRM
• time attendance software
• accounting software
• logistic software
• old internal systems

The most effective projects are those where these systems are connected to each other.

3.3. Removing Excels from critical processes

Excel is great for analysis. But it is disastrous for processes:

• it is not collaborative
• not sure
• it spoils easily
• leads to huge errors

A proper digital replacement increases efficiency by 30–60%.

3.4. ERPs specialized by industry

Construction, medical, retail, logistics companies are looking for solutions created for them. A generalist ERP requires high customizations, therefore high costs.

Specialized ERPs are:

• faster
• more efficient
• more accessible
• better adapted to real processes

3.5. Automation with AI (major trend in 2025)

AI does not replace humans, but:

• reduces the cost of repetitive work
• reduce execution time by 30–70%
• increases the speed of operations
• reduce errors

AI agents can execute:

• document analysis
• generating reports
• classifications
• decision recommendations
• internal assistants for employees

4. The 5 biggest mistakes companies make when starting digitization

In the experience of recent years, these are the most common:

4.1. I am starting with a much too big project

Digitization doesn't start with a huge ERP or total transformation. It starts with small steps with quick impact.

4.2. There is no internal owner

Digitization cannot be done only by the supplier. It requires:

• an internal manager
• management support
• fast feedback

4.3. Missing process mapping

Digitization does not solve chaos. It amplifies it.

Processes must be clearly defined before automation.

4.4. Choosing a generic solution just because it's cheap

The wrong system costs much more in the long run:

• training
• maintenance
• lack of productivity
• internal resistance

4.5. Underestimating training

Even a very good solution is rejected if the team does not know how to use it.

5. UP2DATE recommendation: Digitization in 3 simple steps (model used by us)

This model is tested in dozens of projects.

Step 1: Digital audit & process mapping

At this stage:

• we analyze the processes
• we identify blockages
• we estimate times
• we calculate the costs
• we set the priorities

Duration: 3–7 days.

Step 2: We implement quick wins solutions

For example:

• automation of contract generation
• CI reading with NFC and automatic entry into the system
• generating reports
• CRM + ERP integration
• timekeeping digitization
• customer onboarding

These "quick wins" build internal confidence and immediate results.

Step 3: Advanced automations & optimizations with AI

Only after the first results do we go to:

• custom AI agents
• large systems integration
• custom software development
• Scalable ERPs
• fully automated flows

6. Conclusion: digitization in Romania is no longer a trend – it is a real necessity

2025 is the year when digitization becomes part of the companies' DNA. Those who start now will have:

• lower costs
• faster operations
• clearer processes
• more efficient teams
• more satisfied customers

Procrastinators will be left behind in an increasingly competitive market.

7. The next step: evaluate your company's digitization potential for free

At UP2DATE Software, we help Romanian companies digitize critical processes without huge investments and without risks.

We offer a free 90 minute consultation in which:

• ✅ We identify the processes that consume the most resources
• ✅ We calculate the real savings you can get
• ✅ We establish clear priorities for the next 3-6 months
• ✅ We propose concrete solutions, tested in dozens of Romanian companies

We don't sell dreams. We deliver measurable results.

Schedule a free chat →

Or write to us directly at office@up2date.ro and let's start together the first step towards a more efficient company.