How Kyocera Document Solutions Germany Digitizes Business Card Ordering with E-Procurement

But how do you organize the underlying process so that it is just as high-quality and modern as the product itself?

As specialists in customized print products, we implemented a tailored business card shop for Kyocera Document Solutions Germany, powered by Smartpro. We spoke with Monika Josseaux, Specialist for Administration and General Administration at Kyocera, about the challenges and success of electronic procurement.

The Client: A Global Specialist in Document and Information Management

Information forms the foundation of modern work processes. What is crucial here is not merely that information exists, but—above all—how quickly and efficiently it can be made accessible.

Kyocera Document Solutions addresses precisely this challenge, actively shaping the daily information workflows of businesses. The company ensures that information is available reliably, securely, and sustainably. As part of the Kyocera Corporation—a globally established technology group with core competencies including semiconductors, industrial and automotive components, printing and multifunction systems, intelligent energy systems, and communication technology—Kyocera Document Solutions continuously advances modern information and document processes to create genuine added value.

The Situation: Long Waiting Times for Business Cards

Despite its role as a technological pioneer, the procurement of business cards at Kyocera was—until just a few years ago—characterized by time-consuming processes. Business cards were administered centrally through the purchasing department—a classic bottleneck. The workflow relied on Excel spreadsheets, in which data was collected, verified, and ultimately transmitted to the external service provider.

This procedure no longer met the modern standards of efficiency expected by the corporate group. The detour via the purchasing department consumed valuable time, tied up resources, and was prone to errors.

The Solution: A Decentralized Shop for High-Quality Business Cards

To streamline this process, Kyocera—following a competitive tender—selected SIGEL and opted for the implementation of Smartpro.

The cloud-based SaaS solution functions as a closed Web2Print shop, specifically tailored to meet the needs of large organizations.

The Goal: If you want to have high-quality business cards printed today, it should be possible with just a click of a mouse—without detours, without wasted time.

We were able to seamlessly adapt the system to the corporate structure. Instead of rigid centralized administration, the tool now enables decentralized self-service.

Implementation: Control through Smart Templates

Decentralization requires security. To enable autonomy without losing control over corporate identity, SIGEL Smartpro relies on digital guardrails. This ensures that individual errors or deviations are ruled out from the very start. Monika Josseaux recalls the internal requirements:

“Initially, we had to clear a few minor internal hurdles, as we wanted to ensure that no ‘fanciful job titles’ could be printed on the business cards.” Therefore, a manager’s approval step was incorporated into the workflow before the request is sent to SIGEL.

To permanently guarantee this process reliability, the system was built upon three pillars:

• Fixed Data: Basic information—such as the company address and email domain—is stored in the system as unalterable data.
• Individual Flexibility: Employees need only enter their personal details, such as their name and direct dial number.
• Smart Approval: To ensure compliance with corporate identity (CI) guidelines and maintain quality control, an automated approval process was integrated. Every order is approved by the respective manager before it is automatically sent to print.

Results: Transparency and Resource Efficiency

The transition to electronic procurement has significantly professionalized day-to-day operations at Kyocera. Since Kyocera Document Solutions handles central planning for the entire corporate group, this concept was implemented directly across all subsidiaries in Germany and Austria. The initial effort invested in creating the templates quickly paid off, yielding enormous benefits for the entire group. In daily operations, the combination of speed and error minimization has proven particularly impressive. Monika Josseaux summarizes:

“The templates are so well-prepared that it is very difficult to make a mistake. Furthermore, quick access to the tool has resulted in a significant reduction in our workload.”

The efficiency of digital procurement is reflected in hard facts:

• Relief for the Purchasing Department: The system replaces manual data maintenance in Excel spreadsheets, freeing up capacity for strategic purchasing tasks.
• Rapid Delivery Times: Direct access to the system massively reduces the lead time from order placement to delivery.
• Streamlined Billing: The integrated cost center module enables the immediate and error-free internal allocation of every order.
• Minimized Returns: Precise templates and high-quality printing deliver results that live up to Kyocera’s commitment to innovation.

Conclusion: When Technology Frees Up the Mind for the Big Picture

This case study demonstrates that true innovation often begins in the details. The digitalization of seemingly minor processes—such as ordering business cards—contributes directly to Kyocera’s guiding management principle: fostering the advancement of society through technology. After all, progress also entails dismantling administrative hurdles.

So, if you are wondering where best to have high-quality business cards printed, the answer today is: within your own digital ecosystem. It is time to make your daily work more enjoyable, more efficient, and simply better.