How SMEs Can Benefit from European Funds for Digitalization and Software Automation

SMEs in Romania can substantially benefit from European Funds for implementing digitalization and software automation projects, thus transforming their operations and increasing their competitiveness in the market. Accessing these European Funds represents an extraordinary opportunity for small and medium-sized enterprises that want to invest in advanced digital technologies but have limited financial resources. The funding programs available in 2025 offer SMEs the chance to implement modern software automation solutions and adopt innovative technologies that can revolutionize their business processes, contributing significantly to sustainable economic development.

The Importance of Digitalization and Automation for SMEs in 2025

Digital Transformation – A Strategic Imperative

Current statistics show that only 17% of SMEs in Romania are digitalized, an alarmingly low figure in today’s economic context. This digital gap creates both major challenges and significant opportunities for Romanian companies. In the digital economy era, technological transformation is no longer just an option but a vital necessity for the survival and growth of businesses.

Digitalizing business processes allows SMEs to optimize their operations, reduce costs, and respond more efficiently to market demands. Companies that adopt modern digital technologies can benefit from substantial competitive advantages, including increased productivity, improved service quality, and expansion into new markets. In the economic context of 2025, the ability to innovate and implement digital solutions is a key factor for long-term success.

The Benefits of Process Automation through RPA

Business process automation through software robots with RPA (Robotic Process Automation) technologies is one of the most effective ways to optimize operations. Recent studies show that employees estimate losing about five hours per week on tasks that could be automated, and according to McKinsey, at least one-third of professional activities are considered automatable in about 60% of occupations.

RPA is a technology that uses software robots to automate repetitive, rule-based processes within a company. These digital robots can mimic human actions to interact with various systems and applications, performing tasks such as data processing, form completion, and transferring information between different platforms.

Implementing RPA solutions brings multiple benefits for SMEs:

Reduction of operational costs by eliminating manual errors and optimizing processes
Increased productivity by freeing employees from repetitive tasks
Improved accuracy of operations and reduced risk of errors
Flexibility in use – software robots can work 24/7
Scalability – the ability to adapt to large workloads

European Funding Programs Available for SMEs

The Digitalization Program for SMEs through PNRR

The Digitalization Program for SMEs is one of the most important funding opportunities for companies in Romania. With a total budget of over 350 million euros, this program offers substantial non-reimbursable grants for implementing digital transformation projects.

Available funding is structured according to the size of the enterprise:

Microenterprise (less than 9 employees): between 20,000 and 30,000 euros
Small enterprise (between 10 and 49 employees): between 20,000 and 50,000 euros
Medium enterprise (50 – 249 employees): between 20,000 and 100,000 euros

A particularly attractive aspect of this program is that funding covers 90% of the eligible project value, with the beneficiary’s contribution being only 10%. This structure makes the program accessible to SMEs with limited financial resources.

Measure 1 – Minimis Scheme and State Aid Scheme for Digitalization

Another significant funding opportunity is Measure 1 – Minimis Scheme and State Aid Scheme in the Context of SME Digitalization, launched by the Ministry of Investments and European Projects. This scheme offers European funds of 500,000–3 million euros per project for digitalization.

For this measure, eligible applicants are SMEs established no later than December 31, 2021, submitting projects in partnership:

Partnership leader – SME not operating in the IT field
Partner – SME operating in the IT field

The Digital Europe Program

The Digital Europe Program is an EU initiative focused on facilitating the use of digital technology by businesses, citizens, and public administrations. With a total planned budget of 7.5 billion EUR, this program supports projects in five key areas:

Supercomputing
Artificial intelligence
Cybersecurity
Advanced digital skills
Widespread use of digital technologies

Types of Eligible Expenses for Digitalization Projects

Hardware Equipment and IT Infrastructure

Within digitalization funding programs, SMEs can obtain funds for various categories of expenses related to hardware equipment and IT infrastructure:

Procurement of ICT hardware, devices, and related equipment
Installation, configuration, and commissioning costs for equipment
Building the necessary LAN network for implementing IT applications
Equipment for automation and robotics intended for technological flows

Software and Automation Solutions

An essential component of digitalization projects is software and automation solutions. Eligible expenses in this category include:

Development and/or adaptation of software applications and licenses
Implementation of software automation solutions such as RPA (Robotic Process Automation)
Procurement of artificial intelligence and machine learning systems
Technologies for augmented and virtual reality (AR/VR)
Solutions for cloud computing and blockchain

Consultancy and Professional Training

To ensure the efficient use of new technologies, funding programs also cover expenses related to consultancy and professional training:

Training staff in the use of IT equipment and new solutions implemented
Advice and analysis for identifying optimal technical solutions
Consultancy services for implementing and integrating systems

Business Processes That Can Be Automated Through RPA

Processing Financial Documents

One of the most common applications of RPA in Romanian companies is automating the processing of financial documents. Software Robots can take over tasks such as:

Processing bank statements – applying processing algorithms to classify transactions by type (receipts, payments, advances) and entering them into the ERP system
Processing supplier invoices – scanning email addresses to download invoices in PDF format, extracting relevant data (item code, quantity, price, due date), and entering them into the accounting system
Processing courier reports – downloading and reading cash collection reports and adding information to the ERP system based on the AWB number

Automating Administrative Processes

RPA can also be successfully used to automate various administrative processes, such as:

Managing orders and inventories
Updating customer databases
Generating periodic reports
Processing data between different IT systems
Validating and verifying information

Steps to Access European Funds for Digitalization

Assessing Digitalization Needs

The first step in accessing European Funds for digitalization is a careful assessment of the specific needs of the business. This process involves:

Identifying processes that would benefit most from digitalization and automation
Analyzing the existing IT infrastructure and the need for updates
Evaluating the digital skills of staff and identifying training needs
Setting clear objectives for the digitalization project

For a FREE complete evaluation, you can contact ROBORA experts with a simple click here.

Project Development and Submission

After identifying digitalization needs, the next step is to develop a project that addresses these needs and fits the funding program requirements:

Clearly defining objectives and expected results
Selecting optimal technologies and solutions
Preparing a detailed budget
Preparing the necessary documentation according to the applicant’s guide
Submitting the project on the dedicated platform within the specified period

Project Implementation and Monitoring

After obtaining funding, the project implementation phase follows:

Purchasing equipment and software according to the approved plan
Implementing digitalization and automation solutions
Training staff to use new technologies
Monitoring progress and reporting to the Management Authority
Ensuring the sustainability of project results

Success Stories in Implementing Digitalization Projects

Case Study: Automating Processes in the Manufacturing Sector

A company in the industrial manufacturing sector obtained a grant of EUR 75,000 through the “SME Digitalization” program to implement an integrated ERP system and RPA solutions for automating repetitive processes. As a result, the company recorded:

A 40% reduction in time spent processing documents
A 60% decrease in errors in inventory management
A 25% increase in overall productivity

Real Benefits Achieved by SMEs Through Automation

The experience of companies that have implemented automation solutions shows tangible benefits:

A service company saved approximately 5,000 man-days annually by implementing software robots for automating repetitive processes
The average payback period for automation projects is about 6 months
Companies investing in RPA report significant increases in customer satisfaction due to reduced response times and improved service quality

How ROBORA Can Support SMEs in the Digitalization Process

Complete Services for Accessing European Funds

ROBORA offers a comprehensive package of services for SMEs wishing to access European Funds for digitalization:

Specialized consultancy for identifying suitable funding programs
Project development according to the specific requirements of each program
Assistance in the application process and in dealing with authorities
Implementation of automation and digitalization solutions
Professional training for the efficient use of new technologies

For more information about our services, visit our dedicated European Funding page.

Expertise in Implementing RPA Solutions

With extensive experience in process automation, ROBORA offers customized solutions for the specific needs of each business:

Development of software robots tailored to the company’s specific processes
Integration of RPA solutions with existing systems
Optimization of workflows for maximum efficiency
Monitoring and continuous improvement of implemented solutions

Discover how we can transform your business with advanced automation solutions.

Examples of Digital Solutions Offered by ROBORA

To maximize the efficiency and impact of your project, we provide a range of tailored digital services for SMEs, including:

– Repetitive Task Automation (RPA) – Reduce operational costs and execution time for administrative tasks like invoicing, employee onboarding, etc.

– Chatbot & Conversational AI – Enhance customer service quality through 24/7 automated assistance.

– Business Websites – Modern, SEO-optimized digital presence.

– Project & Workflow Management – Project Management solutions for task coordination, team management, document handling, and internal communication.

Conclusion

Accessing European Funds for digitalization and software automation is an extraordinary opportunity for Romanian SMEs to modernize their processes and increase competitiveness. With non-reimbursable grants of up to 100,000 euros and a personal contribution of only 10%, these programs make advanced technologies accessible, which would otherwise be difficult for many small and medium-sized companies to implement.

In today’s economic context, where digitalization is an essential factor for survival and growth, SMEs must take advantage of these opportunities to transform their operations. The benefits of process automation through RPA and the implementation of other digital solutions are substantial: cost reduction, increased efficiency, improved service and product quality, and ultimately, increased profitability.

ROBORA is the ideal partner for SMEs wishing to successfully navigate the process of accessing European Funds and implementing digitalization projects. With our expertise, we can help you turn your digital vision into reality and position your business for long-term success in the digital economy.

To learn more about how we can help you benefit from European Funds for digitalization and automation, contact us today and take the first step towards your company’s digital transformation.