Nitro Blog

Making the Business Case for a Document Productivity Platform


Before the pandemic, offices in the U.S. printed or photocopied more than 1 trillion pieces of paper every single year

Before the pandemic, offices in the U.S. printed or photocopied more than 1 trillion pieces of paper every single year. While use of physical documents has significantly decreased with everyone remote, 56% of employees are still printing and 50% still scanning. I’m sure we all have a coworker who, even at home, continues to print multiple copies of a PDF file, mark up the paper with edits or changes, and then scans the updated version to send off. The truth is, there’s a better and more efficient way than this.

Although creating and sharing a PDF is easy enough, when you need to work in a collaborative, efficient way, a set of PDF editing and eSigning tools will change the way you conduct business. If you’re trying to justify the need for a powerful document productivity platform — and a technology partner who will walk you through every step of its implementation — we’ve got your business case covered.

Create and edit PDF documents

Whether you need to fix a misspelling in an important proposal or relocate an entire paragraph that is out of context, the ability to edit a PDF is a basic business best practice. Short of exchanging emails over small changes, leaning over someone’s shoulder, or talking through edits on the phone, having a powerful PDF editor can make or break document quality and client deadlines—not to mention the stress factor that comes with document collaboration.

With a customizable PDF productivity solution, you have the ability to copy, paste, delete, and annotate text and images, and move single lines or whole paragraphs quickly and easily. Additionally, a robust PDF editor allows you to edit font style, case, color, and size to stay on brand and on message in all documents. The ability to add or remove a watermark, merge documents, delete pages, and batch convert files are also important features.


Let’s say someone in sales—who happens to be on vacation for the next two weeks—put together a proposal for a client that needs to be sent over within 24 hours. The proposal is perfect, but the sales associate forgot to use the company’s fonts, colors, and header and footer style. Your ideal PDF editor will allow you to easily go into the file, edit the document for branding, and send it off without having to recreate the file from scratch or track down your vacationing associate. This saves time, money, resources, and plenty of headache.

Your interactive document solution

In many work environments, information can be siloed. A document productivity platform can take the knowledge of many and pack it into one incredibly smart document. Whether you’re inserting active, clickable links or embedding a linked file (e.g., a Word document, presentation, or image file), it lets you collaborate more efficiently.

Here’s a perfect example: Your head designer just sent over a client’s finalized brand style guide in a PDF. It looks great and has everything your client needs to launch their new brand, but your designer forgot to include a link to the Google Drive file with all of your client’s downloadable assets. A document productivity platform that’s standardized and supported across the organization makes it quick and easy to edit the PDF and include the link on the page that says, “Your brand assets are downloadable here.” Instead of having to exchange emails, get frustrated with the designer, miss a deadline, or walk across the office for a conversation, you can pull up the asset-filled folder, grab the link, pop it onto the PDF, and deliver the style guide on time.

Additionally, this integrated solution will allow you to track your documents to see whether those you’ve shared it with have viewed, commented, or signed.

Scan and edit documents

Gone are the days when a scanned document was set in stone. With a PDF productivity suite, you can easily transform scanned documents into searchable, editable files that can recognize text in multiple languages. This functionality, known as Optical Character Recognition (OCR) is an especially powerful tool for companies that are saying goodbye to the $8 billion per year that businesses spend managing paper files.

We’ve all been in the situation of trying to track down the original version of a file. Your options have usually been limited to spending hours digging through the office filing cabinets to find the document, sifting through the company’s endless digital files and folders, or frustratingly recreating the file from scratch. However, with a document productivity platform, you can turn a scanned file into a fully editable document. With the right solution, you can edit and update a scanned file, save a clean copy, and share the file with your coworkers and clients for ongoing collaboration.

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Get Started with Nitro

With a document productivity platform that’s fully integrated into the daily life of your company—and with a top-notch service team to back it up—you can make your documents smarter and more dynamic, which will help your teams work faster, more collaboratively, and more efficiently. Find out more about how you can transform your paper-reliant business into a more powerful and efficient digital workplace.