IT Cost Optimization with Digital e-Portals

The Pressure to Optimize IT Costs Without Compromising Quality

The focus is on smarter automation – digital portals that handle routine approvals, connect departments, and reduce manual effort. The greatest example of IT cost optimization is our company, a Creatio partner with hundreds of completed projects, showing that cost control and efficiency can go hand in hand when technology is implemented wisely. It is a TOP-partner for a reason, with more than 350 successful projects, which proves this model works at scale.

Rising IT Budgets and Economic Pressure in 2026

Gartner forecasts global IT spending to exceed 6.08 trillion USD in 2026, while 60% of CIOs report board-level pressure to reduce IT expenses by 15-25% year-over-year. In the financial sector, industry commentary suggests that legacy core systems in banks often consume a majority of IT budgets simply to operate and maintain, but the commonly cited range of «40-60%» requires contextual qualification and may vary by organisation size and region.

Macroeconomic volatility, including currency swings, supply-chain disruption, and vendor risk, is frequently cited by IT and procurement leaders as heightening budget scrutiny. Traditional cost-cutting techniques such as deferring upgrades, renegotiating vendor contracts, or offshoring support are still in use, but many IT leaders believe these approaches now deliver diminishing returns in an era of digital-acceleration and rising demand for uptime, speed, and customer-experience metrics – though again, those KPI targets vary widely by sector and geography.

Why Traditional Cost-Cutting Methods Fail

Across industries, CIOs who implement across-the-board cuts often face rebound effects within 12 months, making divisions weaker and slowing growth potential. Deferred maintenance can increase incident volume by 39%. It is not an uncommon situation, as license audits reveal 25–30% unused software, while renegotiations may lock enterprises into costly multi-year deals. Offshoring saves around 50% on labor but brings compliance risks. Many organizations end up paying for the same software more than once because no central IT budget management system tracks all subscriptions and usage.

How Automation Changes the Game for IT Departments

Implementing IT process automation shifts the approach from constantly reacting to problems to a more organized workflow. Electronic portals become the command center, handling requests, approvals, and cross-departmental tasks. For example, a single portal request can automatically populate data from the ERP, check the budget in real time, route it to the appropriate manager for approval, and grant access through the identity automated IT asset management system – all without human intervention.

The impact of automation is easy to see. Consolidating four legacy tools into a single platform reduces maintenance costs by approximately 60%. No-code tools allow business analysts to optimize IT operations and change approval chains in a matter of days instead of months. Our clients report that internal processes are 50-70% faster, allowing engineers to focus on revenue-generating projects.

IT efficiency tools also help identify hidden costs. The system analyzes unused licenses and, if necessary, deactivates them, receiving a refund. Anticipating demand prevents overspending by 20-30%. For companies concerned about vendor lock-in, Creatio’s open APIs and low-code platform allow data migration in weeks, not years.

What Makes Digital e-Portals a Cost Optimization Powerhouse

Our digital e-portals – Customer Service, Invest Venture, Survey SaaS, and Corporate Workforce Editions deliver enterprise-grade automation in up to six months. No extensive programming required.

Centralized workflows and approvals

Imagine a bank with 5000 employees, where IT purchase requests were previously processed through email, Excel, and three different systems. Now, everything is consolidated into a single portal. Employees submit requests through a user-friendly web or mobile interface of our e-portals, and the forms automatically populate data from Active Directory.

Requests are processed according to rules: requests up to 5000 USD are processed by the department manager, 5000-50000 USD by the CIO, and requests over 50000 USD require approval from the procurement and finance departments. If a request is «stuck», the system automatically reminds those responsible. As a result, approval time has been reduced from 12 days to less than two, which makes the IT cost optimization a real thing.

Eliminating manual errors and duplicated spend

Manual processes lead to costly mistakes. It is a common story: when a telecom client renews 1200 duplicate SaaS seats because spreadsheets disagree. Digital transformation enforces single-source truth:

• Integration with ERP prevents double-entry.
• AI flags anomalies – two Adobe licenses for the same user.
• Automated license harvesting is able to reclaim thousands of dollars in the first quarter of usage.

Error rates in expense coding fell by roughly 90%, per internal audits.

Integration with existing IT systems (ERP, CRM, HRMS)

Enterprise IT automation often fails when corporate portals become isolated silos. Our platform solves this problem by offering over 200 ready-made integrations. This allows you to sync employee profiles with Workday, retrieve contract data from SAP, and submit automation in IT operations to ServiceNow effortlessly.

In banking, loan transaction information from core systems instantly flows into investor portals. Retail chains can automatically transfer cash register data to employee scheduling modules. As a result, companies gain a complete overview of processes with cost-saving IT solutions, without the need for costly upgrades to existing systems.

Real-World Example — Banza e-Portals in Action

With Banza e-portals, companies have an opportunity to integrate all of their internal services into a single system – from CRM to HR and payment tools. With our platform, no coding is needed anymore as teams do not have to wait for IT specialists to launch a new process or implement updates to the portal. With the help of RPA for IT operations, costs are reduced and everything works faster: employees do not need professional help to manage content, surveys are automated, as well as feedback, and other internal tasks.

Case 1: Cutting Costs & Licensing Smarter

When the Bank decided to modernize its internal systems, the team faced a standard problem: an aging SharePoint portal that had become expensive to maintain and painful to update. They were not able to implement even a small change, because specialists of the IT department were required, the same goes for collecting employee feedback which is slow and manual.

Together with our help, the bank built a new ePortal with native Creatio integration for smoother workflows and IT cost optimization. The new platform has a fresh, corporate-branded interface and allows non-technical staff to manage content without depending on developers. Automated surveys now provide real-time feedback, and all communication is centralized in one place.

Within the first year, the project saved the bank in licensing and IT process automation tools maintenance costs. Seven key workflows were fully automated, adoption rates rose noticeably, and decision-making became faster because managers finally had access to live data instead of monthly reports.

Case 2: Scaling Services to 3 Million Users

The Oman National Archives preserves valuable documents and manuscripts, full of the country’s history and culture. It requires a system with secure digital access to millions of users. This is why the archive sought a solution that was both reliable and user-friendly. Our ePortal automation platform helped in achieving the goal: it provides quick search and easy navigation of materials, allows citizens, researchers, and institutions to access them personally, and simplifies internal processes for NRA staff. Ultimately, we have served over 3 million users, protected sensitive data, and made Oman’s cultural heritage accessible to all interested in its history.

Case 3: All-in-One Platform for Investors and Developers

Asgard Real Estate is an agency that sells apartments directly from developers without commissions, focusing on eco-friendly housing and investment opportunities. Previously, the company had certain problems with its services: the systems for managing investors, construction projects, and REIT processes did not work as intended, leading to errors and limited payment flexibility.

With the implementation of the ePortal platform, everything is now in one place. Now there are interactive property maps, request management through personal dashboards, IT operations automation tools, and payment schedules, including crypto wallets and any other payment methods. Plus, you can customize property plans without developer assistance.

As a result, work has become easier: more than 500 investors have received a convenient service, REIT processes have been automated, and each user can flexibly customize their experience from inquiry to investment.

Conclusion — Do More with Less

Budgets are not growing, but expectations keep rising. Many teams still rely on manual approvals, disconnected systems, and endless ticket chains – and that slows everyone down.

With our portal, employees can request and manage software RPA in IT industry in one place. It connects directly with ERP, CRM, and HR systems, so data stays consistent and teams don’t have to chase updates across tools.

Most companies see value within the first few months – without custom coding or heavy rollout costs. It is a practical way to cut waste, not corners.

Why Automation is Key to Sustainable Cost Optimization

Many companies reach a point where simple cost-cutting no longer works. Real savings come from changing how IT operates – not just what it spends. When routine requests, approvals, and license tracking move into a single digital portal, the effect multiplies across teams and budgets.

With no-code IT RPA tools, updates happen fast – whether it is a new regulation or a shift in market demand. Integrated systems remove duplication and make data visible across departments, turning IT from a cost line into a real growth enabler.

Whether you are exploring RPA IT solutions or refining your current automation stack, the right partner makes all the difference.

Our company has helped more than 200 organizations get there. More than 150 specialists focus on banking, telecom, and retail industries where precision matters most. Projects with RPA IT operations do not stall, pricing stays transparent, and the results hold up in practice, not just on paper.

Explore how Banza e-portals can help you cut IT expenses while keeping performance high.