Lotus Notes (now HCL Notes) was a revolutionary tool in its day. Companies appreciated that they could manage email, databases and process automation all in one system. But as the IT world shifted, Lotus Notes began to hinder rather than help.
If your business is still running on Notes, you may have noticed that yourself:
- Maintaining the system is difficult and expensive – both in terms of administration and licensing.
- Integration with other tools is limited, and each connection is a small project.
- Mobile support is lame, which is a problem when people want to work from anywhere.
- The development of new applications is complex – it often requires specific knowledge (LotusScript, Java).
All of this adds up to productivity and how flexibly you can react to change.
How do we get out of this?
More and more companies are looking for an alternative to enable:
- quickly adapt the system to current needs,
- easily integrate new tools,
- while not burdening the IT team with complex development.
One possible solution is to move to a low-code SmartFP platform – a system that allows you to set up workflow, forms or approvals without the need for complex programming.
If you have answered yes to at least some of the points, then it’s time to replace emails, phones and spreadsheets with a clear helpdesk system.
How is the modern SmartFP platform different?
When looking for a replacement for Lotus Notes, most companies are looking for a solution that is flexible, easy to set up, and can cover key business processes without the need for lengthy development. This is where the power of low-code platforms like SmartFP comes into play.
What do companies most often value?
- Simple configuration without programming – forms, reports or approval processes can be modified directly by the user without the need for development.
- Modern look and mobile access – the system works seamlessly on desktop, tablet and mobile (iOS/Android).
- Easy connection to other tools – SmartFP is compatible with Microsoft 365, Google Workspace, ERP, CRM and other systems.
- Automation and smart features – from invoice processing, to workflow, to AI document analysis.
- Built-in reports and reporting – you always know what’s going on, no need to export to Excel.
- Lower management costs – no need for complex maintenance or expensive infrastructure.
What might such a transition look like?
In practice, it is not a leap into the unknown. For companies that have decided to leave Notes, the most common approach is as follows:
- The system continues to evolve as the company or its needs grow.
- Current processes are mapped – what is running in Notes today and what you really need.
- Data is migrated securely – without downtime and painlessly.
- A new environment is set up – often to make it simpler and clearer than the old one.
- Employees are trained – ideally on an intuitive interface that even a non-technician can handle.
Real Experience: what has changed at VGD Technologies
VGD Technologies has addressed issues with invoicing and timekeeping. After the introduction of SmartFP, labor records became more accurate – the number of hours recorded increased by 45% and billing by 20% as the system eliminated losses for omitted or missing entries.
They also gained better visibility into orders and contracts, which led to greater accuracy and optimized cash flow. All without the need for complex programming. Currently, the modules used in the SmartFP platform are:
✔ Records of contracts
✔ Statements of work
✔ Billing automation
✔ Helpdesk
Summary: What to look for when looking for an alternative to Lotus Notes?
It’s not about “stop using Lotus Notes”, it’s about freeing your hands for the future. When the system no longer supports your growth, it may be time to start thinking about change.
If you’d like to talk about it or are looking for inspiration on how to make the transition, we’d be happy to introduce you to SmartFP.