How Prosegur Security scaled fourfold without adding headcount by automating document workflows with altaFlow

We know that manual document processing is the silent bottleneck in enterprise growth. Prosegur Security USA experienced this firsthand. Managing a massive workforce of 7,000 employees requires high-velocity operations, yet their foundational processes were entirely paper-driven. Operations across multiple critical functions were bogged down by manual data entry, physical routing, and disconnected communication channels.

Employee onboarding document automation was non-existent. When new hires joined the company, HR onboarding relied on physical paper forms for critical documents like W-4s and direct deposit authorizations. Employees filled out forms by hand, scanned them, emailed them, re-signed, rescanned, and sent them back. In an industry characterized by high workforce turnover, this cycle created an immense administrative burden. It was clear that the company needed to eliminate paper-based processes to maintain operational speed.

The billing department faced an equally daunting hurdle. Based in Orlando, a small team of three was responsible for serving the entire US operation. They received billing requests via email and fax from multiple sources across the country. Predictably, these requests frequently arrived incomplete. Missing information triggered relentless, manual back-and-forth follow-ups to collect the correct data. There was no structured, governed way to route requests. There was no mechanism to enforce which fields were required before submission. Documents were counter-signed by scanning, emailing, and simply hoping the reply came back in a timely manner. To keep pace with business growth, they needed a way to automate approval process workflows intelligently and decisively.

Jeffrey Rader, Information Technology Director for Prosegur Security USA, has over 35 years of experience in IT leadership. He understood that solving this operational drag required infrastructure-grade workflow automation. He had previously proven the value of altaFlow at a prior employer to digitize HR onboarding. Recognizing the same structural issues at Prosegur, he implemented altaFlow within his first 60 days.

The deployment started with high-impact, high-volume HR workflow automation. The team digitized W-4s and direct deposit forms, transforming the most heavily used workflows and immediately alleviating the friction of high turnover.

From there, Jeffrey expanded the platform into the highly complex billing workflow. Using altaFlow, he built a multi-form workflow utilizing advanced conditional routing logic. The system now automatically determines exactly which information is required based on what the submitter is requesting. By enforcing required fields before submission, the system eliminated the endless email chains previously needed to chase down missing data.

Because altaFlow functions as comprehensive form automation software rather than just a basic eSignature tool, Jeffrey was able to leverage native PDF editing and automation bots. The team uploaded pre-made government PDFs, mapped the required fields, and set governed workflows. This was particularly critical for client-specific compliance forms, such as government-mandated forms for the US Postal Service, a major Prosegur client. Automation bots integrated directly with Office 365, saving documents to SharePoint and writing structured data to Excel without manual intervention.

To further unify their systems, altaFlow was integrated with FreshService. Now, when altaFlow forms are completed, they route to a specific FreshService email address, automatically opening a support ticket with the fully executed form attached.

Perhaps the most transformative aspect of the solution was its no-code accessibility. The platform's intuitive design allowed Jeffrey to train non-technical staff to build and govern their own workflows. Instead of relying on IT for every operational change, business units became self-sufficient.

"It is a very, very intuitive product," Jeffrey Rader, Information Technology Director at Prosegur Security USA, explained. "I could show you how to build a workflow in about five minutes. I very rarely even have to go to the help documents. In three years, I've called support maybe twice."

By removing IT bottlenecks through no-code workflow automation, Prosegur established a scalable operational architecture that allowed the business to move faster with total confidence.

With altaFlow, Prosegur Security automated document operations across a 7,000-person workforce and quadrupled in size without adding a single person to the billing team.

This is the power of governed document orchestration. By replacing fragmented, manual tasks with intelligent routing and conditional logic, Prosegur fundamentally changed its operational trajectory. The billing department in Orlando remains a highly efficient team of three, despite managing the workload of a company four times its original size.

"Our company has more than quadrupled in size, but we haven't had to hire any new people because we automated," Jeffrey Rader noted. "Before, I would have had to hire nine people to do the job that three people are doing now because of this automation."

Today, Prosegur processes approximately 20,000 altaFlow transactions per year. The transition from paper-based scanning and emailing to automated, conditional, and governed workflows has delivered complete auditability and exceptional data integrity. Forms are no longer submitted with missing fields. Documents are no longer lost in cluttered email inboxes.

Furthermore, user adoption across the enterprise has been exceptionally strong. Because the platform empowers users to solve their own operational challenges without waiting on IT tickets, the demand for new automated workflows continues to accelerate. Jeffrey transitioned from building all workflows himself to guiding a self-serve model where employees design their own automated processes.

"People are begging us to convert more and more procedures over to this product," Jeffrey Rader said. "There's no resistance whatsoever."

Prosegur Security USA proves that when you deploy the right workflow infrastructure, you do not just solve a paper problem. You build a foundation for rapid, resilient, and highly profitable growth.