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Automation

Less routine. More time for the work that counts.

We first understand your process and then automate what is worthwhile: data flows between your programs, requests find the right person, decisions stay with you.

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  • Process first, then technology
  • With your existing programs
  • People approve
Workflow: handle a requestExample
  1. Trigger

    Incoming request

    Form or email

  2. Automatic

    Capture data

    Details into the right system

  3. AI

    Categorize

    Identify the request from free text

    Human

    Unclear: a person decides

    with all details

  4. Automatic

    Notify the responsible person

    including confirmation of receipt

  5. Log

    Document the case

    logged traceably

Schematic example process

Who this service is for

For recurring processes with clear inputs and outputs, where data is transferred between programs, emails or documents are sorted, or notifications are sent. Fixed rules are often enough; we only use AI where free text or documents need to be understood.

What we deliver

  • Mapping the current process including exceptions and deciding what runs automatically
  • Implementing the automation between your existing programs
  • Error handling: retry, stop, notify
  • Approval steps for people at critical points
  • Log of actions
  • Tests with real example cases and a pilot in daily operations
What we need from you5
  • A contact person who knows the process and makes decisions
  • Access to the programs involved (CRM, email, calendar, accounting, storage) with API access where possible
  • Example cases and exceptions from daily work
  • Decision on which steps require approval
  • Feedback during the pilot
Requirements and limits5
  • Rare cases, approvals with legal or financial consequences, sensitive customer conversations, and complaints remain manual.
  • Processes that change constantly or are not clearly described are not suitable.
  • If a program has no interface, alternatives such as an export or replacing that component are needed.
  • Errors cannot be ruled out; for important results, a person checks.
  • No fixed time savings are promised; whether the effort pays off is shown by the pilot.

Same process, two ways

Six manual steps in four programs become one process

On the left, the typical manual path of a request; on the right, the same process as a structured flow with automatic and manual stations.

ABefore: by hand

5 media breaks

  1. Read the request in the inbox

    Email

  2. Type the details into the spreadsheet

    Spreadsheet

  3. Look up or create the customer in the CRM

    CRM

  4. Ask a colleague who is responsible

    Chat

  5. Write the confirmation by hand

    Email

  6. File a note in the archive

    Storage

BAfter: structured

Schematic
  1. Trigger

    Request arrives

    Form or email

  2. Automatic

    Capture details and transfer them to the CRM

  3. AI

    Categorising requests

    Human

    A person reviews unclear cases

  4. Automatic

    Confirmation of receipt and forwarding

  5. Human

    The responsible person handles and decides

  6. Log

    Case is logged

What it usually hinges on

  • 01

    Typing everything twice

    The same address ends up in three programs, entered by hand each time. That costs time and causes typos that are often only noticed when the invoice goes out.

  • 02

    Inquiries get left behind

    If nobody is explicitly responsible, the email sits in the shared inbox until someone happens to see it. The customer often notices first.

  • 03

    Processes aren't written down anywhere

    Only the colleague in administration knows how it works. When she is on vacation or sick, people improvise, and everyone does it a little differently.

  • 04

    Automating without knowing the process

    A Zapier flow here, a script there: eventually nobody knows what runs when and why. If something goes wrong, nobody notices until the customer asks.

Which process costs you the most time?

Describe it briefly. We will tell you honestly what can be automated and what is better left manual.

Send an enquiry

Workflow gallery

Five typical processes we automate

Choose an example. The graphics are schematic and show which stations run automatically and where a person decides.

From request to assigned case

Requests from forms and inbox land in the right system, structured. Whatever the AI doesn't clearly understand goes to a human.

  1. Trigger

    Request arrives

    Form or email

  2. Automatic

    Capture details

    CRM and customer management

  3. AI

    Categorising requests

    Human

    Unclear: person reviews

  4. Automatic

    Notify contact person

    Confirmation of receipt to sender

  5. Log

    Log the case

4 automatic stations1 with a person

Typical automations

  • FormCRM

    The inquiry from the website lands in the right system with all its details, assigned to the right contact person, with an initial confirmation of receipt sent to the sender.

  • Emailstructured case

    Incoming emails are read, sorted by topic, and created as a case. AI helps understand free text. Unclear emails go to a person.

  • Documentdata extraction

    Invoices, delivery notes, or forms are read automatically and prepared. A person checks the detected values before they are processed further.

  • Appointmentnotification

    Confirmation, reminder, and follow-up go out on their own at the right time, using the details from your calendar and your order system.

  • Inquiryresponsible team

    Fixed rules send each case to the right place and send a reminder if it stays unhandled for too long. You set the rules, not a model.

  • Reportingregular overview

    The figures for the Monday meeting are ready, pulled together from your systems, without copy-and-paste on Friday afternoon.

From everyday work

  • Inquiries at a trades business

    An inquiry by form or email is captured, matched against customer data, and created as a job. The business gets back with a proposed appointment without anyone retyping anything in between.

  • Invoice preparation at a tax firm

    Receipts are scanned, amounts and invoice numbers recognized, and handed over to the accounting software. Uncertain values are flagged, and you give the approval.

  • Onboarding at an agency

    New clients or employees go through the same process every time: access, folders, welcome email, tasks in the project tool. Steps are forgotten less often.

  • Customer service in online retail

    Standard cases such as shipping status or return labels are pre-sorted and answered. Complaints and special cases are forwarded to the responsible team along with the information collected.

Suitability check

Which tasks are suitable?

Five criteria decide whether automation is worthwhile. Give your process a rough rating.

How well does your process fit the criteria?

  • 01Repetition frequencyThe process occurs several times a week.
  • 02StandardizabilityAt its core, it always follows the same steps.
  • 03Data availabilityThe necessary data is available digitally and the programs have interfaces.
  • 04Error-pronenessBy hand, typos or forgotten items often happen here.
  • 05Human oversightAt key points, a person can review and approve.

Assessment

Answer the five questions

Then we'll show you a rough assessment.

A rough guide, not an assessment of your case. The process analysis clarifies what is really worthwhile.

System integrations

Connecting systems

We work with the software you already have, as long as it offers an interface. You usually don't need new software for this.

  • CRM and customer managementvia interface
  • Email and calendarvia interface
  • Spreadsheets and databasesvia interface

Your process

connects the programs you already use

  • Accounting and document storagevia interface
  • Project and task managementvia interface
  • Your own software via APIsvia interface

Whether a program can be connected, we check before the quote. If an interface is missing, we discuss alternatives.

Transparency

Error handling and data protection

An automation does not always run without errors. That is why we plan from the start for what happens when something goes wrong and who is notified.

  1. Step is running
  2. Error is caught
  3. Retry or cancel
  4. A person is notified

Data protection and security

  • At critical points a person gives approval, for example for payments or commitments to customers
  • In case of disruptions, the automation catches the error, retries, or stops and notifies you
  • Actions are logged so it remains traceable what happened and when
  • Which data goes where and which service providers are involved is documented in advance
  • We grant access and permissions only as far as the process needs them

Limits: what stays manual

  • Rare cases, approvals with legal or financial consequences, sensitive customer conversations, and complaints remain manual.
  • Processes that change constantly or are not clearly described are not suitable.
  • If a program has no interface, alternatives such as an export or replacing that component are needed.
  • Errors cannot be ruled out; for important results, a person checks.
  • No fixed time savings are promised; whether the effort pays off is shown by the pilot.

Project process

From analysis to optimization

Six steps in which you can see at any time what runs automatically and what stays with you.

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  1. 1

    Analysis

    Map out the current process together with you, including the exceptions

  2. 2

    Analysis

    Find bottlenecks and sources of error

  3. 3

    Process design

    Decide what runs automatically and what stays manual

  4. 4

    Process design

    Design the target process with error handling

  5. 5

    Implementation and testing

    Build the integration and test it with real example cases

  6. 6

    Rollout and optimization

    Pilot in daily operations, then measure and adjust

Costs

Why there is no flat rate

Every process is different. That is why we calculate only after the intro call and the process analysis, and we do not quote fixed prices up front.

One-off
No flat price. One-time costs cover process analysis, implementation, testing, and pilot; the quote follows after the intro call and the process analysis.
Ongoing
Ongoing: licenses for the services used, possibly usage-based fees for AI models, hosting, and support. Listed in the quote separately from the setup.
Depends on
Complexity of the processNumber of systems involvedNumber of special cases and approvalsVolume of processed cases
Prices and cost factors →

Result

What you get out of it

  • Less retyping and copying between programs

  • Inquiries are forwarded and don't sit in the inbox

  • Processes no longer depend on a single person

  • Traceable what happened, even when something goes wrong

  • Your team has more time for cases that require judgment

Actual results depend on the starting point, scope and implementation. We do not give guarantees of success.

Concept studies

Concept studies on Automation

Detailed scenarios for typical starting points and possible approaches. They are not reports on client projects.

FAQ

Frequently asked questions

Which processes are suitable for process automation with AI?

Best are processes that occur often, follow fixed rules at their core, and have clear inputs and outputs. AI makes sense when inputs are unstructured, such as free text in emails or data in documents. Rare cases, or ones that must be weighed up each time, are less suitable. Often fixed rules alone are enough, without any AI, and then that is all we build.

Why do you start with the process and not the tool?

An unclear process does not get better through automation, only faster. In conversation it often turns out that steps appear twice, exceptions are written down nowhere, or two people do it differently. Only once the process is clear do we decide what can be automated. Sometimes the result is simply to drop a step.

Do we have to switch our software?

Usually not. We connect what you already use, as long as the programs offer interfaces. We check this before the quote. If a program has no usable interface, we discuss alternatives with you, such as an export or replacing that one component.

How much does an automation cost?

That depends on how complex the process is, how many systems are involved, and how many special cases there are. A simple connection between two programs is much more manageable than a process with document recognition and several approvals. There is no flat price. After the process analysis you receive a quote that lists the one-time setup and the ongoing costs (licenses, model usage, support) separately.

What happens if the automation makes a mistake?

We build in error handling for this: retry, stop, notify. Critical or unclear cases end up with a person, along with all the details of the case. All steps are logged so you can trace what happened. Errors can never be ruled out entirely, which is why a person checks important results.

How long does it take until an automation is running?

That depends on the process. A manageable connection can often be implemented in a few weeks; with several systems and approvals it takes longer. Most of the time usually goes not into building, but into clarifying the process and testing with real cases. We give a concrete schedule after the process analysis.

How is data protection taken into account?

We document in advance which data flows where and which service providers are involved, and choose them accordingly. Where possible, we give an AI model only the data it needs for the step. The legal assessment in each individual case, such as data processing agreements, rests with your legal counsel. We provide the technical overview for this.

How does this differ from an AI agent?

An automation follows a defined process: when this happens, that happens. It is easy to follow and reliable. An AI agent decides on its own within limits which steps to take and suits tasks with more leeway. Which is more sensible for your case, we clarify in the analysis.

Keep reading

Related services

Show us your process. We'll assess the automation potential.

In the intro call we walk through one process together and tell you what is worthwhile and what is not.

Send an enquiry