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AI automation agency for SMEs and mid-sized companies AI does the groundwork. Your specialists decide.

Quotes, invoices, enquiries, reports, analyses: as an AI automation agency, we build AI systems that read your documents, work to your requirements and deliver the result in your templates and software. In every department, connected to what you already use.

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Free, no strings attached. If you like, with a written assessment of your project.

FlowHow an AI automation runs4 steps
  1. 01Your documents and dataemails, PDFs, drawings, spreadsheets, your systems
  2. 02AI reads, checks and preparesby your rules, every statement sourced
  3. 03Result in your template or systemWord, Excel, CRM or ERP
  4. Your experts approveonly then does it leave the office
How an AI automation runs

Does this sound familiar?

This is where AI saves the most time: recurring work that follows a pattern. We start with the workflow that makes the biggest difference for you.

What is possible Eight workflows that AI changes.

Every workflow can be set up on its own, in any department. The system prepares, your experts review and approve.

Customer serviceChat 14:0201 / 07From your documents
  • Customer · 14:02When will my order 48213 arrive? I need it by Friday.
  • AI assistant · Source: shipping systemYour order 48213 was dispatched yesterday and should arrive on Thursday.
  • Customer · 14:03Can I still change the delivery address?
  • AI assistantA colleague is checking that for you and will get back to you today. She already has your order and the new address.Handed to your team
Answered in 40 seconds, clearly an AIOpen conversation
SalesEnquiry 229102 / 07From your price list
  • Enquiry email read3 items, delivery in week 46found
  • Item 1: article 1180-2 from your price listas in the 2024 quote to the same customer€1,240.00
  • Item 2: custom buildno price yet, query to engineering preparedopen
  • Quote drafted in your Word templatediscount level from CRM: 6 %ready
  • Delivery date week 46 checkedwarehouse and production confirmedfits
  • Quote submitted for approvalto your head of sales14:20
Draft after 4 minutesReview quote
AccountingINV-2026-091703 / 07Three-way match
  • Purchase order 4471supplier Weber GmbHmatches
  • Delivery note 88120goods received 12 Octmatches
  • Line 3: quantity 48 instead of 50differs from the order2 no.
  • Postingaccount 5400, cost centre 210ready
  • 2 % discount until 26 Octpayment terms from the orderrecorded
  • Invoice archivedwith audit traildone
Only 1 difference to clarifyTo accounting
SalesLeads today04 / 077 leads qualified
  • Müller Bau GmbH, enquiry via the websitebudget stated, decision maker, wants a meetingA
  • Private individual, price enquiryoutside your delivery area, declined with a referralC
  • Hofer Logistics, question on quote 2251to field sales East, callback arrangedA
  • All 7 created in the CRMsource, status and next task set7 / 7
  • Meier Building Services, enquiry by emailexisting customer, follow-up orderB
  • Two enquiries without a callback numberfollow-up email sentopen
3 meetings proposedOpen in CRM
PurchasingFramework contract05 / 07212 pages read
  • Penalty 0.5 % per week, capped at 5 %differs from your termsp. 41
  • Warranty 5 years instead of 3differs from your termsp. 58
  • Liability without a capdiffers from your termsp. 63
  • Payment within 30 daysmatches your standardp. 12
  • Notice period 6 monthsreminder set 90 days aheadp. 70
  • Summary on 2 pageswith a recommendation per deviationready
3 deviations foundRead summary
ServiceVisit 14 Oct06 / 079 photos, 2 voice notes
  • Unit inspected, filter replacedserial number read from the photo09:10
  • Seal leaking, spare part orderedarticle 7731 from your catalogue10:25
  • Customer informed about follow-up visitproposed for week 4411:00
  • Report in your templatecustomer signature insertedready
  • Working time 2.5 hours recordedfrom arrival and departure11:40
  • Draft invoice to accountingmaterial and time carried overready
Report in 2 minutes instead of in the eveningSend as PDF
ManagementMonthly report07 / 07from 4 systems
  • Revenueversus last year€2.41 m · +6 %
  • Gross marginmaterial prices +4 % explain 0.8 points38.2 % · −1.1 pts
  • Receivables3 customers over 60 days€412 k
  • Order backlogcovers work until February€4.8 m
  • Liquiditycovers 4.2 monthsstable
  • Commentary6 paragraphs, for approvalready
Ready on the 1st of the monthRead commentary
Sample data: one window per department, changes as you scroll

  1. Customer enquiries answered around the clock

    The assistant answers by chat and email from your documents, looks up orders live and hands over to your team as soon as it matters. It identifies itself as an AI.

    Typical for retail, service providers and manufacturers with many enquiries

  2. Calculating quotations

    The enquiry, tender or bill of quantities is read, and every item is matched to your articles, prices and earlier quotes. Your sales team only checks what is new or different. Days become hours.

    Typical for trades, retail, manufacturing, construction and building services

  3. Reconciling documents and capturing orders

    Incoming invoices are matched against the purchase order and the delivery note, and orders from emails and PDFs are created as sales orders in your ERP system. Your team only sees the deviations. How this works with e-invoices is shown in our guide Automating incoming invoices.

    Typical for accounting, purchasing and order processing in retail, manufacturing and logistics

  4. Leads qualified and written to the CRM

    Enquiries from the website, email and phone notes are scored by your criteria, created in the CRM and given a next step. Your sales team calls the right ones first.

    Typical for B2B sales, agencies and service providers

  5. Reading and assessing documents

    Contracts, tender documents, test certificates and supplier certificates are summarised, checked for risks and deviations and given deadlines. Every statement with its source.

    Typical for purchasing, project management, law firms and quality management

  6. Produce reports, records and assessments

    Photos, voice notes, readings, drawings and lists become the finished document in your layout: service record, site diary, inspection report or assessment. What used to be written in the evening or over weeks is ready for review in minutes.

    Typical for service and maintenance, construction, planning and engineering offices, surveyors

  7. Calculate from drawings

    Quantities, take-offs, cost estimates and bills of quantities straight from the drawings, entered into the Word and Excel templates your office already works with.

    Typical for planning, architecture, construction and plant engineering

  8. Analysing and reporting

    Complaints and quality data are sorted by cause, and figures from several systems are brought together in a commented monthly or management report.

    Typical for management, quality and sales in mid-sized companies

Where the workflow is not the same for every case, we use AI agents that choose the next step themselves. Customer service has its own page: AI customer service. An overview by department, from sales to legal, follows further down.

All examples show typical workflows with sample data, not client projects. How much time a workflow saves depends on your documents and requirements.

Example: how a technical report is created.

A typical workflow with sample data, not a client project. The same pattern applies to service records, quotes, invoices and analyses.

Seestadt housingReport 3.2Draft for review

3.2 Electrical installation, building B

  • Sub-distribution board DB-B2 supplies the 2nd floor via two risers.E-201
  • 30 mA residual current protection is verified in all wet rooms.Record 14 Oct
  • UnsureFire stopping, shaft S3: photo blurred, please check on site.Photo 0412
  • The 5 × 10 mm² cable size matches the load calculation.Load p. 4
Drafted in 17 minutesSend for approval
Sample data: extract from a technical report in an engineering office

  • What goes in

    Plans, photos of the existing building, site lists and the office's own requirements: structure, text modules and review criteria.

  • What the system does

    It reads plans and photos, assigns every observation to the right site, writes the sections in the office's style and checks the report for completeness.

  • What comes out

    The finished report in the office’s layout, as an editable document, ready for review in under 20 minutes.

  • What the specialists do

    They review, add their judgement and approve. The quality reaches the level the office expects of its own specialists.

Following the same pattern, quantity take-off, cost estimate and bill of quantities can be derived from the plans, and the office's own Word and Excel templates filled in automatically.

What an AI automation agency can automate in every department

Twelve areas, four typical tasks each. Every one of them can be set up on its own, as a fixed automation or as an AI agent.

  • Sales

    • Prepare quotes from enquiries
    • Qualify leads and write them to the CRM
    • Follow up on quotes
    • Visit reports from voice notes
    AI in sales

  • Marketing

    • Measure visibility in ChatGPT and Google
    • Draft copy from your own documents
    • Maintain product data for shop and catalogue
    • Assign enquiries to campaigns

  • Customer service

    • Answer frequent questions by chat and email
    • Order and delivery status
    • Sort tickets and route them
    • Record and prepare complaints
    AI customer service

  • Finance and accounting

    • Capture and check incoming invoices
    • Match documents to order and delivery note
    • Prepare payment reminders
    • Month-end close from several systems
    AI in accounting

  • Purchasing

    • Create purchase orders from requisitions
    • Compare supplier quotes
    • Check order confirmations
    • Check contracts and certificates for deadlines
    AI in procurement

  • HR

    • Confirm incoming applications, draft replies
    • Compile onboarding documents
    • Questions on leave, expenses and policies
    • References and certificates from templates

  • Operations and production

    • Create production orders from sales orders
    • Produce shift reports and inspection records
    • Analyse complaints and quality data
    • Schedule maintenance requests

  • Logistics and warehouse

    • Read shipping notices and freight documents
    • Match goods receipts to purchase orders
    • Answer delivery enquiries
    • Document transport damage
    AI in the warehouse

  • Project management and engineering

    • Reports and assessments from drawings, photos and measurements
    • Quantities and costs from drawings
    • Site diaries and service records
    • Review tenders and contracts
    AI in project management

  • IT

    • Sort tickets, resolve standard requests
    • Create users and document permissions
    • Knowledge assistant for manuals and systems
    • Summarise monitoring alerts
    AI in IT

  • Management

    • Monthly and management reports with commentary
    • Consolidate KPIs from several systems
    • Keep track of contract deadlines and obligations
    • Minutes and decisions from meetings
    AI for management and controlling

  • Legal and compliance

    • Check contracts for deviations from your standards
    • Monitor deadlines and notice periods
    • Documentation for the EU AI Act and GDPR
    • Collect supplier documents and certificates

Every task starts small: one workflow, your real documents, a measurable result. Tell us which one costs you time.

Which industries?

The same workflows, different documents. A typical starting point for each industry.

Your industry is missing? What matters is not the industry but whether qualified people regularly spend time on work that follows a pattern.

Principles What we look out for in every automation.

  1. A person approves.

    Where money, customers, contracts or professional responsibility are involved, the system prepares and a person decides. Uncertain points are flagged.

  2. Your programs and templates stay.

    We connect ERP, accounting, document storage and office software through the interfaces these programs provide. Results arrive in your familiar templates. New software only where it is really needed.

  3. AI only where it is needed.

    Where a fixed rule is enough, we use a rule. We use AI where plans, photos and documents have to be understood.

  4. Traceable.

    Every step is logged, and wherever possible every result points to its source. You can see at any time what the system did and why.

Depending on the task, we work with proven tools such as n8n or Make, programs that connect other programs with one another, or we develop the connection ourselves.

How your first process goes live

  1. Step 1: Your message

    You tell us which process costs your specialists the most time. We get in touch with you personally.

    What you do: write to us. There is nothing you need to prepare.

  2. Step 2: Looking at the process together

    You show us on real examples how the process runs today and how you recognise good work. We tell you whether and how it can be automated.

    What you do: show us how things work today.

  3. Step 3: Proposal and trial operation

    You receive a written proposal. After that the system first runs alongside your current work, and you compare its results with those of your specialists.

    What you do: review and compare.

  4. Step 4: Operation and expansion

    Only when the results are right does the system take over. We stay at your side, make adjustments and, if you wish, add the next process.

    What you do: give feedback.

Your data stays your data.

  • Stored in the EU. Wherever possible, automations and data run on servers in the EU. Our servers run at AWS in Frankfurt. Where that is not possible, we tell you beforehand.
  • Only the rights it needs. An automation gets access only to what it needs for its process.
  • Under contract. You receive a data processing agreement, as the GDPR requires.

Frequently asked questions about automation

What does an AI automation agency do?

It finds the workflows where AI saves the most time and builds the solution for them: AI agents and automations that read documents, fetch data from your systems, create drafts and prepare tasks. Your experts review and approve. We stay at your side after launch and develop the solution further with you.

Which processes can an AI automation agency automate?

Processes that occur regularly, follow a recognisable pattern and tie up a lot of qualified time: reading documents, transferring data, calculating, reconciling, writing reports. Rare special cases are usually not worth it.

Does the system reach the quality of our specialists?

That is the aim of every set-up. The system learns your requirements, templates and earlier work, and is measured against your specialists' results during trial operation. It goes live only once it reaches that level.

Does it work with our programs?

In most cases yes, provided the program can import or exchange data. Word and Excel templates can be filled in directly. We check this before you decide.

What happens if the AI reads something wrongly?

Uncertain points are flagged and passed to a person. During trial operation everything runs alongside the existing work, so that mistakes show up before they have consequences.

What does this mean for our employees?

The system takes over the preparation: reading, counting, transferring, drafting. Your specialists keep the decisions and gain time for the work you hired them for.

Process optimisation or process automation: what is the difference?

Process optimisation asks whether a process makes sense as it is: which steps can be dropped and where the same information is entered more than once. Automation lets a system carry out the remaining steps. We do both, in that order, because automating a cumbersome process only makes it cumbersome faster.

How long does it take until the first process is running?

That depends on the process and on how many programs are connected. You will find the schedule in the written proposal. During trial operation your previous work carries on unchanged, so nothing comes to a standstill.

What do you need from us?

At the start, a few hours with the people who carry out the process today, and good examples from your earlier work, such as finished reports or estimates. For the connection we coordinate with your IT department or IT provider. We take care of the rest.

What does working with an AI automation agency cost?

That depends on the process, on the programs that are connected and on how many documents there are. Before we begin, you receive a written proposal with a clearly described scope. Without your approval, no costs arise.

What are n8n and Make?

Tools for connecting programs and controlling workflows. n8n can also be run on your own servers, which helps with data protection. Which tool fits depends on your process.

Do you also automate customer enquiries?

Yes. An AI agent in customer service answers common questions by chat and email from your documents, looks up order data live and passes anything unclear to your team with all the information. It identifies itself as AI.

Applications in detail

Which process ties up your specialists the most?

Send us a few sentences. We will reply personally, free of charge and without obligation.

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