AI Automation · Process Optimization · SMEs

AI automation for SMEs – less routine, more business.

Answering inquiries, sorting emails, moving data from A to B, preparing quotes: in most small and medium-sized businesses, hours per day go into routine work that is automatable today. We find the processes where AI genuinely pays off – and build the automation that fits your daily operations. Not a buzzword project, but tools your team uses every day.

Request a process check See the use cases

In use ourselves

We automate our own ventures with AI – from a WhatsApp agent to data preparation. What we recommend, we have built and operated ourselves.

Honest selection

Not every process needs AI. Much of it is solved more cheaply by a simple interface or a script – we tell you what benefits from which.

SME-ready

No data science team required: we rely on proven AI models (including Claude and GPT) and integrate them into the systems you already have.

01 — Starting point

Where mid-sized businesses lose time every day.

The biggest AI potential rarely lies in spectacular projects – it lies in unspectacular routine that repeats every single day:

Inquiries sit unanswered

Customer inquiries arrive by email, phone and WhatsApp – in the evenings and on weekends, nobody replies. By the time you answer on Monday, the prospect has long since bought from a competitor.

The inbox as a process

Orders, delivery notes, complaints: everything lands in the inbox and is read, sorted and keyed into systems by hand – error-prone and impossible to scale.

Retyping between systems

Data from PDFs, Excel attachments and portals is manually transferred into the ERP or inventory system. One person spends half their day on it.

Quotes take days

Every quote is written from scratch, even though 80% of the building blocks recur. Sales spends more time formatting than selling.

Knowledge lives in heads

What did we agree with that customer back then? What does the maintenance contract say? Only the colleague who happens to be on vacation knows.

AI pressure without a plan

"We really should do something with AI" – but nobody knows where to start. Early ChatGPT experiments fizzle out because they are not integrated into the processes.

02 — Use cases

What we automate for SMEs.

For us, AI is not an end in itself but a tool within the process: it takes over reading, understanding, drafting and routing – your team keeps control.

Customer inquiries & first contact – Automatically understand, qualify and answer incoming inquiries – by email or as a WhatsApp AI agent, around the clock, with handover to a human as soon as things get specific.
Turning documents into data – Automatically extract orders, invoices, delivery notes and forms and pass them to ERP, inventory management or accounting in structured form – instead of retyping.
Email triage & draft replies – Pre-sort the inbox, recognize the request, draft replies: your team reviews and sends instead of starting from zero.
Quotes & text modules – Prepare quotes, product copy and recurring correspondence from your templates and pricing logic – consistent, and in minutes instead of days.
Internal knowledge search – Make contracts, documentation and project files searchable by question – answers with source references instead of a folder odyssey.
Process automation without AI – And when a script or an interface is enough, we build exactly that: classic automation is often the faster route – we master both.

Technology

Proven AI models (including Claude and GPT) via official APIs, integrated into your existing systems – email, ERP, CRM, WhatsApp Business.

Data protection

GDPR in view: clear data flows, data processing agreements, no use of your data for training. What must not go to the cloud stays out.

Human in the loop

Automation with checkpoints: the AI proposes, your team decides – until the trust is there to let more run on its own.

03 — Solution in focus

The WhatsApp AI agent: customer service that never clocks off.

Our most tangible example of AI automation in sales: an AI agent that automatically answers customer inquiries on WhatsApp, qualifies leads and hands them over to your team. We built it for our own sales processes – and we will gladly build it for yours.

Replies instantly

Prospects write at 9 pm – the agent replies within seconds, answers questions about services and pricing, and keeps the lead warm.

See the WhatsApp AI agent

Qualifies leads

The agent asks the right follow-up questions, collects the relevant key facts and hands sales a pre-qualified contact instead of half a piece of information.

Escalates to humans

As soon as things get individual, your team takes over – with the full conversation history in the monitoring interface. The customer notices no break.

04 — Consulting & training

AI consulting: bringing your team and leadership up to speed.

Automation works best when the whole company pulls together. That is why we train teams for everyday AI work and brief decision-makers on the current AI landscape – on site in Dresden, Leipzig and Chemnitz, or remotely.

Employee workshops

Hands-on with your teams' real tasks: which AI for what, good routines, clear data rules – everyone leaves with techniques they can use immediately.

Go to AI consulting

Tool landscape & selection

Chat assistants, document AI, automation platforms: we map the market and recommend, vendor-neutrally, what your company actually needs.

Details

CEO & decision-maker briefing

The AI landscape in 2–3 hours – with a focus on AI-assisted software development and the consequences for your IT decisions.

Details

Which process is costing you the most time right now?

That is exactly where we look first. Describe the process – we tell you honestly whether AI helps, what it costs and what it delivers.

Describe your process

05 — Honest advice

What AI can do for mid-sized businesses – and what it cannot.

The current generation of AI is exceptionally good at understanding and producing language and documents: classifying inquiries, summarizing texts, pulling information out of PDFs, drafting replies. Wherever people read, sort, transfer and pre-draft today, automation with measurable benefit is possible – often paying for itself within months.

Equally clear is what AI is not: it does not replace professional judgment, it is not error-free, and it does not become useful just because you introduce "something with AI". An AI project without a clean process behind it merely automates the chaos.

That is why every project of ours starts with the process, not the technology: Where does effort arise, where do errors occur, what is the measurable target state? Only then do we decide together whether the answer is an AI agent, a classic interface or simply a better workflow. There are cases where we advise against AI – that, too, is part of honest consulting.

Automates well

Recurring, text-heavy, rule-based with exceptions: inquiries, documents, correspondence, data transfer.

Automates poorly

One-off special cases, negotiations, decisions with liability consequences – here the human stays in charge, AI at most supplies the draft.

Rule of thumb

If something happens daily and costs minutes per instance, the math almost always works out. If it happens twice a year, it almost never does.

06 — Approach

How you get to your first automation.

Start small, measure quickly, then scale – that keeps the risk manageable and the benefit visible.

Process check

We look at your workflows and identify the 2–3 processes with the best effort-to-benefit ratio – including an honest statement of where AI adds nothing.

Build a pilot

For the most promising process we build a working automation with real data – in weeks, not months.

Measure & decide

Time saved, response quality, error rate: the pilot delivers numbers. Only when they add up do we scale.

Integrate

Connection to your systems – email, ERP, CRM, WhatsApp Business – with checkpoints for your team and a clean data protection setup.

Operate & extend

Monitoring, fine-tuning, further processes: the automation grows with the trust – and stays maintainable along the way.

07 — FAQ

Frequently asked questions about AI automation.

What does AI automation cost for an SME?

Considerably less than most expect: a focused pilot for one process is a project of weeks, not an annual budget. The running costs of the AI models for typical SME volumes are in the low three-digit range per month. After the process check you receive a concrete estimate including the expected savings potential.

Is this compatible with the GDPR?

Yes, if it is set up correctly: clear data flows, data processing agreements with the AI providers, no use of your data for training, data minimization before every AI call. We plan data protection in from the start – and tell you honestly which data should not be processed in which setup.

Do we need our own IT department for this?

No. We build the automation, integrate it into your existing systems and operate it on request. Your team needs no AI expertise – it simply works with the results and keeps control via the checkpoints.

Does the AI replace employees?

In SMEs, practically never – it replaces routine tasks, not people. The realistic effect: your existing team handles more inquiries, quotes and orders without anyone working overtime or a new position being needed.

What if the AI makes mistakes?

It will make mistakes – which is why we build in checkpoints: the AI proposes, your team approves. Where things run fully automated, we define clear boundaries and escalation rules. Critical decisions always remain with humans.

We already experimented with ChatGPT – why did it lead nowhere?

Because a chat window is not a process. The benefit emerges when AI is integrated into the workflow: triggered automatically, connected to your data and templates, with the result landing in the right system. That integration is precisely our craft.

08 — Go deeper

Let's find your first process.

A short conversation is enough: you describe the workflow that eats the most time – we tell you whether and how it can be automated.

Request a process check