Invoice intake & pre-coding
The agent reads incoming invoices from inboxes and portals, matches them against purchase order and delivery note and proposes the booking. Your accounting team approves.
AI invoice processing →Services · AI automation
AI automation for business: routine goes to agents, decisions stay with you.
Our AI automation services take recurring workflows off your team's hands, from invoice intake and enquiries to quotes and weekly reports. Integrated into your existing systems, GDPR-compliant and built so your team can trace every step.
The basics
What is AI automation?
AI automation combines the reliability of classic automation with the ability to understand unstructured input. A rule can copy a form field. An AI agent also reads the email with three requests in it, the invoice in an unfamiliar layout or the quote sent as a PDF, classifies it and triggers the right next step.
That makes a large share of office work automatable that used to depend on people because no two inputs looked alike. Where a decision has consequences, the agent puts it to your team for approval, with its reasoning and source.
Classic automation
- ·Works with fixed formats: form fields, spreadsheets, interfaces.
- ·Any deviation stops the workflow and lands in an error queue.
- ·Every change means adjusting rule after rule.
- ·Strong at moving data between systems.
AI automation with agents
- ✓Understands emails, PDFs, scans and free text.
- ✓Recognises exceptions and hands them to your team with a reason.
- ✓Adjusted through examples and instructions, without a new rulebook.
- ✓Logs every step with its source, traceable for audit.
Use cases
Which processes we automate with AI
The best candidates recur daily, arrive digitally and take up hours today. These are the six we deliver most often.
Inbox triage
Shared inboxes are sorted by request, urgency and owner, and standard questions get a ready-made draft reply.
AI agents as a service →Enquiries & quotes
New enquiries are enriched with company data and qualified, open quotes are followed up at the right time. Your sales team talks to the right contacts.
AI agents in the enterprise →Customer service
The agent answers recurring questions from your own knowledge base and hands special cases to your team with the full history.
Customer service with AI →Reporting & data upkeep
Weekly reports from several systems, a maintained CRM and reconciled master data, without copying between spreadsheets.
From pilot to production →Tenders & funding
Procurement portals and funding databases are screened daily and scored against your criteria, deadlines go straight into the calendar.
Tender monitoring with AI →Check the fit
Five questions to tell whether a workflow suits AI automation
We ask these in every intro call. If four out of five apply, the workflow is a good candidate for a pilot.
How much time it gives back to your team can be worked out in our savings calculator (in German) with your own assumptions.
A good candidate if
- ✓it repeats at least weekly in a similar pattern,
- ✓the input arrives digitally: email, PDF, portal, form or scan,
- ✓your team can tell in seconds whether a result is right,
- ✓the exceptions are known and it is clear who decides on them,
- ✓it takes up noticeable time your team would rather spend on customers.
Process
How we automate a process with AI
Four steps. After each one you know where you stand and decide whether to continue.
01
Process review
We walk through the workflow with the people who do it today and agree on the goal, the metric and the approvals.
02
Pilot
An agent takes over one bounded workflow, first in suggestion mode: it prepares, your team approves.
03
Live operation
Once the pilot runs reliably, the agent handles more steps on its own. First measurable effects usually show after four to six weeks, live operation is in place after around twelve weeks.
04
Scale
We measure against the targets from step 1 and add the next workflow as soon as it pays off.
Everyday example · automated invoice intake
- 07:58Invoice received by email, PDF, known supplier
- 07:58Invoice data read: amount, VAT rate, service period, PO number
- 07:59Matched against purchase order and delivery note: quantity and price agree
- 07:59Booking proposal created, cost centre taken from the purchase order
- 09:15Approved by accounting, passed to the ledger
What stays with your team
- ✓approval, until you hand more over to the agent,
- ✓every decision on deviations from order or contract,
- ✓the rules for booking, ownership and deadlines.
Safeguards
People decide: approvals, logs, data protection
We work model-agnostic and document every agent so that your IT or another provider could take over. Process knowledge, access and logs belong to you.
Approval before any consequence
Payments, commitments to customers and contract changes only go out with a person's approval. Agents prepare decisions, you make them.
Every step logged
What the agent read, checked and proposed is logged with its source. Deviations surface before they have consequences.
GDPR from day one
EU hosting, data processing agreements and access rights matching your staff are settled before the first agent goes live.
GDPR-compliant AI agents →Cost
What AI automation costs and when it pays off
Cost depends less on the AI than on your system landscape: how many systems are connected, how clean the data is and how many exceptions the workflow has. A pilot for one workflow is usually in the five-figure euro range, plus running costs for operation and model usage.
Before we start, we set the benefit against it: hours per week, turnaround time, error rate. So you know before delivery which workflow pays off first. Public funding for digitalisation in Germany and the EU can cover part of the cost.
Read more on cost and funding
FAQ
Questions about AI automation
What is AI automation?
AI automation means recurring workflows are handled by AI agents that also understand unstructured input such as emails, PDFs or scans. Unlike pure rule-based automation, an agent recognises exceptions and puts decisions with consequences to a person for approval.
Which business processes can be automated with AI?
The best candidates repeat at least weekly, arrive digitally and have results that are quick to check. Typical examples are invoice intake and pre-coding, sorting shared inboxes, qualifying enquiries, customer service, reporting and screening public tenders.
How long does it take to automate the first workflow?
After the process review, a pilot starts on one clearly bounded workflow. First measurable effects usually show after four to six weeks, and live operation is in place after around twelve weeks.
What does AI automation cost a mid-sized company?
A pilot for one workflow is usually in the five-figure euro range, depending on how many systems are connected and the state of the data. Running costs for operation and model usage come on top. Before we start, we set the expected benefit against it in hours, turnaround time and error rate.
Can AI automation be GDPR-compliant?
Yes, provided data protection is settled before the first agent goes live: EU hosting, data processing agreements, limited access rights and a log of every step. An agent only sees the data the responsible staff are allowed to see.
Do we need our own IT department?
No. We handle the build, the integration with your systems and operation. On your side you need one subject-matter owner who knows the workflow and is responsible for rules and approvals.
How is AI automation different from RPA?
RPA imitates clicks on fixed screens and needs uniform input. AI automation understands changing formats and free text and recognises when a person should take over. In many organisations the two complement each other.
Guides
AI agents and automation: our guides
Costs, data protection, how agents differ from RPA and how pilots reach production, written from our project work.
- AI Agents in the Enterprise: What Agentic Systems Deliver Today
- How Much Does an AI Agent Cost? Prices, Value and Payback Explained
- AI Agents vs. RPA: The Real Difference for SMEs
- GDPR-Compliant AI Agents: EU Hosting, Data Processing Agreements and Access Rights
- Automating Customer Service with AI: What Agents Can Do and Where Humans Must Take Over
- AI Invoice Processing: How Agents Pre-Code Invoices While Keeping Dual Control
- Tenders and Grants: How AI Agents Monitor Procurement Portals Daily
- Moving AI Pilots Into Production: Why Projects Stall
- AI Agency Berlin: How to Spot a Trustworthy Partner
- AI and Digitalization Funding 2026: A Guide for German SMEs
Which workflow costs your team the most time?
Tell us in a 20-minute intro call. Afterwards you know whether AI automation pays off for that workflow and what a pilot would look like.