Service · AI workflows for companies

AI does the work.A person approves.

This is how we work ourselves, every day: AI sorts email and writes drafts, keeps the CRM up to date, reminds us of deadlines and prepares invoices. Nothing is sent or booked until a person has said yes. We set up the same workflows in your company, step by step and billed by the hour.

Free intro callHow it works
Inbox and draftsDeadlines and recurring tasksHours and invoicesCRM and follow-upsTask distribution in the teamConnecting existing toolsDocuments and minutesInbox and draftsDeadlines and recurring tasksHours and invoicesCRM and follow-upsTask distribution in the teamConnecting existing toolsDocuments and minutes

How a workflow runs

Four steps, always in the same order. AI prepares, a person decides.

  1. Email

    Calendar

    14

    CRM

    Hours

    7,5 h

    01 · Input

    Something comes in

    Emails, appointments, deadlines, hours and enquiries from the programs you already use.

  2. ✦ AI draft

    02 · AI

    AI prepares

    It sorts, writes a draft and fills in data. Nothing is sent yet.

  3. 03 · Approval

    A person checks

    On the phone or at the desk: approve, edit or ask back.

    Nothing goes out without approval

  4. Sent
    Booked
    Updated

    04 · Done

    Only then it happens

    The email goes out, the hours are booked, the CRM is up to date. Everything stays traceable.

Connected to your tools

  • Email
  • Calendar
  • CRM
  • Time tracking
  • Accounting
  • Project tool

How we work ourselves

Five workflows from our own office that run every day.

  1. 01 / 05

    Emails as drafts

    Incoming mail gets sorted, and every message that needs an answer comes with a draft. We read it, fix what doesn't fit and send it ourselves.

  2. 02 / 05

    Approvals on the phone

    Anything that needs a decision shows up as a card in a list on the phone. We check it, approve it or write back a question, even between two meetings.

  3. 03 / 05

    CRM and daily routines

    AI keeps contacts, requests and next steps up to date in the CRM. Each morning there is a short overview of what is due today.

    ☀ Today

    Follow up on 2 quotes

    Call back at 10

    Check contract

  4. 04 / 05

    Hours and invoices

    AI suggests the hours from our work log. Only after we have checked them do they go into the time tracker, which is also where our invoices are created.

    Hours

    ✦ AI draft
    Mon
    Tue
    Wed
    Thu
    Fri

    ✓ Checked

    Invoice is prepared
  5. 05 / 05

    A calendar for recurring tasks

    All our recurring tasks and deadlines live in a calendar that runs on a schedule. Daily routines, reminders and follow-ups start on their own, and anything that needs a decision arrives as a card on the phone.

    Calendar

    November
    1
    2
    3
    4
    5
    6
    7
    8
    9
    10
    11
    12
    13
    14
    15
    16
    17
    18
    19
    20
    21
    22
    23
    24
    25
    26
    27
    28
    29
    30
    InvoicesDeadlinesFollow-ups

What can be automated

These tasks exist in almost every business, whether service firm, agency, manufacturer or hotel. One of them is usually enough to start with.

  • Inbox and drafts

    Enquiries, invoices, suppliers and newsletters end up in separate places. Every email that needs an answer comes with a draft that you adjust and send yourself.

  • Deadlines and recurring tasks

    Contracts, payment terms, filings and maintenance dates go into a calendar that runs on its own. AI reminds you in time, notes what needs to be done and prepares follow-up emails as drafts.

  • Hours and invoices

    AI suggests hours from your calendar, notes or work log. Once you have checked them they go into the time tracker, and the invoice is prepared. Accounting and taxes stay with your tax advisor.

  • CRM and follow-ups

    AI keeps contacts, enquiries and quotes up to date in the CRM. Anyone still waiting for an answer shows up on your list in time, with a draft for the follow-up.

  • Task distribution in the team

    Orders, appointments and shift plans turn into a daily task list per person. Your team sees it on their phones and ticks things off there.

  • Connecting existing tools

    Project tool, accounting software or booking system: we connect AI to what you already use, so nobody has to retype data from one program into another.

  • Documents and minutes

    Meetings become minutes with action items, receipts and contracts get named and filed, quotes are prepared from templates. You proofread and approve.

From inbox to approval

1 / 4

New enquiry in the inbox

Click a step or just watch.

How we work

Step by step, billed by the hour. After each step you decide whether to continue.

  1. 1

    Free intro call

    By video. You tell us where your time goes, and we say plainly what AI can take over and what is better left with you.

  2. 2

    A quick win first

    We pick one task that comes up often and takes work off your plate quickly. Usually that is the inbox or something that is typed in by hand today.

  3. 3

    An hours estimate before every step

    Before we start, you get an estimate of how many hours the step will take. Work begins only once you say yes.

  4. 4

    With the tools you already have

    We connect the inbox, calendar, CRM, project tool and cloud storage you use today. You usually don't need a new system for this.

  5. 5

    Test it in daily work, then the next step

    You use the workflow for a few days in your business. If it works, we move on to the next task. If it doesn't, we adjust it or drop it.

What you can rely on

0
emails, payments or messages that go out without your approval
1
task to start with, then step by step
5
AI workflows we use ourselves every day

  • Nothing goes out without your approval: no email, no message to customers, no payment. AI prepares, you decide.

  • GDPR data protection with a DPA (AVV in German): processing of your data is covered by a data processing agreement. Up front we work out with you which data goes where, and we document every workflow.

  • Accounting and taxes stay with your tax advisor. We prepare the paperwork, the bookkeeping happens on their side.

  • We work remotely, by video and screen share. You can revoke any access you give us at any time.

From our projects

We also automate workflows and connect systems in larger projects. You can read about two of them.

Frequently asked questions

Does the AI send emails on its own?
No. The AI writes drafts and you send them. The same goes for messages to customers, bookings and payments. Every workflow we set up ends with an approval step.
What does it cost?
We bill by the hour. Before each step you get an estimate in hours and then decide whether we do it. If a tool itself costs money, such as an AI subscription, we tell you up front.
What kind of companies is this for?
Anywhere admin work repeats every week: small and mid-sized companies, service firms, agencies and manufacturers, and also restaurants and hotels. In every case, accounting and taxes stay with your tax advisor.
What about data protection?
We work with a data processing agreement (AVV), so data processing is contractually covered under the GDPR. Up front we clarify with you which data is processed and where, with servers in the EU where possible. You get the workflow documentation for your records.
Do we need new software?
Usually not. We connect what you already use, for example your inbox, your CRM, your accounting software or your project tool. If something can't be connected technically, we tell you before any hours are spent.
Do you come to our offices?
We work remotely, by video and screen share. There are no travel costs, and you only pay for the hours we spend on your workflows.

Which task would you hand over first?

Tell us in a free intro call what eats up your time each week. We'll suggest a first step, with an estimate in hours.

Free intro call

Let's talk

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