Processes
Get more done with the team you have.
Retyping orders, forwarding invoices, chasing who is responsible: a lot of office work takes time without moving anything forward. We find these detours with your team and remove them, often with clear rules and, where it pays off, with automation. And where everyone has been doing it their own way, we set the process up with you from scratch.
Sound familiar?
The same data gets typed in several times.
Orders arrive by email or PDF, end up in a spreadsheet and are entered again in the next system. Every transfer takes time and introduces errors.
With usDetails are entered once and reach the right system.
Work gets stuck, and nobody knows where.
Invoices and approvals move between inboxes. Who is responsible and where things are waiting only becomes clear when someone chases it.
With usEveryone can see who is responsible and where a case is waiting.
Knowledge sits in a few people’s heads.
Only the people who have run a process for years know how it really works. If one of them is away, things stall, and new people take a long time to get up to speed.
With usThe process is written down and can be followed by others.
What we do
Map
Map processes
We go through every step with the people who do it every day and note where time is lost.
Improve
Define the new process
Which steps go, who is responsible for what and which rules apply, written down so anyone can follow.
Automate
Where it pays off, fixed rules or connections between programs take over the routine.
Software & toolsKIAI in the process
AI reads orders and receipts and prepares the work. Your team checks and approves instead of typing everything in.
Embed
Document how the work gets done
Processes documented so new people get up to speed quickly and nothing depends on one person.
Roll out software
Choose new software and introduce it so your team actually uses it.
Keep it going
We measure whether the new process works and, if you want, check at set intervals whether it still fits.
Typical processes we improve
- Taking orders
- Enquiries and orders are captured once and go straight into the right system.
- Invoices and approvals
- Documents no longer wander between inboxes, and everyone can see whose turn it is.
- Customer service
- Enquiries and complaints don’t get stuck: clear routes and quick answers.
- Ordering and purchasing
- Orders with suppliers with less manual work, from request to invoice.
- Onboarding
- New people get up to speed quickly because the processes are written down.
How we work
Initial callfree
First we talk, free of charge, about where things stall for you and whether we can help.
Find where things stallFixed price
We go through your processes step by step with the people who run them every day and note where time is lost, for example through duplicate work, waiting, chasing or rework.
Define the new processincluded
We agree with you which steps go, who is responsible for what and which rules apply, and write the new process down so it is easy to follow. Where a tool is missing, we build it: a connection between two programs, an automation with or without AI, or a custom tool.
If you need an automation or a tool of your own, you get a separate proposal for it first.
Roll out and follow upincluded
We introduce the new process to your team and are available during the first weeks. Then we measure together whether it works: is it faster, are there fewer follow-up questions? Where it still gets stuck, we adjust.
Afterwards, if you want, a monthly fee for ongoing support, plus fees for any services used, such as an AI service.
Good to know
Manageable, but not zero. Above all we need the people who run the process every day: for the conversations at the start and during the first weeks with the new process.
Usually not. Clear responsibilities and rules or better settings in your existing programs are often enough. Where a tool is missing, we build it, for example a connection between two programs or a custom tool.
Software & toolsIt takes away the work nobody enjoys: retyping, forwarding, chasing. That leaves more time for their actual tasks.
Yes. Since 2025 you must be able to receive e-invoices, and from 2027 or 2028 you must also issue them. We check what your programs can already do, set them up or extend them and build the process from the inbox to accounting. Tax questions stay with your accountant.
Mostly the groundwork. AI reads orders from emails and PDFs and prepares them, matches invoices against orders or answers new colleagues’ standard questions from your own documents. We build it in so that it only prepares: your people review and approve instead of typing everything themselves. If you don’t want AI, we don’t use it. A lot can be automated with fixed rules too.
No. The EU AI Act only requires an assessment before use for providers of particularly sensitive systems, such as tools that select job applicants, not for businesses that use AI. It does, however, require companies to support the AI literacy of the people who work with it, so a briefing for your team is part of what we do. You also need a data processing agreement with every AI service that handles personal data, and if you have a works council, it usually has to be involved when AI tools are introduced. We plan for both from the start.
Only the people you choose. Before we start, we agree with you where the data is stored: on your own servers or in a cloud located exclusively in the EU. Before we work with real data, we sign a data processing agreement as required by the GDPR.
Yes. We work remotely, in English or German. Processes, metrics, AI and software work the same way everywhere. Legal and tax questions in your country stay with local experts.
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