Automation
Use Cases
Six concrete examples of automation systems built for real businesses, with measurable results, full data control, and no unnecessary complexity.
Expert Portal for an Appraisal Company
Context
An appraisal company processes a high volume of individual cases every year. Previously, large parts of the workflow were entirely manual: email communication, document handling, and PDF creation required multiple tools and repetitive work, costing significant time and introducing unnecessary risk of error.
Solution
- Case handling through a single web-based portal: one interface for everything
- Automated email communication triggered at every relevant workflow step
- Automatic upload and processing of incoming documents
- Automatic generation of finalized, branded PDF documents
- No additional third-party software required and fully self-contained
Result
Automated Certificate Processing for ERP Systems
Context
An industrial company needed to manage calibration certificates for pyrometers across a large product portfolio. Certificates were previously created manually, resulting in high costs, limited transparency, and a persistent risk of data inconsistencies, particularly problematic given strict traceability requirements.
Solution
- Monitors a server-based file system every minute for new certificate files
- Detects and validates newly added certificate files automatically
- Uploads them directly into the ERP system without any manual steps
- Generates a printable, formatted PDF certificate within the ERP
- Assigns each certificate precisely to the correct serial number
- Automated compliance checks: limit verification, maintenance tracking, full traceability
Result
Automated Sanctions List Screening (Compliance)
Context
Companies are legally required to screen customers against official sanctions lists before entering into business relationships. Manual checks are time-consuming, error-prone, and difficult to audit, creating both legal and operational risk, especially as customer volumes grow.
Solution
- Automatically downloads current official sanctions lists from the Federal Gazette (Wirtschaftsanzeiger)
- Performs weekly automated checks across all existing customers in the database
- Automatically screens every new customer at the moment of creation
- Blocks quotation and offer creation until a screening check has been successfully passed
- Supports manual screening checks when required by staff
All processing runs internally: no external SaaS services. All customer data remains fully within the company's own infrastructure. No third-party access. No data leaving the organization.
Result
Intelligent Email Management & Automated Response
Context
High email volume is one of the most persistent drains on business productivity. Teams spend hours each week sorting, triaging, and responding to routine enquiries, many of which ask for the same standard information repeatedly: opening hours, addresses, contact details, pricing, or process information.
Solution
- Automatically reads and classifies incoming emails by topic and intent
- Sorts emails into the correct folders automatically: no manual filing required
- Sends fully automated replies for 100% clear standard enquiries (opening times, address, contact details, FAQs)
- Creates ready-to-send drafts for emails that require human review before sending
- Handles the complete triage workflow so staff focus only on emails that need them
Powered by Mistral AI, a European AI model developed in France. Option A: Mistral's cloud API, fast, no hardware required, European data residency. Option B: Deploy Mistral on your own servers, complete on-premise control. 100% GDPR compliant. No data processed by US tech companies.
Result
Automated Invoice Forwarding to Accounting Software
Context
Every business receives invoices by email, as PDF attachments, or via post. Manually downloading, checking, and uploading each invoice into accounting software like Xero is slow, error-prone, and adds no value. It is exactly the kind of task that should be automated.
Solution
- Monitors incoming email for invoice attachments automatically
- Extracts key data from PDF invoices using AI-powered document recognition
- Forwards invoices and extracted data directly into Xero booking software
- Flags ambiguous cases for human review rather than guessing
- Creates a clean audit trail of every processed invoice
Xero direct API integration: invoices appear ready for approval. Extensible to other ERP and accounting platforms on request.
Result
Customer Download Portal with Serial Number Verification
Context
Many companies still distribute software and product documentation physically on USB sticks, CDs, or in printed manuals shipped with the product. One of our clients was still shipping USB sticks to every customer. Each delivery required physical preparation, packaging, and logistics cost for content that could be delivered digitally in seconds.
Solution
- Customers enter their serial number and article number to authenticate their product
- The system verifies the combination against the product database automatically
- Verified customers immediately access the correct software version for their product
- Manuals, documentation, and firmware updates are all available in the same portal
- Download history is logged, useful for support and compliance
- New software versions are published once and instantly available to all eligible customers
Result
The Common Principle Across All Use Cases
Automate the critical business processes where time, money, and risk are lost, without giving up control over your data or your infrastructure. The goal is never automation for its own sake. The goal is measurable business impact: lower costs, higher reliability, scalable operations.
Ready to explore which of these applies to your business?
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