Use Cases: Document, Support & Lead Automation

Use Cases

Real automations we build for DACH companies

Document Automation Support Automation Lead & CRM Automation Reporting & Data Own AI Brain & Data Privacy

Document Automation

Paper and PDFs slow down accounting, HR, and operations. We extract, validate, and route documents automatically — connecting your existing systems without manual copy-paste.

The Problem

Your specialists spend hours typing data from PDF invoices into accounting software. Errors happen, documents get lost, and month-end closing is delayed.

Examples

Invoices: PDF via Mail → AI reads IBAN & Amount → Draft in BMD/Datev

Timesheets: Photos of paper logs → OCR → Match with project times

Contract Mgmt: Incoming PDFs → Rename by schema (Date_Client_Type) → Archive in SharePoint

HR Onboarding: Signed Contract → Folder created in Drive → Profile created in Personio

Popular Integrations

DATEV

SAPSharePointlexofficesevDeskBMD

Accounting Software

DATEV, BMD, RZL, sevDesk, lexoffice, Sage

File Storage

SharePoint, File Server, SAP DMS, OneDrive, Google Drive

Document Processing

PDF Import, OCR (EU-hosted), E-Mail Parsing, Rossum

Your Needs

GoBD-compliant archiving, automatic cost center assignment, multi-entity booking

Our Solution

Time Drain Fix

To Package Time Drain Fix

Support Automation

Most support tickets are variations of the same 20 questions. We handle the repetitive ones instantly, route complex issues to the right person, and make sure nothing falls through the cracks.

The Problem

Your team is drowning in "Where is my order?" emails. Response times rise, customer satisfaction drops, and important inquiries get lost in the noise.

Examples

Order Status: Customer asks via WhatsApp → Bot checks ERP status → Sends tracking number

Ticket Triage: Email analysis (Complaint vs. Info) → Route to correct department

Vacation Coverage: Auto-reply with intelligent reference to Knowledge Base

IT Helpdesk: "Reset Password" in Slack → Bot verifies ID → Triggers reset workflow

Popular Integrations

Microsoft 365

Zendesk

Intercom

Gmail

Ticketing Systems

Zendesk, Freshdesk, Intercom, Zammad, Jira Service Mgmt

Messenger Channels

WhatsApp, Telegram, Instagram DM, Slack

Email & Calendar

Microsoft 365, Outlook, Exchange, Gmail, Google Calendar

Your Needs

SLA monitoring, escalation rules, knowledge base sync, GDPR-compliant logging

Our Solution

Support Amplifier

To Package Support Amplifier

Lead & CRM Automation

Leads come from everywhere. We consolidate them and keep your CRM clean, so your sales team sells instead of maintaining data.

The Problem

A lead fills out a form, but 48 hours pass before they are called. Data is manually copied, phone numbers are formatted incorrectly, and follow-ups are forgotten.

Examples

Speed-to-Lead: Form on website → Instant SMS confirmation → Entry in Pipedrive

Trade Fair Capture: Photo of business card → AI Extraction → CRM Contact + LinkedIn Connection

Offer Creation: Deal status "Won" → Generate PDF Offer → Send for signature

Webinar Follow-up: Attendee list from Zoom → Add to CRM → Send slides via Email

Popular Integrations

Salesforce

HubSpot

LinkedInPipedrive

Brevo

CRM Systems

HubSpot, Pipedrive, Salesforce, Brevo, Dynamics, Zoho CRM

Lead Sources

Typeform, Calendly, LinkedIn, Website Forms, Facebook Ads

Communication

SMS, E-Mail (Brevo, Mailchimp), WhatsApp, Twilio

Your Needs

Lead scoring, duplicate detection, automatic enrichment, GDPR double opt-in

Our Solution

Flow Architect

To Package Flow Architect

Reporting & Data

End the spreadsheet chaos. We connect your data sources and deliver reports that update themselves.

The Problem

Once a month, someone spends three days copying data from five systems into Excel to build the management report. The data is already outdated by the time it's finished.

Examples

Daily CEO Report: Revenue (Shopify) + Bank Balance (George) + Open Items (BMD) → 8:00 AM via Email

Stock Alert: Inventory check Webshop vs. ERP → Warning on discrepancy

Project Controlling: Hours (Toggl) vs. Budget → Warning at 80% usage

Marketing ROI: Ad Spend (Meta/Google) vs. CRM Revenue → Weekly CPA Report

Popular Integrations

Excel

Power BI

Google Sheets

Shopify

Stripe

BI & Spreadsheets

Power BI, Google Sheets, Excel, Airtable, Notion, Tableau

Data Sources

Shopify, WooCommerce, Stripe, Banking APIs, Google Ads

Databases

SQL Server, PostgreSQL, MySQL, MongoDB, Snowflake

Your Needs

Scheduled reports, threshold alerts, multi-source aggregation, CEO dashboards

Our Solution

Flow Architect

To Package Flow Architect

Own AI Brain & Data Privacy

Run AI on your own infrastructure. For sensitive data in HR, Legal, and Healthcare.

The Problem

You need AI efficiency, but your contracts, patient data, or trade secrets cannot be sent to US cloud providers. Compliance rules usually kill these projects.

Examples

Legal Audit: Local AI checks NDAs for risk clauses against your playbook (No cloud upload).

ISO-Bot: "How do I archive X?" → Bot answers from your internal SOP PDFs.

Auto-Redaction: Detect and black out names/IBANs before files leave the building.

Patient Records: Summarize medical findings → Save to secure EMR (No external API).

Popular Integrations

OllamaQdrantMattermost

Llama 3PrivateGPT

Local Inference

Ollama, vLLM, Llama 3, Mistral, NVIDIA NIM, PrivateGPT

Vector & Storage

Qdrant, Weaviate, Milvus, PostgreSQL (pgvector), ChromaDB

Enterprise Chat

Mattermost, Rocket.Chat, Open WebUI, Zulip, Matrix

Your Needs

GDPR compliance, air-gapped deployment, PII redaction, self-hosted RAG

Our Solution

Own AI Brain

To Package Own AI Brain

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