Freight forwarding and logistics · 6,000 shipments a month · Rhineland-Palatinate
Loading lists, pallet notes and dispatch emails become TMS orders, without retyping.
80 to 120
dispatch emails a day, read before anyone opens the inbox
Before
Shippers send loading lists as Excel, pallet notes as photos and dispatch changes as free text. Planning types it all into the transport management system, often twice, because the change overtakes the first capture.
Machine building, service · 120 employees · Baden-Württemberg
The customer sends a photo, the AI names the spare part, the technician confirms.
Before
Customers send photos of defective parts by email or messenger, often without a type plate. A service technician searches the catalogue, asks back, searches again. Hours pass per enquiry before a quote goes out.
Tax advisory firm · 25 employees · North Rhine-Westphalia
Client receipts are sorted, named and filed without leaving the firm.
Section 203
professional secrecy: the model runs in-house
Before
Receipts arrive as photos, scans and mail attachments, often unsorted and without a client reference. Staff sort, name and chase what is missing. A cloud tool is out of the question: professional secrecy under Section 203 of the German Criminal Code.
Fire protection planning · 18 employees · Rhineland
GAEB files and fire-protection requirements land in the firm's own item list, pre-costed.
Before
Tenders arrive as GAEB or PDF. Every requirement on escape routes, smoke extraction and proof is mapped by hand to the firm's own work modules. Whoever holds the modules in their head is the bottleneck, and they are often on site.
Toolmaking, stamping and forming dies · 35 employees · Swabia
The matching old NC program for a new enquiry is on the desk, without searching the archive.
Before
Before every quote the master searches folders and the machine control for a similar die from years ago. The old NC and the costing from then are the best basis, and both sit in one head.
Technical wholesale · 60 employees, 40,000 items · Ruhr area
Orders by email, fax and photo are read, checked against the item master and created in the ERP.
40,000
items every order line is checked against
Before
Customers order however they like: email with free text, fax as PDF, photo of a delivery note with the customer's own item numbers. The back office retypes, looks up item numbers and calls back when unclear.
Law firm · 12 lawyers · Hamburg
Contract drafts are checked against the firm's own clause library, on the firm's own server.
Before
Every lawyer keeps their proven clauses in their own files. A counterparty draft is compared with the firm's standard by hand, deviations get noticed or not. Uploading client data to a cloud tool is out of the question.
Insurance broker · 30 employees · Bavaria
Claims are read, matched to the policy and passed to the insurer complete.
Before
Claims arrive by email with photos, invoices and free text. Staff look up the policy, check what is missing and ask back. The insurer often receives the claim incomplete and asks in turn.
Workwear, B2B trade · 12,000 items · Schleswig-Holstein
A sorted quote with size runs and embroidery positions, without leafing through the catalogue.
12,000
items every briefing is laid against
Before
Sales searches fabric, colour, standard and lead time, types size runs and attaches embroidery or print positions as screenshots. A quote for a municipality or a company takes the afternoon.
What runs now
From briefing and customer master the draft is built: items, size run, finishing, lead time. Sales cuts what does not fit and sends the PDF. Special sizes and tariff customers stay handwork.
Service: Automate your quoting
Plumbing, heating, air conditioning · 35 employees · Lower Saxony
From the call to the quote to the invoice, without anyone typing the same thing three times.
One record
from the call to the invoice, used three times
Before
The call ends up on a note, the quote is typed from the note, the invoice from the quote. The same data three times, three chances for an error, and the phone rings while the master craftsman is on site.
IT systems house · 50 employees · Bavaria
Quotes from distributor prices and templates, margin checked, in an hour instead of a day.
Before
A quote for a workplace setup means: look up prices at two distributors, compile items, fill the template, calculate margin. A day of sales time, during which the prices may already be stale.
Corporate film and editing · 18 employees · Cologne
Edit notes, social cuts and captions as a workflow: briefing, draft, approval, publishing, labelling.
Before
Every job means: rough cut, client variants, captions, square cuts for LinkedIn. Approvals vanish in mail threads, labelling under Article 50 is done differently by everyone.
What runs now
A workflow takes the briefing, generates an edit list and copy drafts in the client's tone, collects approval in the tool and publishes. Realistic AI images and avatars are labelled. The producers steer instead of copying.
Service: Marketing and content automation
Online retail · 25 employees, 12,000 items · Saxony
Product copy, service replies and returns from one knowledge base.
12,000
items with copy from the same source as the service replies
Before
Product texts for 12,000 items are written by hand or copied from the manufacturer. Service answers the same questions on delivery time and returns a hundred times a day, with different answers.
Bakery, branch supply · 55 employees, 14 branches · Rhine-Main
Branch orders until 2 p.m., without anyone typing into the ERP at night.
until 2 p.m.
order cutoff for the next morning, no night shift in the ERP
Before
Branch managers send demand by WhatsApp, a photo of a note or a call. At night someone in production transfers it into the warehouse system so baking can start at 4 a.m. Number mix-ups come with the territory.
What runs now
A flow reads every order, matches items and quantities against the branch master and creates the order. Anything unclear goes back as a question, the rest is ready for picking before the early shift.
Service: Process automation with AI
Home intensive care · 55 employees · Saarland
Tour documentation is dictated, structured and approved by the qualified nurse.
Voice instead of keyboard
documentation after the tour, not at the evening computer
Before
After the last tour carers sit in the car or at home typing vitals, measures and handovers. What happened in between has to be remembered, and by the end of the week something is always missing.
What runs now
The nurse speaks into the phone after the visit, the AI structures it to the service's documentation scheme and presents the draft for approval. Nothing is signed off until someone has read it.
Service: Process automation with AI
Daycare operator, 6 sites · 70 employees · Lower Saxony
The shift draft comes from wishes, qualifications and staffing ratios, the manager decides.
Before
The area manager builds the monthly roster by hand: wishes from the group chat, qualified-staff ratio in her head, absences by text. Two days a month, and a sick note upends group coverage.
What runs now
A flow collects wishes in a structured way, knows qualification, group and rest periods and presents a compliant draft. On absences it proposes replacements. The manager decides and publishes.
Service: Process automation with AI
Car dealership with workshop · 70 employees · Hesse
Appointment requests from phone, email and form land in workshop planning, reminders go out by themselves.
Before
Service reception phones, emails and types appointments into the planner while customers wait at the counter. Reminders for inspection and tyre change go out when someone remembers.
Municipal housing company · 3,200 flats · Ruhr area
Damage reports are taken and handed to caretaker dispatch in structured form.
also after 5 p.m.
damage reports, without the tape being the first stop
Before
Tenants call, often in the evening. The tape fills up, on the next working day someone listens, asks for flat and damage, types into the software. By the time the caretaker arrives, the water damage is older than it needed to be.
What runs now
A voice assistant takes flat, damage and availability, recognises emergencies and hands over to dispatch. The tenant gets a case number. Goodwill and disputes go straight to a human.
Service: Voice agents and phone
Physiotherapy, 2 sites · 4 therapists, 3 at reception · Baden-Württemberg
Appointments and prescription renewals run through the phone assistant, reception is there for the patients on site.
Before
Between treatments the phone rings through. Appointment requests, cancellations, prescription renewals, while someone waits at the desk. Whoever cannot get through just shows up.
What runs now
A phone assistant books, reschedules and queues prescription renewals for approval. Medical questions and complaints it puts through at once. It says at the start that it is an AI.
Service: Voice agents and phone
Refrigeration and climate technology · 32 employees · Saxony
Faults after 6 p.m. are answered, emergencies recognised, the rest booked as appointments.
Before
After closing time the call lands on the tape. Whoever has cooling in a restaurant or a lab calls the next firm that picks up. The business learns in the morning that the job went elsewhere.
What runs now
A phone agent answers, recognises a plant stop and routes to the on-call service, books maintenance and callbacks for the next working day. Management sees a list in the morning instead of a full tape.
Service: Voice agents and phone
Management consultancy · 14 employees · Münster
From the booked first call to the follow-up, everything runs without manual handover.
Before
Whoever books a first call is in the calendar but not in the CRM. Preparation emails, call notes and the follow-up depend on the consultant remembering.
What runs now
The booking creates the contact in the CRM, sends the preparation email, and after the call the dictated note becomes the CRM entry plus follow-up sequence. The consultant consults instead of administering.
Service: CRM automation
Used machinery trade · 20 employees · North Rhine-Westphalia
The field rep dictates the visit in the car, the CRM is filled before he is back.
Before
Visit reports are written in the evening or not at all. What the customer needs, which machine he looks at, when he decides, sits in the salesperson's head. Quotes follow days later.
Care home operator, 4 homes · 300 employees · North Rhine-Westphalia
Applications from five portals in one system, every applicant hears back within a day. Selection stays with people.
Within a day
a reply, instead of after weeks
Before
Applications arrive via five portals, by email and via WhatsApp. The acknowledgement takes days, interview proposals weeks, and good carers have signed elsewhere by then.
What runs now
A flow collects all inputs in one system, sends a personal acknowledgement within hours, proposes interview slots and keeps applicants informed of the status. No AI rates or sorts people: that would be high risk under the AI Act, and it deliberately stays with the nursing management.
Service: Recruiting and applicant management
IT systems house · 85 employees · Westphalia
The recurring questions to HR are answered by a bot from the company's own knowledge.
Before
Leave remaining, travel expenses, home-office days: the same questions arrive every week by chat at two people in administration who are supposed to be preparing onboarding for new technicians.
Software house, measurement technology · 70 employees · Franconia
New staff find processes, contacts and product knowledge in one place.
Before
Onboarding means three weeks of asking colleagues. Whoever knows how a device is parameterised at customer X sits in another team. Documentation exists, spread across wiki, drives and old tickets.
What runs now
A knowledge base bundles wiki, ticket history and product documentation. New colleagues ask in natural language and get the answer with a reference to the document. Senior developers are interrupted less.
Service: Knowledge management and company know-how
Machine building, special machinery · 90 employees · Saxony
The senior technician's service knowledge is available in-house before he retires.
Before
One service technician knows every machine the company built in thirty years. When an old plant stops, the customer calls him. In two years he is gone, and the knowledge with him.
Contract logistics · 110 employees · Mannheim
The inbox is read and distributed before a human opens it.
One inbox
three teams that used to read it in sequence
Before
Tour planning, billing and complaints share one inbox. Every email is pulled by hand, and a complaint often lands with planning before billing sees it.
Property management · 15 employees, 2,500 units · Berlin
Tenant requests are sorted, standard cases pre-answered, tradesman orders created.
Before
The management's shared inbox is the bottleneck: service charge questions, damage reports, notices, complaints, all in one stream. Whoever is off sick leaves a mountain.
Family hotels, 3 houses · 90 employees · Baltic coast
Guest enquiries by chat and email are answered in German, English, Dutch and Polish, reception takes over what matters.
Before
Arrival, dog, half board, cancellation: reception types the same replies while guests want to check in in front of them. Off season in one language, in season in four.
What runs now
An assistant answers standard questions from the hotel information in the guest's language and hands rebooking and complaints over with context. It identifies itself as an AI at first contact.
Service: Customer service and support
Trade association, crafts training · 22 employees · Hanover
Recurring questions on courses, exam dates and membership are answered by an assistant, specialists handle the rest.
Before
Registrations, cancellations, hotel allotments, exam rules: the same questions pile up at the officers, by email and phone. Every answer is individual although the content is not.
What runs now
An assistant on the website and in the inbox answers the recurring questions from the rules, guides and FAQ, with a reference to the source. Specialist questions go to the officer with case history.
Service: Customer service and support
E-commerce agency, Magento · 16 employees · Cologne
Client shop setup takes an hour instead of a day.
an hour instead of a day
shop setup per client
Before
Every new client shop is created by hand: instance, payment methods, shipping rules, legal texts, test order. A day per client, and everyone does the sequence slightly differently.
Expert-witness seminars · 8 employees · Hesse
From registration to attendance confirmation, seminar administration runs without Excel.
Before
Eight in-person dates a year, registrations by form and email, Excel, invoicing software, attendance lists by hand, confirmations filled in one by one.
What runs now
The registration creates participant, invoice and list entry, reminds before the date, generates the attendance confirmation after the seminar and asks for feedback. Administration only steps in for special cases.
Service: Workflow automation and connecting systems
Carpentry, roof and timber · 22 employees · Allgäu
Quote, order and material purchase are one process, not three entries.
Before
The quote is in one program, the order is transferred into a second, sawn timber and fittings typed into the merchant's ordering portal. The same items three times, in the evening by the foreman.
Shutters and sun protection · 28 employees · Rhineland
The site measurement becomes the production order, without notes and retyping.
Before
The fitter measures at the window and writes it down. In the office it is retyped into production, and a transposed digit only shows when the shutter does not fit.
Tax advisory network · 22 employees · Oldenburg
Accounts, devices and access for new staff are ready on day one, not in week two.
Before
A new hire means: email to IT, email to HR, email to the mandate lead. DATEV rights, laptop, calendar arrive one after another, and in the first week the new colleague works from a private computer.
IT support for pharmacies · 28 employees · Mainz
Alerts from monitoring and inbox become prioritised tickets, without a night shift at the screen.
Before
Till down, scanner, update: alerts, emails and calls are turned into tickets by hand. At night the on-call engineer decides on the phone whether the dispensary can open in the morning.
Electrical installation, large sites · 60 fitters · Brandenburg
Handwritten daily site logs are read and checked against tariff and allowances.
Before
Sixty handwritings, scanned weekly. Payroll deciphers hours, site and travel and checks every line against the tariff. A week per month.
What runs now
The logs are photographed, an AI reads hours, site and allowances, checks against the rules and flags deviations. Payroll works through the flags instead of piles.
Service: Process documents and contracts
Property management · 30 employees · Hesse
Terms, index clauses and deadlines from scanned old contracts are in the system, not in the binder.
Before
Hundreds of leases sit as scans in the archive, some twenty years old. Whoever wants to know when an index adjustment is possible leafs through. Deadlines are missed because nobody knows them.
Painting businesses, group · 90 invoices a month · Cologne
Incoming invoices are captured, pre-coded and presented for approval instead of retyped.
90
invoices a month, pre-coded instead of retyped
Before
Invoices arrive as PDF, paper and photo from three businesses in the group. Accounting retypes header and line data, looks up the cost centre and chases approval by email.
What runs now
Every invoice is read, assigned to business and cost centre, pre-coded and presented to the owner for approval. Accounting posts what is approved and handles exceptions.
Service: Process invoices and receipts
Civil engineering · 95 employees · Mecklenburg
Weigh tickets from the site and invoices from the supplier find each other before posting.
Before
Weigh tickets arrive crumpled from the loader, invoices weeks later from the bulk merchant. Accounting looks for the ticket for every invoice and spots quantity deviations, if at all.
What runs now
Weigh tickets are photographed on site and assigned to the project. When the invoice arrives, the AI matches items and quantities and presents only deviations for review. The rest goes to approval.
Service: Process invoices and receipts
Crafts guild · 3 people in the office · Brandenburg
Contribution notices, incoming payments and reminders run for three people as if for thirty.
Before
Three people manage the member businesses: writing notices, matching payments, sending reminders, maintaining address changes. In January everything else waits.
What runs now
The flow generates the notices from the member master, reads the bank statements, matches payments and sends reminders in stages. The three see a list of open cases instead of a pile.
Service: Process invoices and receipts
Roofing business · 40 employees · North Rhine-Westphalia
Applicants write via WhatsApp and get a reply within minutes, the master decides.
Minutes
to the first reply, even on Saturdays
Before
Young applicants write via Instagram or WhatsApp, in the evening and at weekends. Whoever hears nothing for two days has signed with the next business. The master sees the messages when he comes off the roof.
What runs now
An assistant replies within minutes, asks trade, experience and earliest start and proposes a short call or a trial day. It rates nobody, it does not sort: who gets invited is decided by the master, from the list, not from a score.
Service: Recruiting and applicant management
Logistics service provider · 250 employees, 6 languages in the team · Hesse
Job ads come from the requirements profile, onboarding material in six languages from company knowledge.
Before
Every job ad is half a day: gather requirements, write, adapt to portals. The onboarding pack for new drivers exists in German, the workforce speaks six languages, and the safety briefing is translated orally.
Joinery, furniture and interior fit-out · 14 employees · Bavaria
From the customer's sketch, photos and measurements comes the quote draft from the company's own item catalogue.
Before
Customers send a hand sketch, three photos and measurements by email. The master calculates in the evening: material, fittings, hours, from experience and from the last similar job, which he has to find first.
What runs now
The AI reads sketch and measurements, proposes items from the catalogue, pulls material prices from the supplier list and the last similar job as comparison. The master checks the marked lines and sends. The customer lands in the CRM with the case, the follow-up runs by itself.
Service: Automate your quotingGoes with it: CRM automation
Conveyor technology · 48 employees · East Westphalia
A customer bill of materials is mapped to the company's own modules, the quote stands in days instead of weeks.
Days instead of weeks
to a quote on a bill of materials
Before
Enquiries arrive as an Excel bill of materials plus a few sketches. Two designers read, map items to the company's own modules, look for old costings, write the quote. Three weeks, during which the competitor has already answered.
Municipal utility · 120 employees · Saxony
Meter readings arrive as photos, are read, checked for plausibility and posted, queries only on deviation.
Before
For the annual reading customers send photos of the meter by email and portal, often skewed, blurred, with reflections. Customer service reads, types and calls when the image is unclear.
Print shop · 45 employees · North Rhine-Westphalia
Customer print files are checked and the query written before a human opens the file.
Every third
print file used to arrive with an error
Before
Every third print file has an error: bleed missing, wrong colour space, resolution too low, font not embedded. Prepress checks by hand and writes the query, often the day before the print date.
Gym chain · 8 studios · North Rhine-Westphalia
Posts, newsletters and class announcements come from the class schedule, the studio manager approves.
Before
Eight studios, eight Instagram accounts, one marketing employee. Class changes, promotions and openings are posted per studio by hand or not at all. The newsletter goes out when there is time.
Industrial supplier, fastening technology · 200 employees, 6,000 items · Baden-Württemberg
Data sheets, product copy and translations come from the PIM, in five languages, with a glossary.
6,000
items, each in five languages from the same source
Before
Data sheets are maintained in Word, translations outsourced, product texts in the shop date from three decades. A new item takes weeks until it is cleanly online in all languages.
Construction company, building · 120 employees · Bavaria
Site managers ask about standards, house specifications and past sites and get the answer with a source.
Before
How was the detail solved on the last project? Which execution did the client accept back then? The answer is in project files, photos and emails, and the site manager who knows is on another site.
Managed service provider · 35 employees · Hamburg
Runbooks and ticket history answer inside the ticket before the technician asks a colleague.
Before
A customer system reports an error a colleague solved a year ago. The solution sits in a closed ticket nobody finds. The technician starts from scratch or calls the senior.
Supplier, precision parts · 80 employees · North Rhine-Westphalia
When buyers ask ChatGPT for suppliers, the company is in the answer, with a source.
20
buyer questions, one answer page each
Before
The website has described „quality and reliability“ for ten years. Buyers now ask ChatGPT or Perplexity for suppliers for a process, and the answer names three competitors with concrete pages on tolerances, batch sizes and lead times.
Staffing agency · 60 employees, 3 locations · Hamburg
Google's AI overview names the agency for the region, and the site itself answers the candidates' questions.
Before
Candidates and clients google „temp work Hamburg nursing“ and get an AI overview at the top listing two chains. The agency's own site has location addresses but no answer on pay, process, contract length.