AI automation for SMEs: simplify recurring work
15 minutes · free · no obligation
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What is AI automation and when is it worthwhile?
AI automation connects the processing of language or documents to a defined business workflow. An application might classify an enquiry, prepare information from documents and pass a draft for approval. Fixed rules determine what happens next and when a person needs to intervene.
Optima Solutions plans and implements these workflows for SMEs. We first assess whether the task occurs often enough, sufficient data is available and the results can be checked reliably. A conventional interface or fixed rule may be more suitable than AI. Total handling effort and the consequences of errors guide the decision.
Implementation starts with a limited pilot. With your team, we test typical cases and exceptions, document permissions and assign operational responsibility. The result includes the workflow, a documented configuration and staff training. You decide on expansion based on the test results and expected running costs, rather than on a demonstration alone.
AI automation
Three tasks where we assess the benefit
A use case needs a defined input, expected output and responsible person. The following examples describe potential projects, not blanket promises of savings.
- Enquiries: classify content, identify missing details and send a summary to the appropriate team.
- Documents: extract agreed fields, flag inconsistencies and prepare the results for review.
- Quotes: combine existing service descriptions and customer details in a draft, with pricing and sending subject to the agreed approval.
AI automation
AI agents need limited tasks and permissions
An AI agent can call tools and connect several steps. We define which information it may read and which changes it may trigger. Critical actions require approval or are passed to a member of staff.
Planning includes missing data, conflicting information and unavailable systems. An error must not pass unnoticed into the next step. Logging and handovers are therefore tested in the pilot.
AI automation
Integration with CRM, ERP and document storage
We first check the interfaces and features of your existing systems. Data should remain maintained in the system responsible for it. An additional AI application needs clear rules for reading, transferring and updating records.
For business-critical data, we agree how duplicates, failed transfers and manual corrections will be handled. Your IT team or existing provider is involved in the technical coordination.
AI automation
How we assess a pilot
Before testing, we record how the current process works. Alongside handling time, we consider errors, corrections and the number of cases completed. The comparison uses agreed examples and professional review by your team.
Costs include setup, licences, model usage and support. We compare these with the expected benefit. If checking the output creates more work than the existing process, the application needs adjusting or should be rejected.
AI automation
What you receive after implementation
The agreed scope includes a documented workflow, configuration and an evaluation of pilot cases. Staff practise on tasks from their working day. Together, we record responsibilities and support arrangements after launch.
Data protection and permissions are considered during planning. Legal duties for a specific application need separate assessment; technical implementation does not replace legal advice.
Preparation
Is your process suitable for a first pilot?
- The task is recurring and clearly defined.
- Sample data and a responsible subject-matter expert are available.
- Good and incorrect results can be distinguished.
- There is a workable manual route for exceptions.
Scope and cost
How we define the scope and price
The initial 15-minute discussion is free. If the task still needs defining, Diagnostic & Roadmap at €3,900 excluding VAT can be a starting point. An Implementation Sprint is quoted by scope and typically takes four to six weeks. Software and ongoing usage costs are considered separately.
FAQ
Questions about this service
Does every automation need AI?
No. If fixed rules or an existing interface reliably do the job, we use them. AI is considered for language, inconsistent documents or other variable inputs.
Can AI send messages or change data independently?
That depends on the agreed permissions. We distinguish drafts, approvals and automatic actions. Changes allowed without human review are defined and tested before rollout.
How do you measure savings?
We compare the existing process with the pilot, including review and correction time. Actual savings depend on case volume, data quality and usage. We do not promise a fixed percentage before this assessment.
Where should we start?
Tell us what is holding up your daily work. We will discuss whether and how we can help.
Your contact: Emanuel Stadler, MA
15 minutes · free · no obligation