Letters are lost in a shared mailbox
It incorporates unnecessary negotiations and difficult-to-measure loss of time into daily operations.
Email automation
Classification of incoming letters, data extraction, routing to the person in charge and preparation of responses.
01 / SITUATION ASSESSMENT
Where time and money are usually wasted
Automation doesn't start with the device. First, we examine where work is repeated, where data resides in separate systems, and which errors cause real business loss.
You have to decide by hand who is responsible
It reduces transparency, so the cause and person responsible for the errors only become visible late.
Data is copied from the attachments
Instead of creating value, the employees deal with repetitive administration.
Repeated answers to the same questions are prepared
It makes the customer experience uncertain, increases incoming inquiries and unnecessarily burdens the team.
Urgent letters are forwarded late
It degrades response time, holds up the next work phase, and can cause loss of customers or revenue.
There is no measurable response time
It makes the customer experience uncertain, increases incoming inquiries and unnecessarily burdens the team.
02 / TYPICAL POSSIBILITIES
Examples of processes that can be automated
The following are common examples that can be easily automated — not a closed list of services. We always design the specific solution for your operation, systems and business goals. It can be fully automatic or, where necessary, monitored with human approval points.
Classification according to topic and urgency
Repetitive steps are put into a controlled process with full logging and clear points of responsibility.
Automatic assignment of responsibility
The necessary information is automatically sent to the next work phase, eliminating manual transmission and waiting.
Processing of attachments and key data
The data of the various sources are entered into the next system in a unified structure, without manual copying.
Acceptable draft answer
All statuses and changes can be tracked, which makes administration faster and management control simpler.
Create a CRM or ticket record
Automated steps reduce administration while maintaining human oversight of exception handling.
SLA and response time alerts
The system constantly monitors the defined rules and indicates cases requiring intervention in a timely manner.
03 / THIS IS HOW IT WORKS
The path of information, step by step
Answers can be sent automatically or forwarded as a draft according to the set rules. In the event of a complaint, financial request or sensitive matter, human control can be activated as needed.
Email is received
Subject and client identification
Data and attachment processing
An assignment or an answer outline is being prepared
Responsible approves and closes
Automatic or monitored on demand
Answers can be sent automatically or forwarded as a draft according to the set rules. In the event of a complaint, financial request or sensitive matter, human control can be activated as needed.
Shorter response time and fewer lost customer or partner requests
Up to 2 weeksintroduction of the first automation
Loggedprocess and robot run
Prioritybased on business value
04 / PROFESSIONAL APPROACH
Technology in the background, operation in the foreground
The project does not end with the delivery of an independent bot. We build a documented, monitored and modifiable system.
01◎
Survey and Prioritize
We map labor time, the cost of errors, lost revenue opportunities and the path of data.
RESULTA prioritized automation plan, measurable with a first project.
02✓
Flexible control
The system collects, checks, prepares and alerts data. The process can be fully automatic or supervised with human approval at the necessary professional, financial and legal points.
SECURITYLogged operations, segregated permissions and on-demand approval points.
03↗
Introduction and operation
We integrate the existing systems, test the operation, document and train the employees involved.
CONTINUITYMonitoring, error management, backup and planned further development.
05 / INTEGRATIONS
Your existing systems work together
The following are examples, not a closed list. We also connect older and unique systems with API, webhook, database connection, controlled import-export or robotic management.
Microsoft OutlookGmailMicrosoft TeamsSlackHubSpotZendeskFreshdeskIndividual case managerMicrosoft 365Google WorkspaceExcel / Google SheetsSharePoint / Google DriveTeams / SlackREST API / WebhookSFTP/CSVSQL databaseAI APIsUnique internal system
Are you using a different system? No problem: during the technical survey, we examine the possibility of API, file, database or interface-based connection.
06 / FREQUENTLY ASKED QUESTIONS
Before the first consultation
Do existing systems need to be replaced?+
Usually not. We primarily strive to securely connect current devices.
How long is the introduction?+
A well-defined first automation can be introduced in as little as 2 weeks. For a more complex system, we will provide an exact schedule after the audit.
Is the return guaranteed?+
We do not promise a guaranteed result without an audit. We provide measurable goals and a data-based estimate.
Free of charge automation test
Show a problematic process. We look at whether it can be automated, what systems need to be connected, and how to get started.