From inquiry to invoice
Process automation and AI as a service
We take over workflows between your customers and your systems: set up, connect, run, improve. What runs reliably on fixed rules we automate without AI. We use AI where it brings real value.
Services in detail
Every topic has its own page with all the details.
What we take over
Workflows we take over for you
Inquiry, quote, order, invoice and payment are steps in the same chain. You hand over a workflow, we set it up and run it. Your team approves.
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Creating quotes
Every inquiry becomes a finished quote with your prices and your stock.
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Answering inquiries
Inquiries from email and forms are read, sorted and answered. Your team approves.
Learn more : Answering inquiries -
Invoices and receipts
Incoming invoices are read, checked and prepared for booking. Outgoing invoices are created automatically.
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Orders into the ERP
Orders from shop, email and forms land in your inventory system without retyping.
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Payments on track
Open items are monitored, reminders are ready as drafts.
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Job postings
New openings appear on your website and go to the job boards automatically.
Resource-efficient
AI where it helps. Rules where they suffice.
Many steps can be automated reliably without AI. That is faster, cheaper and uses less computing power. We use AI where text has to be understood.
Runs without AI, on fixed rules
- Turn incoming orders into orders in the ERP
- Create invoices from the order
- Match incoming payments and send reminders
- Move data between shop, CRM and accounting
- Set dates, deadlines and follow-ups
With AI, where it brings real value
- Read and sort emails and inquiries
- Extract data from documents in changing formats
- Draft replies and quotes
- Summarize long texts
- Spot and report deviations
Many workflows combine both: AI reads the email, fixed rules create the order, your team approves.
Fits your systems
Connected to ERP, inventory and accounting
We connect what you already use: inventory, ERP, accounting, Microsoft 365. Nobody has to relearn.
We work with what you already use: an ERP such as JTL-Wawi, Xentral or SAP Business One, a shop on Shopware 6 or JTL-Shop, the dealer management system at a car dealership, or your accounting in DATEV or lexoffice. In Microsoft 365 we connect SharePoint lists, approvals in Teams and Power Apps for use on the go.
If a shop or configurator still has to be built, we build it as well. More on that under Web design and shops.
Systems we work with
We connect what you already use. We only recommend a new system when it pays off for you. If you run something else, we check the interfaces in the first call.
ERP and inventory
- JTL-Wawi
- Xentral
- weclapp
- SAP Business One
- Microsoft Dynamics 365 Business Central
- Odoo
Accounting
- DATEV
- lexoffice
CRM
- HubSpot
- Microsoft Dynamics 365
- Pipedrive
Collaboration
- Microsoft 365
- Microsoft Teams
- SharePoint
GDPR
Data protection is built in
Every workflow we set up is designed for data protection from the start. Not as an add-on at the end, but in the design.
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Only the data the workflow needs
We plan every workflow to use as little data as possible. Every person and every system sees only what the task needs.
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Data processing agreement
If we process data on your behalf, a data processing agreement is included.
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Clear data residency
Workflows run on servers in Germany or in your Microsoft 365 with EU data residency.
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No training on your data
Your customer data never trains third-party AI models. That applies to every workflow we set up.
Measurably better
From 3 days to 4 minutes
We measure before and after. This is what it looks like at a car dealership where quote, order and invoice are created automatically.
Before
3 days and 5 people involved per quote
- Typing in details
- Forwarding emails
- Asking until everything is right
Now
4 minutes until the quote is ready
- Quote fully calculated
- Order goes straight into the system
- Invoice is created automatically
Examples from your industry
- Machinery and industry Spare parts and service inquiries arrive in the ERP complete.
- Automotive From configurator to quote, order and invoice without retyping.
- Insurance and finance Details from applications and claims reach the policy system without retyping.
- Real estate Incoming invoices are detected, assigned to the property and prepared for booking.
- Retail and e-commerce Orders from your shop and marketplaces reach the inventory system without retyping.
- Logistics Delivery notes and proofs of delivery are detected and matched to the order.
- Services, agencies and events Registrations and project hours become invoices without hunting for data.
- Start-ups Quote, onboarding and invoice run automatically from the first customer on.
Your industry is not listed? We work for companies of every kind. Book a call
From teams of three to groups of companies
Small teams can automate a great deal too. We start with the one workflow that costs you the most time today and take over more once it saves time you can measure.
How it works
How we take over a workflow
You see first results four weeks after the project starts. After that we run the workflow and keep improving it.
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30 minutes
Choose the workflow
In the first call we find the workflow that costs the most hours today. Then we measure how long it takes and who is involved.
Measured before
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From project start
Set up and connect
We set up the workflow and connect it to your ERP, your inventory system or your accounting. You see first results after four weeks.
First results after 4 weeks
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Ongoing
Run
We run and monitor the workflow. Your team sees the result and approves where needed.
Part of daily work
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Ongoing
Improve
We measure afterward, compare and improve. Once the workflow saves time you can measure, we take over the next one.
Measured after
Frequently asked questions about process automation
What does automation as a service mean?
You hand a workflow over to us, for example quotes or incoming invoices. We set it up, connect it to your systems, run it and keep improving it. Your team sees the result and approves where needed. Setup comes at a fixed price, operations at a fixed monthly fee.
Do we have to replace our ERP or inventory system for this?
No. Your ERP, your inventory system and your accounting stay, and the data flows between them automatically from then on. Switching systems is a separate decision that has to pay off on its own.
Which ERP systems do you work with?
With the common systems in mid-sized companies, for example JTL-Wawi, Xentral, weclapp, SAP Business One, Microsoft Dynamics 365 Business Central and Odoo. Plus accounting in DATEV or lexoffice, a CRM such as HubSpot, Microsoft Dynamics 365 or Pipedrive, and Microsoft 365. If you run something else, we check the interfaces in the first call.
How fast do we see results?
You see first results four weeks after the project starts. We begin with the workflow that costs the most hours today and take over the next one as soon as the first saves time you can measure.
Does anything go out without someone looking at it?
Only if you want it to. By default the workflow prepares and a person approves, for quotes, invoices and bookings. The log shows where the data came from and who approved what and when.
Do you use AI for every workflow?
No. What runs reliably on fixed rules we automate without AI: an order comes in, an order is created. That is faster, cheaper and uses less computing power. We use AI where text has to be understood, such as emails or documents in changing formats. Many workflows combine both.
What about data protection?
GDPR data protection is a fixed part of every workflow. We process only the data the workflow needs, sign a data processing agreement and record who approved what and when. Your customer data never trains third-party AI models.
Which workflow will you hand over first?
In the first call we find the workflow that costs you the most time and show how we take it over. Thirty minutes, no obligation.
- Blacklynx since 2019, based in Hamburg
- Design to operations, one team
- Talk directly to the builders