Process automation for companies
Process automation takes over recurring business workflows that were previously carried out manually, using AI and software. OptiAI automates processes for companies in Vienna and across the entire DACH region — from invoice verification to data transfer between systems. Automating repetitive tasks reduces error rates, speeds up workflows, and gives employees time back for more demanding activities.
What process automation delivers
Process automation takes over the tasks that recur most frequently and tie up the most time in a company. The AI captures data, processes documents, transfers information between systems, and triggers approvals. The workflows are embedded in your existing IT, not alongside it.
Automate repetitive tasks
Tasks that always follow the same pattern — data entry, data transfer, copying between systems — are automated. The AI handles the workflow, and your employees only need to review exceptions.
Document processing
Invoices, orders, and receipts are automatically captured, classified, and routed to the right places. The data is transferred directly into your systems without manual typing.
System integration
The automated workflows are connected to your existing systems — ERP, CRM, accounting, or custom databases. Data flows between systems without media breaks.
Approvals and notifications
Approval workflows, reminders, and notifications are triggered automatically. The responsible employees receive the information at the right time, without anyone having to monitor the deadline.
The automation doesn't start from scratch. It connects to the systems your team already uses and supplements them with automated workflows. If you later want to expand the automated processes with AI components such as chatbots or document analysis, you'll find further approaches on the page about AI integration into existing IT systems.
Who process automation is for
Process automation is worthwhile when workflows repeat, can be clearly described, and involve several systems. Specifically, this applies to:
High manual effort for standard workflows
Anyone who spends a large part of their working time on recurring manual tasks such as invoice verification or data transfer gains time for more demanding activities through automation.
Multiple systems with media breaks
When data has to be copied manually between several systems, media breaks arise. Automation connects the systems and handles the data transfer automatically.
Typical industries include manufacturing with order and invoice processing, service providers with high document volumes, and retail businesses with data maintenance between their shop, warehouse, and accounting. Companies with very low process volumes or highly individual, non-recurring workflows benefit less. Whether automation is worthwhile in your case is something we clarify in a short conversation — honestly and without obligation.
How the implementation works
The implementation follows four phases. We start with a pilot process, deliver a visible result quickly, and then expand step by step.
Process analysis
We capture the processes to be automated, including the systems involved, data sources, and exceptions. The initial consultation is free and non-binding.
Pilot automation
We start with a pilot process that quickly delivers a visible result. The automation is connected to your systems and tested with real data.
Expansion
After a successful pilot, we expand the automation to additional processes. Existing workflows are gradually supplemented and linked together.
Operation and optimization
After go-live, we monitor the automated workflows, analyze errors and exceptions, and make adjustments. You receive regular reports on the automated processes.
What process automation costs
The costs for process automation consist of two components: a one-time setup fee for analysis, configuration, and system integration, and an ongoing operating flat rate for hosting, maintenance, and optimization.
The setup fee depends on the number of processes to be automated, the complexity of the system integration, and the degree of AI integration. The ongoing flat rate is based on the scope of the automated workflows and the number of connected systems. We provide concrete prices in an individual quote after we have assessed your processes.
If you combine automation with other services — such as the AI phone assistant for automated call handling or cost optimization for operating expenses — synergy effects on costs may arise. The initial consultation for needs analysis is free and non-binding.
Distinction from classic software development and RPA
AI-based process automation differs from both classic software development and Robotic Process Automation. This distinction helps in deciding which approach fits a given set of requirements.
Distinction from classic software development
Classic software development automates workflows through hard-coded rules. Every exception must be known in advance and programmed in. AI-based process automation also handles unstructured inputs such as free-text invoices or varying formats, learns from corrections, and adapts. This reduces maintenance effort for changing workflows.
Distinction from RPA
Robotic Process Automation (RPA) mimics human input on user interfaces. It breaks as soon as an interface changes. AI-based automation accesses data directly via interfaces and is more robust against UI changes. Where RPA makes sense, we combine both approaches.
Where pure automation isn't enough, we supplement it with AI components. An overview of the possible combinations can be found on the page with all OptiAI services for companies.
Frequently asked questions
Answers to the most common questions about process automation, implementation, and costs.
Process automation takes over recurring business workflows that were previously carried out manually, using software and AI. This covers tasks such as invoice verification, data entry, transferring data between systems, or notifications. The goal is to automate repetitive tasks, reduce errors, and give employees time for more demanding activities.
Process automation is suitable for mid-sized companies with workflows that repeat and can be clearly described — such as invoice processing, order handling, data maintenance, or reporting. Companies with 20 to 500 employees that use several systems in parallel and have media breaks between them benefit particularly. Whether automation is worthwhile for you is something we clarify in a short conversation.
A first automation is often productive within two to four weeks. More complex projects involving several systems and processes take correspondingly longer. We usually start with a pilot process, deliver a visible result quickly, and then expand step by step. Before every go-live, we test with real data and make adjustments.
The costs consist of a one-time setup fee and an ongoing operating flat rate. The amount depends on the number of processes, the complexity of the system integration, and the degree of automation. We provide concrete prices in an individual quote after we have assessed your processes. The initial consultation for needs analysis is free and non-binding.
Yes. We integrate existing systems via interfaces, APIs, or databases. For standard systems such as ERP, CRM, or accounting software, the connection is often straightforward. For individual systems, we review the options in a technical assessment. The automation is embedded into the IT your team already uses.
Automate your processes — get in touch
Book a free initial consultation. Together we'll assess which of your processes can be automated and where the greatest leverage lies.