Working software, not a report.
Every project ends with a system your team uses every day. Here’s how we get there.
01 · Map
We map how the work really gets done.
We talk to everyone who touches the process, from the front desk to the owner, and write down every step, rule and exception. Then each step gets a home: a rule, an AI agent or a person.
02 · Redesign
Then we remove what shouldn’t be there.
Many steps only exist because of how things used to be done. We cut them before we automate anything, so the system doesn’t just make an old process faster.
- 1Read the email
- 2Copy it into the spreadsheet
- 3Check the course list
- 4Reply to the parent
- 5Wait for an answer
- 6Send the bank details
- 7Check the payment
03 · Build
Rules, AI and people, each doing what it’s best at.
Not everything needs AI. Most of a good system is plain, predictable software, with AI where it means reading and writing, and people where it matters.
- Rule
Rules
- For anything that never changes: fees, age limits, notice periods, which tenant pays which cost. Fast, checkable and the same every time.
- AI
AI agents
- For reading, judging and writing: emails, invoices and documents in every format. Each agent knows your business and does one job well.
- Person
People
- For every decision that matters: refunds, legal notices, anything unusual. The system prepares it, and a person decides.
04 · Run
Live in weeks. Then we stay.
We put the system into daily use on the tools you already have, and check that your team actually uses it. One monthly fee covers maintenance, measuring results and the next improvement.
- Outlook, Gmail and any other mailbox.
- Spreadsheets and documents
- Excel, Google Sheets, Word and PDFs.
- Accounting and banking
- DATEV, lexoffice, bank exports and SEPA direct debits.
- Messages and calendars
- WhatsApp, and Outlook or Google calendars.
- Your industry software
- Property, booking, dealer or CRM software, through its API or exports.
- Your website
- Contact, booking and enquiry forms.
What every system includes. However different your process is, these never change.
- Connected to your tools
- Your inbox, spreadsheets, accounting and industry software. Nothing to migrate.
- Access by role
- Everyone sees what their job needs. Every action is logged and can be reviewed.
- A person decides what matters
- Money, legal notices and anything unusual wait for someone to approve them.
- Your data stays in the EU
- Hosted in the EU under GDPR, with a data processing agreement. Never used to train AI models.