How to automate?
How to effectively implement automation with AI
Automation is not a one-time implementation to be checked off in an action plan. It is a strategic process that begins with a deep understanding of the company’s needs and only then moves on to selecting technologies tailored like a custom-made suit. Every stage matters – from analysis, through solution design, to implementation that delivers visible results from day one.
Based on experience from dozens of projects, we have created a proven framework that allows you to move from an idea to a fully functioning system in record time. No chaos, no budget waste – but with measurable results and the confidence that your business has just taken a giant step toward digitalization.
Step 1: Process and needs analysis 🔍
📋 An audit that shows where your time and money are leaking
We start with a thorough review of processes – checking which activities are repetitive, involve too many people, or generate excessive costs. We also analyze where delays, errors, or “bottlenecks” occur.
📊 ROI-based prioritization:
Each identified process is assessed in terms of potential automation benefits – both time savings and return on investment. This way, right from the start, you know which areas will deliver the fastest and biggest business impact.
💡 Business outcome:
✅ A clear map of processes in the company
✅ A list of activities with the greatest automation potential
✅ A ready foundation for step-by-step implementation planning
Step 2: Solution selection and architecture design ⚙️
🔍 Efficiency and fit analysis:
There is no single technology that fits all. That’s why, based on the earlier process analysis, we select only those tools and AI models (e.g., ChatGPT, OCR, API integrations) that will genuinely speed up your work and remain cost-effective in the long run.
🗺 Cohesive and scalable architecture:
We design a concept in which all elements – from AI modules and system integrations to background automations – work together like a well-oiled machine. This way, you avoid compatibility issues, and the entire system is ready for future expansion.
💡 Business outcome:
✅ Zero wasted investments
✅ Technology tailored to your industry
✅ A system ready to grow without the need for rebuilding from scratch
Step 3: Implementation, testing, and optimization 🚀
⚡ From idea to action – step by step
We start with an MVP (Minimum Viable Product) – the first version of the solution that lets you quickly see real results. We then integrate systems and modules so that automation covers more and more processes in the company.
🔍 Testing and improvement in practice:
We continuously monitor how the solution works in real-world conditions. We analyze data, gather feedback from the team and users, and then implement enhancements that further increase efficiency.
📈 Scaling and growth:
When the foundations work flawlessly, we extend automation to additional business areas. Thanks to the flexible architecture, you can add new features and processes without risking disruption to the company’s operations.
💡 Business outcome:
✅ Immediate benefits in the form of time savings
✅ Error reduction and faster customer service
✅ Easy scalability to additional processes
Examples of automations
Automation of requests for quotations from e-mails to CRM
Sales
From e-mail to order in CRM - fully automatic query handling in less than 60 seconds. The AI-based system analyzes the content and attachments of e-mail messages, classifies queries, recognizes data from documents and creates a complete order in the author's CRM. Without human participation.
- 97% faster RFQ processing ✅
- >250 hours recovered per month ✅
- Effortless scalability — 40+ RFQs per day ✅
AI Matchmaker — Automation of the candidate selection process
HR
The AI-powered recruitment system transforms requests into accurate, actionable candidate shortlists — in minutes, not days. By analyzing email content, integrating with databases, and generating candidate communications, recruiters save dozens of hours and can work faster, more precisely, and more effectively.
- 50–70% shorter candidate selection time
- +800% higher throughput
- +35% higher matching accuracy
Automatic allocation and correction of cost invoices using AI
Finances
AI takes care of accounting documents from A to Z. The system analyzes, classifies, and posts cost invoices and corrections — entirely without human intervention. It processes over 1,200 documents per month, continuously learning the company’s structure, posting rules, and KSeF compliance requirements. The result? Consistency, speed, and zero chaos.
- Over 95% of documents processed and posted automatically
- 85% reduction in handling time
- +100% more bandwidth
- More time for analysis, not for data copying
AI Customer Care — Automation of customer service in e-commerce
Sales
🛍️ “Customers get an answer before they even have to ask.” Customer service automation in e-commerce has reduced response times from hours to seconds — giving time back to the team and comfort to customers. AI identifies the subject of each inquiry, responds instantly, and forwards only cases that require human attention — 24/7.
- 70% of inquiries handled automatically
- Response time reduced from several hours to just a few seconds
- +40% more team time for issues that require attention
AI Marketing — intelligent automation of content and social media
Marketing
📢 Daily content without the daily effort. 🧠 AI that knows what, where, and when to publish. Your intelligent marketing assistant that creates engaging content, schedules posts, and automatically publishes them across your chosen channels — from blog to LinkedIn. It helps companies maintain a consistent online presence without hiring an agency or building a content team.
- 6× more content per month
- Cost reduction of 70–85%
- +60% higher engagement on social media
Automation of tender analysis
Sales
Instead of looking through, decide. Automatic analysis of tenders and assessment of opportunities in a few minutes. The AI system automatically downloads tender announcements, analyzes documentation (PDF, SWZ, attachments), assesses compliance with customer criteria and creates a structured report for decision-making. Without human participation, without waste of time.
- Reduction of analysis time by 96% ✅
- 6x higher process throughput ✅
- Real-time decisions ✅
- 🌍 Ready to scale without limits ✅
Ready to speed up your business?
Schedule a free consultation with our expert and find out in less than 30 minutes:
- ✅Which processes in your company are worth automating in the first place - and why they
- ✅What AI technologies and tools will work well in your industry
- ✅What savings and efficiency growth can you achieve - preliminary calculation of ROI
- ✅Answers to your technical and business questions - no jargon, no obligations