Automation
Process automation
Process automation links recurring workflows seamlessly, from quotation to archiving.
The problem
Many routine tasks — forwarding quotations, filing invoices, transferring data between programmes — are still carried out manually. This takes time and is prone to errors, as every business uses its own combination of tools.
The solution
Process automation links existing programmes via customised workflows, rather than introducing yet another stand-alone solution. Each workflow covers a specific process and remains transparent.
How Process automation works
From trigger to result — automatically, with no manual steps.
Every workflow remains transparent — no black box.
Use cases
Forward documents automatically
Invoices, quotations and receipts are automatically sent to the right place.
Connecting systems
Existing programmes exchange data without the need for manual transfer.
Outsource recurring tasks
Processes that are repeated week after week run automatically.
Reducing errors
Less manual data entry means fewer data entry errors.
Transparent and traceable
Every workflow remains transparent; there are no black boxes.
Feature overview
Workflows based on n8n, without vendor lock-in
Customised workflows
Tailored to the actual operational processes
Integrating existing systems
Without replacing the existing software
Phased introduction
One workflow to start with, followed by others based on the same model
Full access
Every workflow is documented in a way that ensures it can be traced
Technology & GDPR
Technology
Built using n8n and hosted on servers in Germany. The workflows belong to you and are transparent – there’s no ‘black box’.
GDPR & data sovereignty
Data is processed exclusively on servers in Germany, in accordance with Article 28 of the GDPR. Access to connected third-party systems is granted only in accordance with the authorisations you have provided.
Process automation for SMEs and trades: how it works
Process automation ensures that recurring workflows run without manual intermediate steps: an inquiry is automatically turned into a contact in the CRM, an invoice is read and entered in accounting, an order generates the necessary follow-up documents. To do this, we connect your existing programs via workflows instead of introducing another isolated solution – with AI where unstructured content such as emails or PDFs needs to be processed.
Typical workflows we automate
- Inquiries: Website form, email or phone → structured contact in the CRM → confirmation to the customer.
- Quotes: Notes from the on-site appointment → draft quote from templates → review and sending by the office.
- Incoming invoices: Mailbox → AI reads the data → review → approval → accounting. See Automate incoming invoice processing.
- Purchasing: requisition → approval → order → matching the order confirmation. See Automate procurement process.
- Documents and filing: Incoming documents are recognized, named, and filed in the correct location.
- Data transfer: Times, orders, and customer data flow between systems instead of being typed in.
The article shows twelve more examples by department Possible applications of AI for process optimization in SMEs.
Our approach in four steps
- Analysis: We review your processes together with the people who carry them out every day, and identify media disruptions and duplicate data entry.
- Prioritization: Which processes deliver the greatest benefit with manageable effort? The framework for this is set out in Which processes should be automated?.
- Implementation: Step by step, workflow by workflow – each one covers a specific process and remains transparent.
- Operation: Errors are logged and reported; if a connected system fails, the workflow stops in a controlled manner and your team is notified.
Technology: open, transparent, hosted in Germany
We implement workflows based on n8n hosted on servers in Germany. They belong to you and are always transparent – no black box and no vendor lock-in. Systems are connected via open interfaces (API) or email integration; we check what is possible in your case during the initial consultation. Background: interface automation and the Comparison of automation tools.
Process automation in the skilled trades
In the skilled trades, most media disruptions occur between the job site and the office: measurements on paper, quotes in industry software, appointments kept in mind. Automation starts exactly there – with structured on-site notes, automatic quote drafts, and a phone assistant that takes inquiries while the team is working. More on the industry page Handwerk and in the article Process automation in skilled trades.
Costs, benefits and funding
The effort depends primarily on the number of connected systems. Whether a workflow pays off can be estimated well in advance – the formula is given in Calculate the ROI of process automation, a template is provided by the Automation calculator. The consulting and guided implementation can be subsidized – the software itself cannot. Through INQA-Coaching the federal government covers 80% of coaching costs nationwide (up to €11,520, vouchers until 30/06/2028). The BAFA consulting subsidy subsidizes preliminary consulting at 80% in the new federal states, Lüneburg and Trier, or 50% in the rest of Germany – for applications submitted by 31/12/2026. bettersorted is a BAFA-registered consultant and authorized INQA coach; the funding check shows the right path.
Practical example
For WINGS, the distance learning provider of Wismar University of Applied Sciences, we replaced the manual processing of application documents with a multi-stage digital application assistant; the captured data is automatically transferred to internal systems – for reference. For the integration support service of Caritas, documentation, scheduling, and the management of paper and Excel were converted to digital workflows – for reference.
In the free initial consultation we look at your processes together, assess effort and benefit, and check which funding applies. Book an appointment directly via the contact page.
Frequently asked questions
Which programmes can be integrated?
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Generally speaking, any system with an open interface (API) or email connection — this will be checked during the initial consultation.
What happens if a connected system fails?
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The affected workflow will terminate in a controlled manner and your team will be notified.
Do I need to switch from my current software?
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No, automation links your existing programmes.
How long does it take to set up a workflow?
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That depends on the number of systems connected and will be assessed during the initial consultation.
What is process automation?
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Setting up recurring processes so they run without manual intermediate steps — usually by connecting existing programs through workflows and allowing data to flow automatically from one system to the next.
Which processes are suitable for automation?
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Processes that occur frequently, follow clear rules, take up a lot of time, and work with digital data – for example inquiries, incoming invoices, quotations, or data transfer between programs.
Is process automation subsidized?
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The preliminary consulting and guided implementation are eligible for funding: through BAFA consulting grants (applications until 31.12.2026) or nationwide at 80% through INQA-Coaching. The technical implementation itself is not subsidized.
A 30-minute conversation, free of charge.
A 30-minute consultation, free of charge. We’ll take a look at your processes and give you our honest opinion on whether automation is worthwhile.