Three AI employees for time entries, proposals and NDAs.
At a glanceStarting point
The work between the meetings became the actual work.
The Essen location supports entrepreneurs through sales, purchases and generational change. The conversations about this are the core of the work, everything else is preparation and follow-up. And it was exactly that which had taken on a life of its own: time entries were pieced together from the calendar in the evening or at the weekend, because nobody opens a time tracker on the side during a meeting. The invoices were then created from these by hand at the end of the month. Proposals were copied from earlier documents and adjusted paragraph by paragraph. And with every sales mandate, 50 to 70 non-disclosure agreements go out to interested parties, each one filled in, filed and tracked in a list individually.
Solution
Three AI employees, operated from Teams and from the mailbox.
The scope of the project came from an observation: it was not the advisory work that should change, but the path leading up to it. That is why the three AI employees sit in the tools the team keeps open all day anyway. They are operated with a message in Microsoft Teams or with a forwarded email. Behind that, they work with the tasks, the filing and the templates that already existed.
Lea records the time entries. A short command in Teams is enough, or alternatively a forwarded email, from which she reads the mandate, activity and duration herself and creates a task. At the end of the month she creates the invoices from these, both the standard cases and the individually compiled ones, each as a document and as a PDF, together with a breakdown of all recorded hours.
Annika builds the proposals. She guides you through the structure in five stages, from the customer data through the opening sentence and the proposal texts to the prices and the finished PDF. The three types of proposal, sale, purchase and valuation, each have their own building blocks.
Nigel takes on the non-disclosure agreements. A forwarded enquiry from an interested party with the right subject line is enough: he reads 13 details from the email, fills in the template, generates the PDF, files it in the correct folder, updates the list of people, records the time entry for it and reports back in Teams. When the signed version arrives, he archives it in the same place on request.
At every important step the person stays in the loop: hours of manual work become an approval by click.
Lea
Record time entries, create invoices
A short command in Teams or a forwarded email is enough, and Lea creates the time entry as a task. At the end of the month she creates the invoices from it, as a document and as a PDF, together with a breakdown of all recorded hours.
Annika
Proposals in five stages
Customer data, introduction, proposal texts, prices, finished PDF: Annika guides you through five stages in conversation and builds the proposal from them, for a sale, a purchase or a valuation.
Nigel
Non-disclosure agreements from the mailbox
A forwarded email with the right subject line is enough. Nigel reads 13 details from it, fills in the template, files the PDF in the correct folder, updates the list of people, records the time entry and reports back in Teams.
The aha moment
„Rechnungen, Angebote und Geheimhaltungsvereinbarungen entstehen bei uns jetzt aus einer Teams-Nachricht oder einer weitergeleiteten E-Mail. Aufwände werden im Hintergrund erfasst, das Angebot kommt als fertiges Dokument zurück, das NDA liegt archiviert im richtigen Ordner. Wir verbringen unsere Zeit mit den Unternehmern, die wir begleiten, und der Rest läuft.“
The difference lay not in new software, but in the channel. The team keeps writing in Teams and keeps working in the mailbox; behind that, the AI employees access tasks, filing and templates.
Result
What used to cost afternoons is now a message.
A time entry is now recorded in a few seconds, in the meeting itself or straight afterwards, instead of being reconstructed from the calendar in the evening. All the invoices of a month are created in about 15 minutes from the recorded time entries. The 50 to 70 non-disclosure agreements per project run through a forwarding, with 13 details that nobody types out any more. Three AI employees carry these tasks, and they are reachable through Teams and the mailbox, without anyone opening a further program. „Aufwandserfassung, Rechnungen, Angebote und NDAs laufen bei uns über AI-Mitarbeiter in Teams und per E-Mail. Was früher Nachmittage gekostet hat, ist heute eine Nachricht."
„In unserer Branche gibt es so viele manuelle Tätigkeiten. Lasst uns ein Leuchtturmprojekt für unsere Gruppe schaffen.“
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