Detailed breakdowns of how we automated real workflows—the problem, what we built, and the measurable outcome.
B2B SaaS company · Berlin · 45 employees
Two finance staff manually entered ~520 supplier invoices per month into Xero. Each invoice took 4-5 minutes to key in and reconcile. Duplicate payments slipped through twice a quarter, and late-payment fees were adding up. Month-end close routinely ran 3 days over.
An automated pipeline that watches the accounts@ inbox, extracts every field with AI (vendor, line items, VAT, totals, PO number), runs three-way matching against purchase orders and goods-received notes, flags anomalies and duplicates for a 10-second human review, then posts clean entries straight into Xero.
Invoice posting dropped from ~40 hours/month to under 3. Zero duplicate payments in the six months since launch. Month-end close is now on time. The finance team was redeployed to cash-flow forecasting instead of data entry.
40→3
hours per month
€0
duplicate payments
3 wks
to go live
Boutique Law Firm (12 attorneys)
Paralegals scanned and hand-filed ~2,000 case documents a month. Finding a document took 15+ minutes; compliance audits ate entire days.
OCR + AI classification pipeline that digitises every document, tags it by matter and type, extracts key dates and parties, and makes it all full-text searchable with an audit trail.
Filing is instant, search takes seconds, and audit prep dropped from days to hours. Paralegals reclaimed ~30 hours/month for billable work.
30+ hrs
saved per month
Digital Marketing Agency (30 reps)
200+ weekly leads from forms and emails were copied into HubSpot by hand. Reps saw leads a day late and ~12% of records had typos.
Automated extraction from every inbound channel, firmographic enrichment, de-duplication, and instant push into HubSpot with auto-assignment to the right rep.
Leads land in the CRM within minutes — enriched and assigned. Response time improved 45% and data-entry errors hit near zero.
25+ hrs
saved per month
Management Consultancy (60 staff)
Consultants emailed receipt photos; finance spent 2 days/week keying them in, matching cards, and chasing missing info before reimbursing.
AI reads each receipt (amount, date, vendor, category), auto-matches to corporate-card transactions and policy rules, routes exceptions for approval, and syncs to the accounting system.
Expense processing is near-real-time. Finance workload cut in half and reimbursements that took 2 weeks now take 2 days.
20+ hrs
saved per month
Real Estate Agency (8 agents)
Property inquiries arrived as free-text emails. Manual entry into the client database was slow, and hot leads went cold over weekends.
Email parser extracts prospect name, phone, budget and property interest, creates a database record, and triggers an instant auto-reply plus agent assignment.
No more missed inquiries. Prospects are contacted within minutes, and the agency now handles 3x the lead volume with the same headcount.
18+ hrs
saved per month
B2B SaaS Onboarding Team
New-customer signup forms had errors and gaps. Manual validation and account setup slowed onboarding and hurt early activation.
Automated form validation, real-time duplicate detection, data enrichment, and auto-creation of accounts with personalised setup guides sent on completion.
Faster, cleaner onboarding lifted activation rate by 35% and freed the support team from manual setup work entirely.
22+ hrs
saved per month
Healthcare Admin Company
Staff manually pulled data from patient forms and insurer documents to compile reports. It took days and inconsistencies triggered audit findings.
Document parsing extracts structured data into a single source of truth, with scheduled auto-generation of compliance reports in the required formats.
Reports generate in hours instead of days with 100% data consistency. Audits are now routine instead of a fire drill.
35+ hrs
saved per month
28
Hours saved per month
99.2%
Accuracy rate
3-5x
Process speed improvement
Every business has repetitive work that can be automated. Let's find yours.
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