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We don't just connect systems - we automate the entire process between them: ERP, CRM, email, DMS and business applications become end-to-end workflows. Data is captured, validated and routed automatically; exceptions are handed to the responsible team in a controlled way.
02 - Definition
Workflow automation connects individual work steps into one continuous digital process: incoming data is captured automatically, validated, transferred to the right systems and submitted for approval where needed. This is about more than a technical interface - a complete workflow covers rules, responsibilities, exceptions, notifications and logging: from first intake to completed transaction.
03 - Processes
Five process areas where workflows run reliably in mid-sized companies - each from intake to completed transaction.
Orders from email, PDF or portals are captured, validated and created in your ERP. Price deviations or incomplete data are routed to the right person for approval.
Orders, delivery notes, invoices and order confirmations are matched, reconciled and handed over to ERP, DMS or financial accounting automatically.
Customer, product and supplier data stays in sync across ERP, CRM, PIM and web shop. Duplicates and missing mandatory fields are detected and reported.
Transactions are routed to the right person based on amounts, responsibilities or deadlines - and escalated automatically when delayed. Every step remains traceable.
Requests are categorised, enriched with existing data and handed over to the responsible teams or automated follow-up processes - documented in your CRM.
Processes shown as examples - assignments, thresholds and approval paths follow your rules.
In many projects we combine both: AI reads or classifies incoming items, while fixed workflow rules control further processing, approval and system handover.
More on AI automationinputs are structured (forms, portals, data records)
rules and the target outcome are clearly defined
stability and traceability are the top priority
emails, PDFs or free text need to be understood
content needs to be classified or assessed
an AI agent should prepare tasks autonomously
04 - Systems
Depending on your system landscape, we connect applications via APIs, webhooks, databases or stable import and export processes - older systems and custom business applications can often be integrated as well. What matters is not just that data gets transferred, but that the workflow remains traceable: with unambiguous states, retry logic, error logs and clear responsibilities. Where no modern interface exists, we evaluate stable alternatives - and we say openly when an integration is not economically viable.
05 - Stability
An automation isn't done when it works in the ideal case. It also has to handle incomplete data, timeouts, system outages and business exceptions. That's why we define for every workflow:
Who decides what, which thresholds apply, where each case goes - defined before the workflow goes live.
Critical transactions are submitted to your team for approval - you set the thresholds.
Business edge cases reach the responsible team with full context - and escalate automatically when delayed.
Technical errors such as timeouts or system outages are retried automatically - without duplicate postings.
Runtimes, errors and exceptions are monitored - the people responsible find out before your customer does.
Every processing step is logged - traceable for business teams, IT and audit.
We run the workflow - or hand it over to your team, fully documented and with clear responsibilities.
Data flows, rules and interfaces are described - no black box, no hidden dependencies.
06 - Process
Four steps from current process to monitored production - first workflows in weeks, not quarters.
We map the current process, the systems involved, exceptions and the metrics you care about.
Rules, data flows, interfaces, approvals and error cases are defined.
The workflow is validated against real data - initially controlled and with manual approvals.
After go-live we monitor runtimes, errors and exceptions and keep developing the workflow.
07 - FAQ
It depends on the process, system landscape and audit requirements. We start with a clearly scoped first workflow including a business case - before implementation you see exactly which savings offset which effort.
We typically deliver the first productive workflows within a few weeks. The timeline mainly depends on system access, data quality and approval processes - we clarify this during the process assessment.
Many common ERP, CRM, PIM and industry-specific systems can be integrated via APIs, webhooks, databases or import and export processes. For older or custom systems, we first assess which type of access is stable and maintainable.
Often, yes: where no modern interface exists, we evaluate stable alternatives such as file imports, database access or existing export functions - and we say openly when an integration is not economically viable.
Every workflow gets retry logic for technical errors, defined exceptions for business edge cases and notifications to the people responsible. Unclear cases are routed to a human with full context, and every step is logged.
Even smaller processes can pay off if they occur daily, are error-prone or tie up several employees. Whether the benefit exceeds the implementation cost is something we assess upfront in the business case.
Either we do - with monitoring, error handling and ongoing development - or your team: in that case we hand over with full documentation, clear responsibilities and no hidden dependencies.
RPA operates application interfaces like a human would - quick to set up, but fragile whenever those interfaces change. Workflow automation works directly with your systems via interfaces and data flows, which makes it far more stable. We only use RPA as a bridge when no other access exists.
08 - Related services
In an initial call we identify the workflow with the biggest leverage - no obligation, concrete, based on numbers.
