Document processing
Before
Employees open, check and transfer documents by hand.
After
Information is extracted, checked, classified and routed automatically.
Process automation for mid-sized companies
How much time does your company still lose to manual processes?
Checking documents, transferring data, chasing approvals – much of it can be automated today, without replacing your systems.
Book a free process check30 minutes · no obligation · online
See examplesToday: manual
- Open and check the document
- Transfer data into another system
- Write an approval email
- Chase the response
- Update the system
After: automated
- 1Document arrives
- 2Data is extracted and checked automatically
- 3The workflow routes it and updates your systems
- Your team only reviews exceptions
Everyday reality in many companies
Does this sound familiar?
- Documents are checked manually.
- Data is copied between systems by hand.
- Approvals run over email – and get stuck.
- Employees search for information across different systems.
- Recurring tasks are done manually, every single time.
EmailERPExcelDMSCRM
Your employee
This is exactly where we start.
Not with yet another tool – but along your existing systems.
What we do
From manual workflow to running automation
- 1
Understand the process
We look at one concrete workflow: who does what, with which systems, how often.
- 2
Identify the potential
We assess which steps can be automated – and which should deliberately stay manual.
- 3
Build a pilot
One clearly scoped workflow is automated and tested in your day-to-day work.
- 4
Integrate
The solution is connected to your existing systems – ERP, DMS, CRM or email.
- 5
Measure
Time saved and error rates become visible before you invest further.
We work with your existing system landscape – we only replace what you want to replace anyway.
Use cases
Where automation makes a difference day to day
Six areas where teams lose time every week.
Email automation
Before
Inboxes are reviewed, sorted and distributed manually.
After
Incoming messages are classified, summarized and routed to the right place automatically.
Approval workflows
Before
Approvals run over email chains and shoulder taps – with no overview.
After
A structured workflow with clear responsibilities, reminders and status.
Internal AI search
Before
Knowledge is scattered across folders, drives and heads.
After
Employees find information across internal documents and systems – with a single question.
System integration
Before
Data is transferred manually between ERP, DMS and CRM.
After
Your systems exchange data automatically – without media breaks.
Custom internal tools
Before
Excel lists and workarounds because standard software does not fit the workflow.
After
A lightweight internal tool that supports exactly your workflow.
One example
Incoming documents – before and after
A workflow that exists in almost every company.
Before: 7 manual steps
- PDF arrives by email
- Employee opens the document
- Checks the information
- Transfers data into the system
- Sends an approval email
- Waits for the response
- Updates the system
After: 1 manual step
- Document arrives
- AI extracts and checks the information
- The workflow routes it automatically
- Employee only reviews exceptions
Your team no longer handles every document – only the cases that actually need attention.
What is it worth to you? Do the math
What would automation mean for you?
A quick estimate: how many hours per week does your team spend on recurring manual work?
Hours saved / year
307h
Estimated savings / year
€15,350
Assumption: EUR 50 / hour internal cost, 80% automation rate.
Get the full breakdown by email
Your numbers, three realistic next steps and an assumptions check — one single email.
Why VibeProcess
Not another AI tool. A solution that runs in daily operations.
Consulting without implementation, or tech without process understanding? We combine both:
Process understanding
We analyze the actual workflow – not the one that should exist on paper.
UX
Solutions your employees understand and like to use – otherwise they will not be used.
AI
Applied where it measurably removes work – not because it is fashionable.
Automation
Workflows that connect systems and reliably take over routine steps.
Software development
Where standard solutions fall short, we build the missing pieces ourselves.
Understand. Design. Implement – until it runs day to day.
Process & pricing
A low-risk path to your first automation
You do not need to believe in a big project. You only need to show us one process.
- 130 minutes
Free process check
We discuss one concrete manual process, estimate the automation potential and clarify whether a pilot makes sense.
Free and without obligation
- 2
Pilot
One clearly defined workflow is automated and tested in your daily operations – with a measurable result.
As orientation: €2,500–5,000 depending on complexity
- 3
Implementation
The validated solution is integrated into your systems and workflows and extended step by step where needed.
Projects typically start around €5,000 and scale with integrations and complexity
Who is behind it
Experience from enterprise software, not from pitch decks
You talk directly to the person who designs and builds your solution – backed by years of enterprise UX and software development experience: complex B2B applications, document management, AI-supported processing and internal tools.
- Enterprise UX & complex B2B software
- Document management & workflows
- AI document processing & internal AI search
- Process automation & system integration
- Custom software development
Projects delivered for companies such as
- evidanza
- MUCH. GmbH
Selected products & projects
Frequently asked questions
What decision-makers want to know before the first call
No. We build on your existing system landscape – ERP, DMS, CRM, email – and add automation where it is missing. Replacing a system only becomes a topic if you are planning it anyway.
Which process costs your team unnecessary time every week?
Let's look at it together – in a free 30-minute call.
What we clarify in the process check:
- We understand one concrete manual process
- We identify the automation potential
- We estimate possible time and cost savings
- We clarify whether a small pilot makes sense
Prefer email? hello@vibeprocess.de
Book your free 30-minute process check
Pick a slot directly – no form, no obligation.
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