Automate what slows your company down
Process automation and AI integration for small and mid-sized companies. We measure where your team's hours go, remove the manual tasks that repeat every week and get your back office ready for AI — without throwing away the ERP you already have.
AI process automation
Automating a process means removing the manual steps someone repeats every week: moving data from spreadsheets into the ERP, issuing and reconciling invoices, chasing the same information by email, building the monthly report. We start by measuring where the time goes, automate what returns the most hours first, and add AI only where it helps — classifying documents, extracting data from invoices and emails, drafting replies — always with a person reviewing. If your back office has not been touched in ten years, the first step is not replacing it: it is connecting it.
Automating the back office of a small or mid-sized company
What can actually be automated
The work that one person repeats every week: copying data between spreadsheets and the ERP, issuing and reconciling invoices, chasing the same information by email, building the monthly report, re-keying an order that already exists in another system. These are the tasks that cost hours and produce errors, and they are the ones worth measuring first.
Measure before you automate
We start by mapping how the work is done today and how long each step takes, so the decision is based on hours and euros rather than on which tool looks impressive. Some processes are worth automating, some are worth simplifying, and some should be removed. The audit says which is which before anything is built.
Adding AI without replacing your ERP
A back office that has not been touched in ten years usually does not need replacing — it needs connecting. Most gains come from integrations, scheduled jobs and a thin layer on top of what already exists. AI goes where it genuinely helps: classifying documents, extracting data from invoices and emails, drafting replies, summarising. A person reviews the output; the system does not decide on its own.
Getting your data ready for AI
AI is only as good as the data it reads. Preparing for it means knowing where each piece of information lives, which system is the source of truth, what is duplicated and what is never updated. That clean-up is valuable on its own, and it is what makes later AI work possible instead of theoretical.
Who maintains it afterwards
An automation breaks when the process changes, a supplier updates an API or someone adds a column to a spreadsheet. Agree upfront who monitors it, who fixes it and how changes get requested. A maintenance plan covers monitoring, incidents and the monthly changes the process will need.
Operations work we have shipped
- The Power Plugin: operations panel with orders, multi-currency billing, incidents and fraud review
- Vikika Team: replacing spreadsheets, PDFs and WhatsApp with one internal platform
Questions before automating a process
How much does it cost to automate a process?
A process audit is a €3,000 workshop that maps your manual tasks and the hours each one costs. Building the automations is quoted from that map: a closed project starts at €6,290, and continuous work is €4,490 per month. We do not quote a build before the audit, because the price depends on the systems involved.
Can I use AI without changing my ERP or management software?
Usually yes. Most back offices gain more from connecting what they already have than from replacing it. If your system exposes an API, a database or even scheduled exports, we can read from it and write back to it. Replacing the core system is a separate decision with its own business case.
My back office has not been updated in ten years. Where do we start?
With the process, not the software. We map what people actually do, measure where the hours go, and start with the task that returns the most time for the least change. Old systems are rarely the blocker — undocumented processes are.
Do I need clean data before using AI?
You need to know where your data lives and which system is authoritative. Perfect data is not a prerequisite; knowing what you have is. The audit covers this, and the clean-up it produces is useful even if you never add an AI feature.
How long before we see the saving?
It depends on the process and the systems it touches. A single well-chosen automation is usually live in weeks, not months, which is why we start with one measurable process rather than a company-wide programme.
Who maintains the automations when our process changes?
Decide this before you build. A maintenance plan covers monitoring, incidents, dependency updates and a monthly allowance for changes, from €1,190 per month. Ad-hoc work is billed at €250 per hour.
Projects with this service
Simple, transparent pricing
Choose the plan that fits your needs. Cancel anytime.
One Shot(from)
From idea to production in 6-8 weeks. Design and code included.
- Design + dev in 6-8 weeks
- Production-ready code on GitHub
- Modern, scalable stack
- Automated deployment
Frequently asked questions.
Everything you need to know before getting started.
When can we start?
In under 48 hours from the first call. We onboard you, give you Slack access, and ship the first deliverable the same week.
What does the monthly subscription include?
Literally everything related to product design: web and app design, design systems, wireframes, prototypes, mockups, pitch and investor decks, dossiers, banners, ad creatives, email design, product consulting, product-market fit, UX and accessibility audits, and documentation. If you choose AI development, we add full-stack development. You set the priorities each month.
Who owns the code and designs?
You, from day one. All code lives in your GitHub repo, designs in your Figma, and IP is 100% yours. No lock-in.
Why not hire an in-house team?
A senior team costs €15,000+/month including taxes, benefits and insurance. It takes 2-3 months to assemble and 6 more to be productive. With Productea you start in 48h and only pay for the output you need.
How fast will I get a delivery?
Designs are delivered in days, not weeks. For full projects with development, we go from brief to deploy in 6-8 weeks depending on scope.
Can I pause or cancel anytime?
Yes. No commitment, no penalties. Pause your plan if you have a quiet month and resume when you need us again. Remaining days carry over.
How do you use AI in development?
We use Claude, Cursor and workflows adapted to the project. AI supports implementation and testing; senior engineers define scope, review the code and approve releases.
Do you sign NDAs?
Always. We sign whatever NDA your legal team prefers before kick-off. We work with both startups and enterprise companies where confidentiality is critical.
When do I need Enterprise instead of Pro?
When you have multiple projects running in parallel, multiple brands or products, or need faster deliveries. Pro is ideal for one product with a continuous roadmap.
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