Business process automation with AIfor small and medium businesses
We build a centralized system tailored to your processes that reads email, processes documents and invoices, collects data from messengers and spreadsheets, and generates reports. Your team works in one interface while AI handles the routine. Less manual work, fewer errors
Not separate automations, but one system
Business process automation for small and medium businesses: instead of a dozen scattered tools, you get one system where all operational processes are connected. Data flows in from different sources, AI processes it, and your team manages everything from a single interface
Built around your process, not our templates
We start by analyzing how data actually flows in your business. Only then do we design the system. There is no single solution that fits everyone
No middlemen
You work directly with the engineer building your system. No management layers, no requirements being passed through account managers. Technical decisions discussed directly
Live in 2-4 weeks
We work in short cycles. One week of analysis, 2-4 weeks of building, then the system goes into production. Every week we show progress, collect feedback, and adjust
AI implementation for businesses goes where it actually helps: documents, text, unstructured data. Everything else is solid engineering
Use cases
How it works in practice
Concrete examples of what AI takes over from your team
Invoices
Now
Dozens of invoices a month, data typed in by hand
With VAIRELIX
AI reads all the data from invoices in a minute
Now
Hundreds of emails, each one read and sorted manually
With VAIRELIX
AI reads, sorts and pulls out what matters
Documents
Now
Documents scattered across folders and inboxes
With VAIRELIX
AI recognizes the content and organizes it automatically
Spreadsheets
Now
Filling in tables and reports by hand
With VAIRELIX
AI fills spreadsheets and generates reports for you
Implementation example: a recruitment agency
Platform
All your operational work in one workspace
Instead of switching between email, chats, spreadsheets, and document folders, your team works in a single interface. The system collects data from everywhere, processes it with AI, and keeps everything in one place
Data flows in from everywhere
- Email and inbound messages
- Invoices and bills
- PDFs and documents
- Messengers
- Google Sheets and Excel
AI core
The system does the work
- Extracts data from documents
- Builds reports and summaries
- Creates documents and emails
- Automates operational workflows
You log into the system, see the current state, and manage everything from one place. AI takes over the routine operational work
Demo
See it in action
A short walkthrough of how the system handles everyday work, from email to ready documents.
This is how the system works for our clients. For you, we will build it around your processes.
Your data stays with you
Data within the European Union
All infrastructure runs in Europe (Frankfurt). Your data physically stays within the EU, under European law. We do not transfer it outside the Union without your consent
GDPR compliant from day one
Right to deletion, access records, encryption while stored and while transferred, we collect only the data we need. We will sign a data processing agreement with your lawyer
Your data is never stored anywhere
Requests to AI go through secure channels where your documents are not stored or used to train models. They never end up in any logs on the provider's side
Full installation on your own server
For companies with higher requirements, we run the entire system on your infrastructure. Your server, your full control. A solution for regulated industries
Confidentiality agreement before discussing details
We sign a confidentiality agreement before discussing your specific processes. We do not mention clients without their written permission
Security architecture details discussed after the questionnaire or earlier on request
How we work
Direct contact with the engineer
You work with the person actually building your system. No account managers passing requirements down the chain. Technical questions answered directly, changes made without going through four people
Proven technology, no experiments
We rely on solutions that have run in real projects for years, not trendy tools that look good in demos and fail later. Stability matters more than novelty
Limited number of projects
We run a few projects at a time. Each gets real attention: weekly demos, fast fixes, honest communication. If a project does not make sense, we say so before signing anything
EU. Polish company. Your data stays with you
Based in Poland, infrastructure in the EU. GDPR-compliant by default. We sign NDA before the first detailed conversation. Optionally, deployment on your own infrastructure
Clear pricing
No hidden costs, no "contact us for pricing". You know what to expect from the first step
Discovery & audit
1 week
- Free online questionnaire
- Process mapping and pain point identification
- Technical plan with concrete scope
- Savings projection (time and money)
- Fixed-price proposal for implementation
€1,500 credited toward implementation if we move forward
Build & launch
2-4 weeks
- System built around your workflow
- Weekly demos with feedback
- Testing on real data
- Team training
- Production deployment
- 30-90 days post-launch support
- Lite (2-3 modules)€4,000-6,000 · 2-3 weeks
- Standard (4-5 modules)€7,000-11,000 · 3-4 weeks
- Pro (6+ modules, integrations)€12,000-18,000 · 4-6 weeks
Ongoing support
cancel anytime
- Monitoring and infrastructure
- Fixes and bugfixes
- System health reports
- Flexible support plans
- Essentials€300/mo
monitoring + bugfixes
- Standard€600/mo
+ 4 hours of development per month
- Priority€1,200/mo
+ 10 hours + faster response
Out-of-scope work: €120/hr. No long contracts. Stop after any step
Questions and answers
Next step
Describe how your process looks today
We will show you where it can be automated and what that would look like