Quote automation
Enquiry, price list and template become a finished draft quote – with line items, prices and deadlines. Approval stays in human hands.
AI consulting and automation for small and mid-sized companies
AI that works. Privacy that holds.
AIOrcas advises and builds: from taking stock to running operations. Automated quotes, invoices, enquiries and reports – processed entirely within the EU on request, GDPR-compliant and classified under the EU AI Act.
Consulting
Clarify first, build second
Most AI projects do not fail on the technology. They fail on the question of which task they are meant to solve, and whether the data may be used for it. We settle both first – in writing, and in a form you can follow.
-
01
Taking stock
We look at how you work today and name what is worth doing: effort, saving, risk. Where automation buys you nothing, we say so.
-
02
Legal classification
Which data goes where, what legal basis carries it, which risk class applies under the EU AI Act? The result is a document that holds up to scrutiny.
-
03
Implementation
We build the solution and connect it to the systems you already run – through interfaces, without you having to replace anything.
-
04
Operation and training
We watch the results and train your people. Since February 2025, AI literacy is no longer optional – it is a duty under Article 4 of the EU AI Act.
Use cases
What we work on
No buzzword without a task behind it. These are the places where the effort has paid off fastest in our projects.
Process automation
Recurring work across system boundaries: read out, check, enter, hand on. Including where no ready-made interface exists.
E-mail automation
Incoming mail is read, routed, answered or forwarded. Attachments end up where they belong.
Customer service and support
Round-the-clock first response, ticket triage, draft replies for your staff. What the assistant does not know for certain, it hands over.
Chatbots and assistants
On your website, in your intranet or in a messenger – with access to your own content instead of general knowledge from the web.
Marketing and content automation
Copy, variants and image crops for campaigns, newsletters and product pages – in your tone of voice, on your editorial schedule.
AI in the CRM
Call notes, data hygiene, follow-ups: sales gets clean records and an assessment of which contact is due now.
Recruiting and applicant management
Take in applications, read the documents, confirm receipt, prepare interviews. The selection decision stays with people – AI in HR is high-risk under the EU AI Act.
Knowledge management and RAG
Your manuals, contracts and minutes become searchable and answer in full sentences – with sources, so you can look it up.
Document processing and OCR
Scans, photographs and PDF sprawl become structured data: fields recognised, checked, handed over.
Invoice processing
Read incoming invoices, match them against order and delivery note, assign accounts, submit for approval – e-invoicing included.
Reporting and business intelligence
Bring figures from several sources together, name what stands out and write the report nobody else wants to write.
Your task is not on the list? Then describe it to us – the list has grown out of projects, it was not thought up. Write to us.
Privacy
GDPR is not an obstacle, it is the blueprint
The most common reason an AI project stalls in a mid-sized company is worry about the data. Rightly so: putting customer data into a service outside the EU needs a basis. We build in a way that answers this question from the start.
Processing inside the EU
On request the models run on European servers or on your own premises. Then no record leaves your legal area – and the question of third-country transfer does not arise.
Contracts and records
Data processing agreements, a record of processing activities, technical and organisational measures, and a data protection impact assessment where one is needed. We supply the paperwork with the system, not afterwards.
Sparing and purpose-bound
What an agent does not need, it does not get to see. Personal data is removed or replaced before it reaches the model, and retention periods are part of the design.
Classified under the EU AI Act
Every application is assigned a risk class, machine-generated content is labelled, and every step stays traceable – just as on this site.
The principle
An orca does not hunt alone
Orcas divide the work, stay in contact and change course when something changes. Our solutions are built the same way: small, clearly bounded roles that hand their intermediate results on – checkable at every handover, instead of a black box that asserts a result at the end.
Further reading
From the engine room
Welcome to AIOrcas
Welcome to the AIOrcas site. We advise small and mid-sized companies on artificial intelligence and then build the solutions ourselves. Our job is to…
AI agents, data protection and the way to a first project
Most companies are not asking whether artificial intelligence is worth anything. They are asking where to start – and whether they are even allowed to…
About AIOrcas
AIOrcas advises small and mid-sized companies on artificial intelligence and then builds the solutions itself – from taking stock at the start to runn…
Let us talk about your task.
Describe briefly what keeps piling up. We will tell you what can be automated, what it costs and what data protection has to say about it – and if the effort does not pay off, we say that too.