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Solutions

Practical building blocks for recurring challenges.

Every implementation is adapted to your data, roles and systems. These examples show where we frequently create meaningful impact.

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Only industries with documented use cases are shown.

35 use cases found

Simple / 2–4 weeksFast to implementClear, focused workflows with few integrations – ideal for a quick production-ready start.06/ Use case

  1. 05 / Use case

    Simple~ 3–5 weeks

    Approvals

    Manage approvals without email ping-pong

    Every request automatically finds the responsible person, accounts for backup approvers during absence, and sends a reminder in time before the deadline passes. At the end, every decision is traceable by who approved what and when – without a scattered email chain.

    Every request automatically finds the right responsible person under a fixed rule, is routed automatically to the backup during absence, and sends a reminder in time before a deadline passes. At the end of every request stands a complete, chronologically ordered decision history instead of a scattered email chain.

    • Microsoft Graph API
    • Google Workspace APIs
    • REST API
    • Webhook

  2. 07 / Use case

    Simple~ 4–6 weeks

    Meetings & tasks

    Turn meetings into concrete work

    Every commitment, decision and deadline from a meeting is recognised automatically and created as a task with an owner directly in the right work system. The minutes remain as a record, but the actual work starts right after the meeting – not once someone reads through the minutes again.

    Every commitment from the meeting becomes visible as its own task with an owner in the right work system, right after the conversation ends. The full minutes remain as a record, but are no longer the only source the work has to come from.

    • Microsoft Graph API
    • Google Workspace APIs
    • REST API
    • Azure AI Speech

  3. 15 / Use case

    Simple~ 3–6 weeks

    Finance and receivables

    Send payment reminders from overdue invoices automatically

    Every overdue open item from Microsoft Dynamics 365 Business Central, DATEV or the line-of-business system is checked against due date, grace period and reminder level and sent as a payment reminder through Microsoft Outlook or Gmail. Only blocked customers, missing recipients and amounts outside the agreed level go to finance; everything else leaves the same day.

    Every overdue open item receives the next allowed reminder from the stored template as soon as due date and grace period are met. Only blocked customers, missing recipient addresses and amounts outside the agreed level reach finance as a case ready for a decision. Send, reminder level and record sit in the system of record, not in a private list.

    • Microsoft Graph API
    • Gmail API
    • REST API
    • Webhook

  4. 26 / Use case

    Simple~ 3–5 weeks

    Billing & meters

    Read and bill utility meters automatically

    Every new meter reading is automatically compared against the previous period and, if plausible, turned directly into a billing line item. Noticeable outliers go to the responsible person instead of being posted unnoticed.

    Every reading is checked immediately after transmission and turned into a billing line item. Outliers are reported the same day, not at the end of the billing year. Management sees the state continuously instead of reviewing a large batch once a year.

    • REST API
    • SFTP
    • PostgreSQL
    • Webhook

  5. 27 / Use case

    Simple~ 3–5 weeks

    Warehouse & inventory

    Capture stock counts and reconcile inventory automatically

    Every line counted during a stock count is automatically compared with the book stock from the inventory system. Only deviations above the defined tolerance go to warehouse management; everything else is written forward directly.

    Every counted line is checked right after it is counted, not at the end of the entire stock count. Warehouse management sees only the lines that genuinely exceed tolerance and can focus on those instead of going through every row.

    • REST API
    • CSV-Import
    • PostgreSQL
    • Webhook

  6. 33 / Use case

    Simple~ 3–5 weeks

    Calls & callbacks

    Track missed calls and callback requests automatically

    Every missed call is captured automatically, assigned to the responsible person or department, and tracked until the callback actually happens. If a callback is overdue, the responsible person receives a reminder instead of the call disappearing into a general call log.

    Every missed call is automatically assigned to the responsible person and stays open until the callback has actually happened. Overdue callbacks trigger a reminder before the caller has to follow up themselves.

    • Microsoft Graph API
    • Google Workspace APIs
    • REST API
    • Webhook
Medium / 3–8 weeksConnected and tailoredMultiple systems, business rules or AI components work together in a controlled process.15/ Use case

  1. 03 / Use case

    Medium~ 3–6 weeks

    Email & intake channels

    Understand and route incoming messages automatically

    AI identifies requests, attachments and priorities, then moves every message into the right downstream workflow with clear controls.

    Faster response times, consistent ownership and a traceable status from the first customer contact.

    • Microsoft Graph / Gmail API
    • CRM- oder Ticket-API
    • Webhook / REST
    • Outlook & Microsoft Teams

  2. 11 / Use case

    Medium~ 6–10 weeks

    Sales & quoting

    Turn customer inquiries into finished quotes automatically

    Every customer inquiry from the shared mailbox and the web form is extracted, priced against the item master and the agreed terms, and sent as a complete quote. Only unmatched lines or discounts outside the rules reach inside sales; everything else leaves the company the same day.

    Every inquiry leads to a complete quote with a number, line items and a validity period on the same day. Inside sales only decides where the match is missing or the price leaves the agreed rules, and each of those decisions stays on the case with its basis.

    • Microsoft Graph / Gmail API
    • Azure AI Document Intelligence / Google Document AI
    • Azure OpenAI Service / Vertex AI / Ollama
    • ERP REST / OData / Google Sheets API

  3. 12 / Use case

    Medium~ 6–10 weeks

    Contracts & compliance

    Review incoming contracts against your playbook

    Every incoming contract is read against the company’s playbook and presented as a findings report with deviations. Only clauses outside the agreed rules go to legal or leadership; everything else receives an auditable decision the same day and is filed in the register.

    Every incoming contract produces a findings report with a position on each clause the same day. Legal or leadership decides only where the playbook is left, and each of those decisions stays on the case with its basis, person and timestamp. Notice dates live in the register, not in individual inboxes.

    • Microsoft Graph / Gmail API
    • Azure AI Document Intelligence / Google Document AI
    • Azure OpenAI Service / Vertex AI / Ollama
    • SharePoint / Google Drive / DMS-API

  4. 13 / Use case

    Medium~ 6–10 weeks

    Scheduling & dispatch

    Turn booking requests into calendar appointments

    Every booking request from the shared mailbox, web form or chat is checked against opening hours, duration and free slots in Microsoft Outlook, Google Calendar or the line-of-business system, then booked as a firm appointment. Only requests without a clear slot reach dispatch; confirmation stays on the same case.

    Every booking request leads to a checked calendar entry or to a reasoned reply on the same case. Dispatch decides only where no clear slot exists. Microsoft Outlook, Google Calendar or the line-of-business system remain the system of record; Nexaluna connects them and does not replace them.

    • Microsoft Graph API
    • Google Calendar API
    • REST API
    • Webhook

  5. 14 / Use case

    Medium~ 6–10 weeks

    Finance and receipts

    Automatically file expenses from receipt photos

    Every receipt photo from Microsoft Outlook, Gmail or the line-of-business mailbox is read, checked against travel policy and submitted as a reimbursement claim in the system of record. Only unreadable shots and amounts outside the agreed limits go to a person; everything else is ready for a decision the same day.

    Every receipt has an owner, a cost centre and a visible status. Inside policy the claim is created without retyping. Exceptions sit with the person who may decide, together with the image and the rule that was applied.

    • Microsoft Graph API
    • Gmail API
    • REST API
    • Azure AI Document Intelligence

  6. 18 / Use case

    Medium~ 6–10 weeks

    Purchasing & inventory

    Trigger reorders automatically at minimum stock

    Every item that drops below its reorder point is automatically turned into a purchase proposal. Purchasing only reviews exceptional cases and approves, instead of reconciling stock lists and open orders by hand.

    Every item drops below its reorder point at most until the next run before a purchase proposal exists. Purchasing only decides where the rules are not clear-cut, and each decision is documented together with its basis.

    • Microsoft Dynamics 365 Business Central API
    • Azure OpenAI Service
    • Microsoft Power Automate
    • Microsoft Teams Adaptive Cards

  7. 19 / Use case

    Medium~ 6–10 weeks

    Maintenance & service

    Schedule and dispatch preventive maintenance automatically

    Every due maintenance is detected from the asset list and planned with a time slot and an owner. The technical lead only reviews exceptional cases, instead of watching maintenance intervals and schedules by hand.

    Every due service is detected and planned with a time slot and an owner before the interval is significantly exceeded. The technical lead only decides where the rules are not clear-cut, and each decision is documented together with its basis.

    • Google Sheets API
    • Google Cloud Tasks
    • Google Calendar API
    • Google Chat API

  8. 24 / Use case

    Medium~ 5–10 weeks

    Sales & quotes

    Follow up on open quotes automatically

    Every quote that stays unanswered is followed up automatically, at the agreed interval and in the same conversation as the quote itself. The process builds on the environment already in place – Microsoft 365, Google Workspace or a self-hosted ERP – and sales only decides the exceptions.

    Every open quote has a defined follow-up path that works without a person remembering it. Sales can see which quotes are still alive and is only needed where a decision is due. What remains on each quote is a traceable series of attempts instead of an assumption.

    • Microsoft Graph API
    • Microsoft Dynamics 365 Sales API
    • Gmail API
    • Google Sheets API

  9. 25 / Use case

    Medium~ 5–9 weeks

    Contracts & deadlines

    Monitor contract deadlines and termination dates automatically

    Every running contract gets its termination deadline calculated automatically and reports itself in time before the decisive date – in the environment already in place, whether Microsoft 365, Google Workspace or a self-hosted system. The responsible person only decides whether to renew, renegotiate or terminate.

    Every contract has a calculated termination date and a lead time in which a decision can be made. The responsible person is informed in time, not once the deadline is already tight, and makes the decision themselves. What remains on each contract is a traceable record of when and how it was decided.

    • Microsoft Graph API
    • Azure AI Document Intelligence
    • Google Drive API
    • Google Sheets API

  10. 28 / Use case

    Medium~ 4–6 weeks

    Customer feedback

    Evaluate and route customer feedback automatically

    Every review and piece of feedback from online platforms, email or a contact form is automatically sorted by topic and urgency and routed to the right place in the company. Critical feedback reaches the responsible person immediately, instead of sitting unnoticed in an inbox or review platform for days.

    Every review is sorted by topic and urgency immediately. Critical feedback reaches the responsible person within a short time with context and a suggested reply, while non-critical feedback flows into an ongoing evaluation of topics and tone trends.

    • Microsoft Graph API
    • Google Workspace APIs
    • REST API
    • Webhook

  11. 29 / Use case

    Medium~ 5–8 weeks

    Staff scheduling

    Match staff scheduling and shift planning automatically

    Availability, qualifications and reported staffing needs are merged automatically into a complete schedule proposal. Only genuine gaps or conflicts go to the planner; everything else is ready as a checked proposal before approval.

    Availability, qualifications and demand are merged automatically into a complete schedule proposal. The planner sees only the shifts that need a genuine decision and approves the checked overall schedule at a glance, instead of assembling it from scratch.

    • Microsoft Graph API
    • Google Workspace APIs
    • REST API
    • Webhook

  12. 31 / Use case

    Medium~ 5–8 weeks

    IT onboarding

    Provision equipment and access for new employees

    As soon as a new hire's role and start date are known, the required devices, software accounts and access rights are derived automatically and provisioned in time for the first day. IT only has to decide on non-standard equipment, instead of setting up every access manually.

    As soon as role and start date are known, accounts, access rights and devices are derived automatically from a stored template and provisioned in time. IT only deals with genuine deviations from the standard equipment, not with every single account.

    • Microsoft Graph API
    • Google Workspace Admin SDK
    • REST API
    • SCIM-Protokoll

  13. 35 / Use case

    Medium~ 6–10 weeks

    Product data & editorial

    Prepare product copy from approved item data

    Approved item data and source documents provide the basis for product copy with traceable claims. An editor reviews every draft; missing attributes or conflicting evidence stay open for clarification instead of becoming invented benefits in a shop description.

    Every product text starts with an approved item state and traceable sources. A draft receives business review before becoming an editable handover document; unresolved attributes prevent a misleadingly complete description.

    • Google Sheets API
    • Google Drive API
    • Vertex AI
    • Google Chat API

  14. 37 / Use case

    Medium~ 6–10 weeks

    Reception & visit coordination

    Prepare visitor registrations for reception

    A visitor registration is checked against visit time, location and a responsible host, then shared with reception only after that host confirms it. Uncertain registrations remain open for clarification; the entry supports preparation but replaces neither identity checks nor an access decision.

    Each registration has one case with necessary details and an explicit host decision. Authorized reception staff see confirmed expected visits, while unresolved registrations stay separate with a responsible owner.

    • Microsoft Power Automate
    • Microsoft Graph API
    • Microsoft Dataverse Web API
    • Microsoft Teams Adaptive Cards

  15. 38 / Use case

    Medium~ 6–10 weeks

    Training & attendance records

    Create attendance records from confirmed training lists

    A participant list confirmed by the training owner becomes individual attendance records using an approved template. Missing details stay open for review; documents, source versions and sending status remain linked without treating attendance as a learning outcome or professional qualification.

    Each record comes from explicitly confirmed attendance and an approved template. Missing details are resolved, with document, source version and sending status traceable separately for each person.

    • Google Sheets API
    • Google Docs API
    • Google Drive API
    • Gmail API
Complex / 6–12 weeksDeeply integratedBusiness-critical workflows with advanced data models, permissions and system integrations.14/ Use case

  1. 02 / Use case

    Complex~ 6–10 weeks

    Guest communication & telephony

    AI phone assistant for bookings and orders

    Every call is answered, in the middle of service and long after closing time: the voice agent books tables, records takeaway orders and answers questions about the menu from the restaurant's own maintained content. Kitchen, booking book and guest receive the same information in the same minute.

    Calls and messages are answered around the clock and lead to an entry in the booking book, an order in the point-of-sale system or an answer supported by the restaurant's own content. The service team only steps in where a decision of the house is required, and sees every case with a full note.

    • SIP-Trunk
    • ElevenLabs Conversational AI
    • Nexaluna Agent API
    • Qdrant

  2. 04 / Use case

    Complex~ 6–10 weeks

    Finance & documents

    Validate and post incoming invoices

    Invoices are captured, validated and moved through approval, accounting and archiving with explicit exception controls.

    Fewer capture errors, clear validation steps and an auditable path from document to accounting entry.

    • ERP REST / OData / IDoc
    • E-Mail, Peppol oder Upload
    • DMS- und Archiv-API
    • Azure AI Document Intelligence

  3. 06 / Use case

    Complex~ 6–10 weeks

    Knowledge & assistance

    Make internal knowledge securely searchable

    An assistant answers questions from approved company sources, cites evidence and respects existing access rights.

    Faster access to reliable knowledge with traceable sources and controlled permissions.

    • Microsoft Graph / SharePoint
    • Dateiserver-Connector
    • Entra ID / SSO
    • Azure AI Search

  4. 08 / Use case

    Complex~ 8–12 weeks

    Field service & operations

    Capture data directly at the work site

    Teams document inspections, damage, time and materials on mobile devices; photos, signatures and location data feed the next workflow.

    Current, complete field data without paper or duplicate capture, even with unstable connectivity.

    • ERP- oder Field-Service-API
    • Kamera, GPS und Gerätespeicher
    • Identity- und Sync-Service
    • Individuelle PWA oder Mobile App

  5. 09 / Use case

    Complex~ 10–16 weeks

    People & onboarding

    Handle applications and prepare the first day

    Every application is captured on the day it arrives, matched against the job profile and handed to the hiring manager ready for a decision. Once an offer is accepted, contract, accounts, equipment and the induction plan follow from the same case instead of a chain of reminders.

    Every application is captured on the day it arrives, checked for completeness and handed over ready for a decision. After the offer is accepted, contract, accounts, equipment and induction plan run from the same case, and every decision is traceable with its reason and its deadline.

    • Microsoft Graph API
    • REST API
    • Azure AI Document Intelligence
    • Azure OpenAI Service

  6. 10 / Use case

    Complex~ 10–16 weeks

    Complaints & returns

    Automate Complaint and Returns Handling

    Every complaint from the mailbox and the web form is linked to its order and checked against photos and the reported defect. Only cases outside the agreed deadlines or approval limits reach quality assurance or sales management; everything else gets its decision the same day.

    Every complaint is linked to an order on the day it arrives and checked against the same rules. Quality assurance and sales management only decide where the deadline, the defect, or the value falls outside the set limits, and each of those decisions is documented together with its basis.

    • REST API
    • Webhook
    • Ollama
    • DocuWare REST API

  7. 16 / Use case

    Complex~ 10–16 weeks

    Roofing & estimating

    Turn roof measurements into a review-ready quote

    A completed roof survey with photos, sketches and component details is translated into quantities, work items and a review-ready calculation. The technical lead only resolves ambiguous details and approves the quote draft before it leaves the business.

    The completed survey opens a structured estimating case with linked supporting records. Quantities and work items are available as a reviewable proposal, ambiguous details are marked, and the technical lead approves a complete quote draft with a documented basis.

    • Microsoft Graph API
    • Gmail API
    • REST API
    • Google Drive API

  8. 17 / Use case

    Complex~ 10–16 weeks

    Accounting & invoicing

    Create and send compliant e-invoices automatically

    Every approved outgoing invoice is turned into a structured e-invoice in XRechnung or ZUGFeRD format, checked for mandatory data and sent over the agreed channel. Only invoices with incomplete or conflicting details reach the accounting team first; everything else leaves the company in the same run.

    Every approved invoice is created, checked and sent as a compliant e-invoice over the agreed channel in the same run. Accounting only corrects incomplete or conflicting details, and every sent version is archived audit-safe together with its proof of sending.

    • REST API
    • ZUGFeRD und XRechnung
    • Microsoft Graph API
    • Gmail API

  9. 20 / Use case

    Complex~ 10–16 weeks

    Maintenance & service

    Detect and dispatch machine faults automatically

    Every reported machine fault is automatically turned into a service order and assigned to a technician. Dispatch only decides on exceptional cases, instead of reading each alert and assigning work orders by hand.

    Every reported fault exists as a service order with priority and ownership as soon as the machine reports it. Dispatch only decides where the rules are not clear-cut, and each decision is documented together with its basis.

    • MQTT
    • Odoo External API
    • PostgreSQL
    • n8n

  10. 30 / Use case

    Complex~ 10–16 weeks

    Purchasing & goods receipt

    Resolve discrepancies at goods receipt

    Received quantities, item lines and visible damage are compared with the purchase order and delivery note. When something differs, purchasing gets a reviewable case with photographs and documents; only accepted quantities are posted to the system of record.

    Each shipment has one case linking the order, received quantities and supporting evidence. Matching lines can be posted; a purchasing person decides discrepancies against a specific difference before any query reaches the supplier.

    • Google Forms API
    • ERP REST API
    • Google Document AI
    • Google Chat API

  11. 32 / Use case

    Complex~ 10–16 weeks

    Tools & field work

    Record tool checkouts with clear return dates

    At checkout, a tool, the person taking it and its planned return date become one record. If it is already on loan or the assignment is unclear, a responsible person decides; otherwise the inventory system receives a traceable loan and a handover receipt.

    Every checkout starts with a scan and only becomes a loan after the checks pass in the authoritative inventory system. Borrower, job and return date sit on one case; conflicts receive a named decision rather than a silent overwrite.

    • Webhook
    • REST API
    • PostgreSQL
    • n8n

  12. 34 / Use case

    Complex~ 10–16 weeks

    Purchasing & supplier commitments

    Match supplier confirmations to purchase orders

    An incoming supplier confirmation is checked line by line against the purchase order before confirmed details enter the ERP. Purchasing receives price, quantity or date differences with supporting evidence; the original order remains available as a separate, traceable record.

    Every confirmation has a comparison against its order and a traceable status. Matching details are documented, discrepancies reach purchasing with evidence and uncertain cases remain open rather than misleading downstream planning.

    • Microsoft Graph API
    • Azure AI Document Intelligence
    • Microsoft Dynamics 365 Business Central API
    • Microsoft Teams Adaptive Cards

  13. 36 / Use case

    Complex~ 10–16 weeks

    Accounts & incoming payments

    Match incoming payments to outstanding invoices

    Incoming payments are compared with outstanding invoices using reference, amount, currency and customer context. Clear matches are allocated in the ERP; partial payments, combined remittances and uncertain details reach accounts as review cases without silently writing off differences.

    Every in-scope receipt has a documented comparison with current outstanding invoices. Unique matches are allocated, exceptions remain visible with an owner and differences require an explicit business decision.

    • SFTP
    • REST API
    • PostgreSQL
    • n8n

  14. 39 / Use case

    Complex~ 10–16 weeks

    Dispatch & transport

    Turn dispatch releases into freight bookings

    A dispatch-ready order is checked for consignee details, packages and pickup window before registration with an approved freight partner. Only a confirmed transport reference is written back to the ERP; missing fields or uncertain responses remain visible as review cases.

    Each released standard consignment has a controlled handover to the approved partner. Its confirmed transport reference sits on the right ERP order, while data gaps and uncertain responses remain separate review cases.

    • Webhook
    • ERP REST API
    • n8n
    • Speditions REST API

Technology ecosystem

The right platform, not a fixed toolbox.

We connect Microsoft Power Platform, Google Cloud, custom software and current AI tools into a system that fits your data, workflows and operating requirements. Suitability, security, scalability and long-term maintainability guide every choice.

Business platform

Microsoft 365 & Azure

01

Familiar Microsoft tools, intelligently connected and extended under control.

  • Power AutomateWorkflows
  • Power AppsBusiness apps
  • Copilot StudioAI assistants
  • Power BIReporting
  • Azure AIDocument AI
  • Azure FunctionsInterfaces

Cloud platform

Google Cloud & Workspace

02

Cloud-native workflows spanning Workspace, data and scalable AI services.

  • Apps ScriptWorkflows
  • AppSheetBusiness apps
  • GeminiAI assistants
  • BigQueryData platform
  • Document AIDocument AI
  • Cloud RunInfrastructure

Purpose-built architecture

Custom systems

03

Custom software components selected around the process, data and operating model.

  • Flexible workflowsOrchestration
  • Web appsApplications
  • AI Agents & RAGEnterprise AI
  • APIs & webhooksIntegration
  • Data layerData platform
  • Cloud & on-premInfrastructure

More technology in our toolbox

  • OpenAI
  • LangChain
  • LangGraph
  • AWS
  • Microsoft Azure
  • IONOS
  • TypeScript
  • Python
  • React
  • Docker

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