Starting point
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.
Process architecture
From a due service to a planned work order.
The chain reads the asset list, detects due maintenance and plans it with a time slot and an owner. Standard cases are created directly as work orders; exceptional cases go to the technical lead and return to the same flow after approval.
01Input
Due date & context
The due maintenance is detected and enriched with asset data, interval and the last service.
2 Steps
02Process
Planning & approval
Scope and priority are determined, availability and ownership are checked and exceptional cases are prepared.
4 Steps
03Output
Work order & record
The work order is created with a time slot, the team is informed and the next service is scheduled.
3 Steps
Source01Detect the due service
A scheduled run reads the asset list and derives from interval and last service which asset is due.Details
Detect the due service
A scheduled run reads the asset list and derives from interval and last service which asset is due.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load asset data and last service
Data02Load asset data and last service
Asset type, owner, maintenance interval and the last completed service are attached to the case.Details
Load asset data and last service
Asset type, owner, maintenance interval and the last completed service are attached to the case.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Determine scope and priority
Action03Determine scope and priority
Asset type and interval produce the scope and priority of the service, complemented by recognisable anomalies.Details
Determine scope and priority
Asset type and interval produce the scope and priority of the service, complemented by recognisable anomalies.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check availability and ownership
Decision04Check availability and ownership
Asset condition, spare parts and ownership are checked against the agreed rules instead of a decision by eye.Details
Check availability and ownership
Asset condition, spare parts and ownership are checked against the agreed rules instead of a decision by eye.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Create the work order and time slotStandard case
- Approve the exceptional caseExceptional case
- Schedule the next serviceAsset unavailable
Approval05Approve the exceptional case
If a spare part is unavailable or ownership is unclear, the technical lead decides on the basis of the case.Details
Approve the exceptional case
If a spare part is unavailable or ownership is unclear, the technical lead decides on the basis of the case.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Create the work order and time slotAfter approval
System06Create the work order and time slot
The approved case is created as a work order with a time slot and an owner in the list and the calendar.Details
Create the work order and time slot
The approved case is created as a work order with a time slot and an owner in the list and the calendar.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Hand over the assignment
Result07Hand over the assignment
The service time slot is in the team calendar and the work order in the maintained list.Details
Hand over the assignment
The service time slot is in the team calendar and the work order in the maintained list.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Inform the team
- Schedule the next service
Result08Inform the team
The maintenance team receives the assignment with asset, scope and time slot.Details
Inform the team
The maintenance team receives the assignment with asset, scope and time slot.
Interfaces
- Power BI API
- Teams Webhook
Result09Schedule the next service
Completion, findings and the next due date are archived and stay linked to the asset.Details
Schedule the next service
Completion, findings and the next due date are archived and stay linked to the asset.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Interfaces and apps working together.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Google Sheets API
Reads the asset list with intervals and last services and updates work orders and due dates.
- Interfaces in use
Google Cloud Tasks
Triggers the due-date run on a schedule, without anyone going through the list.
- Interfaces in use
Google Calendar API
Books the service time slot and checks the availability of the team.
- Interfaces in use
Google Chat API
Presents exceptional cases to the technical lead for approval, with asset and reason.
- Interfaces in use
Google Drive API
Stores service reports and findings with the asset.
- Possible apps & platforms
Google Sheets
Asset and maintenance list in the form the company maintains today.
- Possible apps & platforms
Google Calendar
Scheduling for maintenance and service.
- Possible apps & platforms
Google Chat
Working surface for approvals and questions inside the team.
- Possible apps & platforms
Gmail
Notification for the maintenance team about new assignments.
- Possible apps & platforms
Google Drive
Storage for service reports, organised by asset.
Implementation in context
Robust in everyday use.
The process replaces no system, it uses the existing list: assets, intervals and owners stay where they are maintained today. New is only the path between the due service and the planned assignment.
Decisions are rule-based where the rules are unambiguous and human where they are not. The company sets the limits itself and can adapt them without changing the chain; both paths are documented on the case.
Data stays inside the company environment. At most the description of an anomaly reaches a model, not the full set of asset data; the due date itself is calculated against the intervals in the list.
If a run fails, no due service is lost: a reconciliation picks up missed events, and every case carries an identifier so an asset is never assigned twice.
Target picture
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.
Expected benefits
- Every due service leads to a planned assignment without a manual trigger.
- The technical lead works on exceptional cases instead of routine interval checks.
- Duplicate assignments for the same asset are ruled out.
- Every decision carries its basis and its approver.
- Due dates and completed services can be evaluated at any time.
Prerequisites to start
- 01A maintained asset list with unique asset numbers, intervals and owners
- 02A Google Cloud service account with the permissions for the services in use, approved by a domain administrator
- 03A shared calendar for scheduling the maintenance team
- 04One named person in the technical lead to approve exceptional cases
- 05A decision on the deviation from the interval that counts as an exceptional case
More use cases
Matching solutions from your industry
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
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
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
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
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
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
Your next step
Which process costs your team unnecessary time every day?
Give us a short outline. We will tell you honestly where automation is useful—and where it is not.
