For owner-managed SMEs with 10 to 200 employees
We build the system that takes them over:
customer inquiries, community, sales.
Not another tool, but ongoing automation inside the systems you already use. First automation live in 3 to 4 weeks, not after months of IT project.
Till Oberhummer
Founder, OptimusFlow Consulting, Vienna
Inquiries from email, forms and chat are read, categorised and routed to the right team. In Outlook or your CRM, deadlines included.
500+ emails per week
Vienna law firm, 97% assigned automatically, triage from 8 h to under 1 h, live after 3 weeks
As the operator of your company page you are liable for unlawful third-party comments once you know about them. The Austrian Supreme Court (OGH) has already deemed three days over a weekend too slow. The system reads every comment, flags purchase intent, complaints and sensitive posts and puts them in front of your team immediately.
60,000 followers, 3 channels
Vienna luxury jeweller, hundreds of comments per week, monitored 24/7
Quote, order, invoice and payment reminder are generated from one central product database instead of scattered documents.
DE / EN
EECS Green: quotes, invoices and payment matching from one bilingual item master
30+ DACH SME projects since 2020Six-figure funded project volumeListed in the Austrian AI Map (VÖSI)ISO 20700, 100% EU-hosted
Monday, 8:30 a.m. Twelve new inquiries in the inbox. Two are good customers, one is urgent — but you only find out which after reading them all. Then: type up a quote, pull prices from three files, update the Excel sheet. Last week's follow-ups? Moved to tomorrow. Again.
Up to 10 hours per employee and week go into sorting, retyping and following up — paid as expert salaries, booked as everyday business. That time never shows up on an invoice, but always on payroll.
The most expensive hour in your business is a professional copying data.
Inquiries that need to be reviewed and assigned first sit for hours or days. Meanwhile, prospects with budget go with whoever replies first with something concrete.
The first solid quote gets the meeting — not the best one.
Your business relies on individuals (or on you). The classic case: you're on vacation and your phone still rings — because nobody else can handle the request. True business value is only created when the system functions independently of individuals.
Getting called during vacation isn't a compliment — it's a process failure.
That's how most SMEs still work — and more and more are turning it around. The team isn't the problem: its tools were built for corporations with IT departments. The answer isn't the next tool or more staff: this work follows a pattern, and what follows a pattern, a system can take over.
Good employees cannot make up for poor processes. We fix the system.
Here's the difference when a single customer inquiry comes in—manually vs. using OptimusFlow.
An email arrives
manually
Employee reading
15 min
Open CRM, enter data
10 min
Schedule a callback
Forgot?
Create a quote manually
45 min
Follow-up via reminder
3 days later
~75 min.
per lead inquiry
An email arrives
immediately
AI classifies & prioritizes
2 sec.
CRM + Contact automatically created
5 sec.
Instant response to customers
< 1 min.
Offer generated automatically
3 min.
Automatic follow-up after 48 hours
0 min. effort
< 4 min.
per lead inquiry
75 minutes of manual work → less than 4 minutes. Automated, with critical approvals staying with you.
Which of these before-and-after jumps your business can make — Till will show you in the discovery call.
You don't have to keep track of everything yourself. But you need a system that can.
We examine your processes end-to-end — from first contact to paid invoice — and identify your 3–5 biggest impact levers, rated by effect, effort and time to impact. No market risk, only operational substance. For each lever you get an implementation plan you can actually work with — not a stack of paper.
Impact-lever analysis
Discovery Call: Analysis of the Biggest Time-Wasters in the Business
Full-Service: We build and integrate everything on a turnkey basis. Consulting: We support your internal team as strategic partners during implementation. Every critical approval stays with a human.
Live Workflow
True n8n automation — built for an OptimusFlow customer
Your automation is up and running. Fewer follow-up questions, more time for your business.
OptimusFlow · System Monitor
Automation Results
7 Std.
SAVED PER WEEK
Through fully automated workflows
< 1h
RESPONSE TIME
Previously: 8 hours
1.000+
EMAILS CLASSIFIED
~97% routed automatically
Manual processing
Lead response time
Time saved — 4 weeks
Live dashboard visible on the desktop
Impact-lever analysis
Discovery Call: Analysis of the Biggest Time-Wasters in the Business
What that means in practice:
Figures from ongoing client projects, conservatively calculated. Details in our references
A reply within 48 hours — personally from Till.
Kouros Adib · CEO · Exhibition Stands, Vienna
Strongest Metric
< 5 min
per stand visualization, planned only with real warehouse parts
Brief
Exhibition stand builder in Vienna. Quotes and invoices were written in Word, knowledge about parts and prices lived in Excel lists and in the managing director’s head. Every client visual had to be drawn from scratch by the designer, even for first quote drafts.
Approach
An AI agent knows the entire parts inventory digitally, plans the stand from it, applies the exhibitor’s colors and logo and visualizes it for the quote. Before sign-off, a human checks structural safety, the packing list and fire regulations. The designer stays in the process: the agent supplies fast drafts and variants, which the designer then refines. Alongside it runs the operating system EDGAR: quotes, invoices, bank import and payment matching, margin per project, automatic checks before every quote goes out.
Outcome
The client sees their exhibition stand before it is built: visualized as early as the quote stage, quick to adjust, planned from parts that are actually in stock, and signed off by a human. The quote comes in both languages from the same system, where payments and margin are tracked too.
Firm management · Law firm, Vienna
Strongest Metric
Daily
invoices captured, filed and logged automatically, plus the monthly bank reconciliation.
Brief
Invoices arrived by email and were opened, renamed, filed and logged by hand. For the bookkeeping, every debit on the bank statement had to be matched to the right receipt: manual work that came back every month.
Approach
Every morning the system reads the new invoice emails. An AI extracts supplier, invoice number, date and amount, checks them against the firm's supplier list and files the invoice under a consistent name: as already paid (direct debit, card) or as open for transfer. Every invoice gets a row in the invoice journal. Once a month the system matches each debit on the bank statement to its receipt and prepares the reconciliation for the bookkeeping.
Outcome
Capture, filing and journal run without anyone touching them. Anything unclear deliberately stays with a person: credit notes, unreadable receipts and duplicate invoices are left alone, anomalies such as changed bank details are flagged. The office only drops in the bank statement and passes on the finished reconciliation.
Emil Zsenov · Founder & Managing Director · Healthcare NGO
Strongest Metric
7
scientifically validated AI personas — from 339 surveys in 11 countries.
Brief
The HCM Patient Foundation supports patients in 11 European countries. An international study had produced 339 survey responses and 7 in-depth interviews — but there was no way to make this knowledge accessible to doctors and researchers in their day-to-day work. Every new question required months of planning and recruitment, and real patient data could not be used directly.
Approach
We developed 7 scientifically validated patient personas based on 339 surveys and 7 in-depth interviews from 11 European countries. Each persona has its own personality, language and response patterns. Doctors and researchers chat with them directly and test different communication approaches. All data anonymised, European servers, invite-only.
For the first time, we can understand in seconds how different patient types would react to an explanation of their treatment.
Outcome
Communication strategies can be tested against several patient types in minutes — no recruitment, no data protection risk, no waiting. The foundation's medical advisory board puts the difference this way: survey data used to be read — now it can be tested directly.
Eckhart von Münchow · Managing Director · NGO, climate education
Strongest Metric
0
manual invoices since go-live — 3 systems in one pipeline.
Brief
Climate Fresk Deutschland is part of an international climate education movement in more than 130 countries. Growing demand for workshops meant growing admin work: every booking required a separate manual entry in Lexoffice. Booking data lived in WooCommerce, payment status in Excel, contact data in Airtable — no system knew the full picture.
Approach
We connected all three systems into one automated pipeline: every workshop booking in the WooCommerce shop automatically triggers the invoice in Lexoffice. Airtable serves as a consolidated real-time dashboard for payment status and reporting — ready to export for annual reports and funding applications.
Our mission is climate education — not writing invoices. But that is exactly what cost us hours every week that we would rather have invested in workshops.
Outcome
Manual invoicing has been eliminated completely. Every workshop booking triggers its invoice without anyone stepping in, and payment status and reporting are available in real time. The time that used to go into invoices now goes back into climate education.
Luxury Wedding Photography Studio · Vienna
Strongest Metric
5 → 1
tools consolidated — one trilingual portal (DE/EN/RU) with an 8-stage pipeline.
Brief
A luxury wedding photography studio in Vienna with an international clientele. Every client process ran through five tools: email, WhatsApp, WeTransfer, Excel and easybill. Russian-, English- and German-speaking clients in separate threads, expiring WeTransfer links, payment status reconciled by hand — no central overview.
Approach
A custom client portal that brings all five tools together in one interface: an 8-stage project pipeline from enquiry to final delivery, full trilingual support DE/EN/RU, magic-link login without a password, an integrated gallery with proofing, and automatic invoice reconciliation with easybill.
My clients now say: 'The portal feels like your photos — beautiful and well thought out.' That is the best compliment a tool can get.
Outcome
Every client goes through the same process — in German, English or Russian. The studio manages one platform instead of five. The system is not a concept; it runs in production.
1 / 6
EECS Green< 5 min per stand visualization, planned only with real warehouse parts
Selected qualifications and public contributions — intentionally concise, so the evidence stays easy to scan.
The most common automation solutions we build for our clients
From the initial inquiry to the invoice—everything happens automatically. Your CRM, calendar, contracts, and accounting work together seamlessly, without anyone having to copy data back and forth.
No comment, no message, no email will ever get lost again. The system sorts, prioritizes, and responds—all you have to do is approve.
The system reads comments and messages on your channels, flags purchase intent and complaints and reports sensitive posts to your team immediately. You are liable once you know, so it makes sure you know.
Free · No obligation
Which system is right for you?
In 30 minutes, we'll identify the biggest lever for your business.
We accept a maximum of 4 new projects per month — we currently still have availability.
Our clients win back up to 10 hours per week per employee — routine work that currently ties up capacity.
All projects start with a free discovery call. No upfront commitment required.
€2,000
We’ll show you which automations can free up to 10 hours per week per employee—with ROI figures for each automation. The time savings come from the subsequent implementation.
Book an implementation within 60 days — €1,500 will be credited toward your project.
€5,000 per day
Your leadership team will leave the workshop with a prioritized list of use cases based on the "ROI"—ready for implementation.
For leadership teams of 5 or more — C-suite, department heads, and senior management.
from €8,000
Price by Scope
Incoming inquiries from email and social media are classified, prioritized, and routed to the right team—without your inbox getting overwhelmed.
from €8,000
Price by Scope
AI assistants that match your brand voice create posts, newsletters, and responses—hosted in the EU, with an approval workflow and feedback loop.
Case Study: Viennese luxury jeweller — 24/7 detection of purchase intent in comments; spam filtered offline.
from €15,000
Price by Scope
End-to-end pipeline from lead to payment reminder: quote, invoice, follow-up—all automated, all traceable.
Case Study: EECS Green — quotes, invoices and payment matching in one system, a bilingual item master, exhibition stands planned by AI and signed off by a human.
If you're not sure, most people start with the "Strategic Roadmap" (€2,000) — €1,500 of that goes toward implementation costs.
| Tier | Outcome | Best when | Timeline |
|---|---|---|---|
Strategic Roadmap €2,000 | A clear roadmap with ROI figures for each automation initiative | You want to find the right opportunity first, then invest | 2 weeks |
Executive Workshop €5,000 per day | Prioritized list of use cases according to ROI | Aligning the leadership team | 1 day |
Implementation Projects Price by Scope | Customer Inquiries, Content & Social, Sales Automation — Built from the Ground Up | The specific pain point has been identified, and a roadmap is in place | 3–8 weeks |
No sales pressure. 5.0 · 7 Google reviews · A reply within 48 hours — personally from Till.
All prices are exclusive of sales tax (net).
Books & Content
LinkedIn Mastery 2025
Book · Amazon
Cut the Prompt
Newsletter · LinkedIn
Ask Engine Optimization 2025
eBook · ablefy
Featured by Sabrina Ramonov
YouTube interview
Where AI Actually Belongs
Podcast · CEE Exchange
Founder · OptimusFlow Consulting
“AI only works if the business logic behind it is sound.”
Origin
Thirteen years in corporate sales. Eleven of those at Western Union (Fortune 500), and most recently two years at Convera as General Manager of the Austrian payment institution and Authorized Officer at the headquarters in Luxembourg. During that time, I saw many well-managed companies fail. Market and product were fine — they failed because their processes couldn’t keep up with growth: emails falling through the cracks, quotes sent out too late, CEOs bogged down in day-to-day operations instead of steering the company.
Reality
A PowerPoint presentation doesn’t solve an email triage problem. A strategy workshop doesn’t address a customer’s concern at 10 p.m. I’ve learned that operational problems require operational solutions: systems that are up and running by next Monday, not slides full of recommendations. The difference between a consulting session and an implemented workflow is the difference between a wish and a result.
Mission
OptimusFlow is the practical solution to what I’ve observed over the years. Together with SMEs in the DACH region, I build AI workflows that take real work off their hands—without demos, pilots, or endless evaluation phases. Our goal: to systematically free DACH SMEs from the “Kundenchaos”—one operational system at a time. We’re the first to do so.
We deliberately take on a maximum of 4 new projects per month — we currently still have availability.
You’ll talk directly to Till — no sales loop in between.
Choose the starting point that best fits your current situation. No pressure—you can switch at any time.
30-minute discovery call. If the scope is a good fit, we’ll provide a clear roadmap. If not, we’ll be honest about it.
Chaos Test in 2 minutes. Your bottleneck identified, recommendation in your inbox.
ROI calculator. Enter time spent; compare potential savings with the roadmap cost.
30 minutes, free, no strings attached. You get an honest assessment: does automation make sense for you — and if so, what comes first. If not, we'll tell you just as clearly.
No calendar link, no sales call. One short form — and Till replies personally.
5.0 · 7 Google reviews · A reply within 48 hours — personally from Till.
