Over 9,000 hours of routine work eliminated (over 25 SME projects in Germany, Austria, and Switzerland, 2023–2025) — not through hiring, but through systems.
This isn't a ChatGPT subscription. It's an operational system—set up in three weeks and tailored to your processes—that gives you back 15–27 hours every week without requiring you to hire an additional staff member.
Till Oberhummer
Founder & CEO · OptimusFlow Consulting
Vienna, Austria
Calculation: 25+ active projects × ~7 hours/week in routine work saved (conservative estimate).
Experience gained through collaboration with
Choose the starting point that best fits your current situation. No pressure—you can switch at any time.
Our customers report that they spend up to 8 hours a week sorting, searching, and manually entering data. That’s an entire workday—every week—that isn’t spent on customers.
You're paying expert-level salaries for administrative support work.
Premium customers expect premium speed. If inquiries have to be manually reviewed and assigned first, they’ve often already gone to the competition before your team can even respond.
In the high-end market, it's not the best that wins, but the fastest.
Your business relies on individuals (or on you). When key players are absent or on vacation, processes come to a standstill. True business value is only created when the system functions independently of individuals.
Your business should work for you—not the other way around.
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. Fully automatic.
Case
Kouros Adib · CEO · Exhibition Stands, Vienna
Brief
An established trade show booth construction company, with three years’ worth of project data scattered across various documents and stored in the managing director’s head. Preparing complex quotes took half a workday, margin calculations were done manually, and every order was handled by the managing director—the Chief Everything Officer.
Approach
Using AI, we extracted hundreds of documents and three years’ worth of expertise into a bilingual product catalog. We established an end-to-end process chain: Quote → Order → Invoice → Billing → Account reconciliation. Standardized pricing logic with a margin overview directly in the quote.
For every new quote, we used to painstakingly piece together three years’ worth of project data from old documents. Now it’s available at the click of a button. The first time I saw it in action, it hit me: we’ve been working this way for far too long.
Outcome
The CEO is relieved of operational duties. Quotes are generated in under 15 minutes—without his involvement, in two languages, and with accurate margins. The company is ready to hire sales staff who can work independently from day one.
Strongest Metric
15 min.
per quote — instead of half a workday. Bilingual, with margins.
Case
Managing Partner · Public Procurement Law
Brief
A law firm specializing in public procurement law. Over 30 ongoing cases, over 500 emails per week from government agencies, bidders, clients, and courts. The triage process relied on a single employee. A wrongly assigned deadline notification meant exclusion from the proceedings. Non-negotiable: not a single document on U.S. servers.
Approach
3-tier classification: rule-based (~85%) + AI with contextual analysis (~12%) + human review (<5%). EU-hosted Custom GPT extracts procedural rules from screenshots and questionnaires. Outlook integration without new tools. Client communications archived locally.
We didn’t need a generic AI solution—we needed a system that understands public procurement law, works within Outlook, and ensures that not a single document ends up on a U.S. server.
Outcome
Eliminated reliance on specific individuals. Three staff members assigned to handle substitutions were relieved of their duties. Only 3–5% of emails end up in the manual review folder. Go-live three weeks after kickoff. 100% EU-hosted.
Strongest Metric
~97%
Over 500 emails per week are automatically sorted—using rules and AI.
Case
Felix Köck · Managing Director · Luxury Retail, Vienna
Brief
A long-established luxury jeweler in Vienna with a flagship store and 60,000 Instagram followers. Three social media channels (Facebook, Instagram, YouTube), a small team. Amid all the likes, emojis, and spam, business-critical signals were getting lost—a comment expressing an intention to buy, a complaint in a direct message.
Approach
Meta-approved AI agent across all three channels. Multimodal analysis: text, images, and video for full context. Classification: purchase intent / complaint / praise / spam. Immediate escalation for purchase intent and complaints, automatic spam removal, approval dashboard with feedback loop.
The AI can now recognize jewelry in customer photos and suggest appropriate responses. Our community feels better supported than ever before—and we can focus on the store again.
Outcome
Business-critical signals are filtered out of the noise in real time. Spam is handled offline. The team reviews and responds from a central dashboard—no need to switch between platforms. The system learns with every correction.
Strongest Metric
24/7
Monitoring and classification across 3 channels. Meta-approved API integration.
Figures from real projects—no projections, no best-case scenarios.
Take on more customers without costs skyrocketing. Your profit margin will increase because the system handles the extra workload—not your next hire.
No more guesswork. You can see at a glance who’s doing what, what’s pending, and where the bottlenecks are.
The system keeps things running even when you're not there. Your business no longer depends on your presence.
You don't have to keep track of everything yourself. But you need a system that can.
We take a close look at your current situation. Whether through a strategic workshop, a keynote presentation for senior leadership, or an in-depth process analysis, we identify the bottlenecks and provide the architectural blueprint.
Analysis & Roadmap
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.
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
0 Std.
SAVED PER WEEK
Through fully automated workflows
< 1h
RESPONSE TIME
Previously: 8 hours
0
EMAILS CLASSIFIED
Automatically · without errors
Manual processing
Lead response time
Time saved — 4 weeks
Live dashboard visible on the desktop
Analysis & Roadmap
Discovery Call: Analysis of the Biggest Time-Wasters in the Business
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 researches relevant topics, creates content for social media and your blog, and keeps your brand in the conversation—without you having to write every post yourself.
Free · No obligation
Which system is right for you?
In 30 minutes, we'll identify the biggest game-changer for your business.
We accept a maximum of 4 projects per month — we currently still have availability.
No new software, no training, no vendor lock-in. AI doesn’t change your team’s workflow—it speeds it up. We integrate with what you already have.
We connect with
Plus DACH Stack: Lexoffice · easybill · DATEV · Qonto · Tally · Cal.com · WooCommerce · AI Studios — and any tool with an API.
30 min · free
Quick question. Which three processes take up the most time?
2 weeks · €2,000
Process audit, ROI per automation, prioritized list.
1 day · €5,000
Optional. The leadership team will walk through 5 use cases hands-on.
4–12 weeks · Price by Scope
We build within your tools; you retain ownership. 4 weeks of hypercare after go-live.
30 min · free
Quick question. Which three processes take up the most time?
2 weeks · €2,000
Process audit, ROI per automation, prioritized list.
1 day · €5,000
Optional. The leadership team will walk through 5 use cases hands-on.
4–12 weeks · Price by Scope
We build within your tools; you retain ownership. 4 weeks of hypercare after go-live.
Founder & CEO · 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. Not because of the market, not because of the product. But 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—not slides full of recommendations, but systems that are up and running by next Monday. 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—no demos, no pilots, no 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 projects at a time — we currently still have availability.
We’re being honest. What will the status quo cost you (in terms of hours, errors, and reliance on specific people) compared to a one-time OptimusFlow implementation—over the next 12 months?
Status Quo
8–15 hrs/week: manual sorting, searching, and copying
With OptimusFlow
<30-minute review in the approval dashboard
Status Quo
Varies depending on workload and how you feel that day
With OptimusFlow
Consistent — versioned system prompt
Status Quo
Linear: more requests = more hours
With OptimusFlow
Trigger-based: 10× volume, 0× extra effort
Status Quo
Breaks down during vacation or illness
With OptimusFlow
Runs 24/7, regardless of whether anyone is present
Status Quo
It varies by tool; US servers are often used without the user's knowledge
With OptimusFlow
EU-hosted, configured once — applies to all workflows
Status Quo
Hidden opportunity costs¹ — Year after year
With OptimusFlow
One-time fixed price based on scope
Cost structure in the first year
Hidden opportunity costs vs. a one-time fixed price
What you spend out of pocket doesn't show up on any bill—but it costs you every single year.
Status Quo
~€21k
Opportunity cost¹ per year
Project Award
by scope
clarified during the discovery call
¹ Calculation example: 8 hours/week of manual work × €50/hour (value of productive work time) × 52 weeks = ~€20,800/year. €50/hour represents the value of productive sales/consulting time, not an hourly wage. Actual value varies by industry and role.
Our clients typically reclaim 15–40 hours per week — €47,000–€125,000/year at full cost rate *(calculation illustration)*.
All projects start with a free discovery call. No upfront commitment required.
€2,000
We’ll show you which automations can free up 15–40 hours per week—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/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.
Price by Scope
Incoming inquiries from email and social media are classified, prioritized, and routed to the right team—without your inbox getting overwhelmed.
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: Von Köck — 24/7 detection of purchase intent in comments; spam filtered offline.
Price by Scope
End-to-end pipeline from lead to payment reminder: quote, invoice, follow-up—all automated, all traceable.
Case Study: EECS Green — Response time reduced from half a day to 15 minutes; management relieved of operational duties.
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.
All prices are exclusive of sales tax (net).
