Skip to main content
OptimusFlow Consulting

AI Consulting & AI Agency · Vienna

AI Consulting in Vienna: Implementation, Not Concepts.

Your team loses hours every week to tasks an AI could handle. We don't just advise—we build the systems into your existing tools and take them live. For Vienna-based SMEs with manual customer processes.

Request a free discovery call
Calculate your Customer Chaos Score (2 min.)

We accept a maximum of 4 projects per month · Free of charge · No obligation

25+ Projects in Vienna and theDACHVienna law firm: 8 hours → <1 hour per weekInitial results in 3 weeks
At a Glance

AI consulting in Vienna covers the analysis, strategy, and implementation of AI automation in businesses. OptimusFlow Consulting is an AI consultancy and AI agency in Vienna (1190 Döbling), specialized in SMEs with manual customer processes: we analyze your workflows, build automations into your existing tools—CRM, Outlook, accounting—and take them live in 3–4 weeks. Fixed price instead of hourly rates, EU-hosted, GDPR-compliant.

Location
1190 Vienna
Starting at
€2,000 fixed price
First results
3–4 weeks
Hosting
EU servers, GDPR-compliant
Track record
25+ projects in Vienna & DACH

Detailed cost breakdown: What does AI consulting cost in Vienna? →

Definition

What is AI consulting for SMEs?

AI consulting for businesses refers to the targeted implementation of automation systems in companies with recurring manual processes. The focus is not on new software, but on intelligently linking existing tools—such as CRM, email, and accounting—through automated workflows. The result: manual tasks are carried out without human intervention.

As a result, companies in Vienna save up to 10 hours per week per employee.

Does this sound familiar to you?

Follow-ups fall by the wayside.

Because no one has time to manually follow up on every lead.

You still do everything yourself.

Sending quotes, invoicing, scheduling—you're the bottleneck.

Your CRM is either empty or out of date.

Customer data is stored in three Excel spreadsheets, several email inboxes, and your head.

You can't grow without more staff.

Every new customer means more manual work—the model isn't scalable.

Sound familiar? → Request a free discovery call
Services

AI Consulting in Vienna: Our Services

From process analysis to a running system—everything from a single source, all within your existing tools.

Process Analysis & AI Strategy

We scan your workflows and prioritize the 3–5 automation levers with the highest ROI. The result: an actionable roadmap instead of a slide deck—as a Strategic Roadmap starting at €2,000.

AI Automation & Integration

Workflows connect CRM, email, and accounting into one system. Built into your existing tools: Outlook stays Outlook, your CRM stays your CRM.

Email & Document AI

Automatic classification, triage, and forwarding. Like at partner.law in Vienna: 500+ emails per week sorted automatically, ~97% accuracy.

Sales Automation

Lead capture, follow-ups, quote delivery—automated according to your rules. No lead is left behind because nobody had time to follow up.

Workshops & AI Training

Executive workshops and team training—including the AI literacy requirements under Article 4 of the EU AI Act, mandatory since February 2025.

Operations & Monitoring

After go-live, we monitor results, fine-tune, and document everything. You stay in control—without babysitting the tech.

AI Consulting and Implementation

Traditional AI Consulting vs. AI Consulting with Implementation

Traditional AI consulting stops at the concept—you get a roadmap and have to implement it yourself. OptimusFlow takes an end-to-end approach to AI consulting: strategy, implementation, and go-live, all from a single source. For Vienna-based SMEs without their own IT team, that's the difference between an AI agency that delivers and a consultant who recommends.

Traditional AI Consulting

  • → Analysis + Recommendation
  • → You implement
  • → An in-house IT team is required

OptimusFlow (Consulting + Implementation)

  • ✓ Strategy + full implementation
  • ✓ We build — you control
  • ✓ No IT team required
Transparency

Tools, Hosting, EU AI Act — No Black Box

We work with n8n and Make for workflows, plus AI models from OpenAI, Anthropic, and Mistral—hosted on EU servers. You see every automation, every rule, every data flow. Everything runs in your accounts: no vendor lock-in, every automation documented and transferable.

EU AI Act: mandatory since February 2025 — for SMEs too

Article 4 of the EU AI Act requires every company that uses AI to ensure demonstrable AI literacy in its team—regardless of size. We build training and documentation into every project instead of selling it as an extra.

Evidence from Vienna

Testimonials from Vienna

partner.law

The problem

Over 500 emails per week. Each one read, categorized, and forwarded manually. 8 hours per week. No documents are allowed on U.S. servers.

The Solution

AI system automatically classifies emails by urgency. Fully integrated with Outlook. Hosted in the EU.

The result

8 hours → <1 hour/week. ~97% success rate. Implementation: 3 weeks.

Time required

8 hours per week

<1 hour per week

Manual

Yes

No

US server

No (Start)

No ✓

Setup time

—

3 weeks

“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.”
— Managing Partner, partner.law
Industry Focus

Specialized in Law Firms & Tax Advisors in Vienna

Our focus: law firms and tax advisory practices—businesses with high email and document volumes, strict confidentiality requirements, and recurring processes. That's exactly where AI automation pays off fastest: the partner.law case above comes from precisely this environment.

Here's how it works

Here's how an OptimusFlow project works

No months-long strategy projects. No endless meetings. The first automation goes live in weeks 3–4.

01

Analysis & Diagnosis

Weeks 1–2

The system scans your processes. Together, we identify the 3–5 areas with the highest potential for automation, prioritized according to the "ROI" framework.

Your effort: 1–2 hours

02

Setup & Integration

Weeks 3–4

We integrate automation directly into your existing tools. Outlook remains Outlook. Your CRM remains your CRM. Invisible Architecture: You see the result, not the technology.

Your effort: 1–2 hours

03

Live and running

Starting in week 4

The first automations are going live. We’ll monitor the results together, make adjustments as needed, and document everything. You’re in full control.

Your effort: Zero — it works without you

Customer Chaos Score

Find out how much time you're wasting right now

5 questions. 2 minutes. Instant results.

Question 1 of 5

How much time do you spend each week on manual coordination, data entry, and internal coordination?

Investment

The right model for your situation

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.

On a case-by-case basisIf you need clarity before investing.

Strategic Roadmap

€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.

  • ✓A comprehensive analysis of your 5 biggest time wasters
  • ✓Prioritized automation roadmap with ROI forecast
  • ✓Use-case profiles for each recommended automation
  • ✓90-minute strategy session + written documentation

Book an implementation within 60 days — €1,500 will be credited toward your project.

Request a free discovery call →

Executive Workshop

€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.

  • ✓Full-day workshop (in-person or remote)
  • ✓Hands-on use case development with your leadership team
  • ✓Prioritized list of use cases based on ROI
  • ✓Executive Summary for the Board of Directors / Management

For leadership teams of 5 or more — C-suite, department heads, and senior management.

Request a free discovery call →
EngagementsWhen you're building.

Customer Inquiry Automation

Price by Scope

Incoming inquiries from email and social media are classified, prioritized, and routed to the right team—without your inbox getting overwhelmed.

  • ✓Classification: Purchase intent / Complaint / Spam / Praise
  • ✓Routing in CRM, Outlook, Slack, or custom tools
  • ✓GDPR-compliant, hosted in the EU, up and running in 3–6 weeks
from €8,000
Learn more →

Content & Social Automation

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.

  • ✓AI agents trained in brand voice (EU-hosted)
  • ✓Multi-channel: LinkedIn, Instagram, newsletter, blog
  • ✓Approval Dashboard with Feedback Loop

Case Study: Viennese luxury jeweller — 24/7 detection of purchase intent in comments; spam filtered offline.

from €8,000
Learn more →

Sales Automation

Price by Scope

End-to-end pipeline from lead to payment reminder: quote, invoice, follow-up—all automated, all traceable.

  • ✓Lead → Quote → Invoice → Reminder (end-to-end)
  • ✓Integration with your existing CRM and ERP systems
  • ✓GDPR-compliant, hosted in the EU, up and running in 4–8 weeks

Case Study: EECS Green — Response time reduced from half a day to 15 minutes; management relieved of operational duties.

from €15,000
Learn more →

Which level is right for you?

If you're not sure, most people start with the "Strategic Roadmap" (€2,000) — €1,500 of that goes toward implementation costs.

Strategic Roadmap€2,000
Outcome: A clear roadmap with ROI figures for each automation initiative
Best when: You want to find the right opportunity first, then invest
Timeline: 2 weeks
Executive Workshop€5,000 per day
Outcome: Prioritized list of use cases according to ROI
Best when: Aligning the leadership team
Timeline: 1 day
Implementation ProjectsPrice by Scope
Outcome: Customer Inquiries, Content & Social, Sales Automation — Built from the Ground Up
Best when: The specific pain point has been identified, and a roadmap is in place
Timeline: 3–8 weeks

All prices are exclusive of sales tax (net).

FAQ

Frequently Asked Questions About AI Consulting in Vienna

How much does AI consulting cost in Vienna?+
AI consulting in Vienna starts with two clear offerings: the "Strategic Roadmap" for €2,000 (€1,500 credit toward a follow-up project) and the "Executive Workshop" for €5,000 per day. Implementation projects (Customer Inquiry, Content & Social, Sales Automation) scale with the scope and are clearly priced during the free discovery call—always a fixed price based on scope, never an hourly rate.
How long does it take to implement AI automation?+
The first automations will be up and running in 3–4 weeks. Full implementation: 6–8 weeks. No significant time commitment required on your part.
Is AI automation GDPR-compliant in Austria?+
Yes—provided the provider operates on EU servers. OptimusFlow relies exclusively on EU-hosted infrastructure. No data is transferred to third parties outside the EU. For sensitive industries, this is documented in writing.
What processes can SMEs automate using AI?+
The top 5: email classification, automated follow-ups, CRM data maintenance, rule-based invoicing, and reporting. In typical Viennese SMEs, these tasks account for up to 10 hours of manual work per week per employee.
What is the difference between traditional AI consulting and AI consulting that includes implementation?+
Traditional AI consulting stops at strategy and a roadmap—the implementation is left up to you. OptimusFlow covers both: consulting and full implementation, all from a single source. No in-house IT team required, no need to learn new software, and no vendor lock-in.
Do I need a CRM for AI automation?+
Not necessarily. OptimusFlow uses existing tools (Outlook, Excel, existing CRM) and connects them through intelligent workflows. Companies without a CRM can get started more easily and implement the CRM at the same time.
What is the difference between this and ChatGPT?+
ChatGPT generates text—but doesn't perform any actions. AI automation connects multiple systems, makes decisions based on your rules, and directly triggers actions: sending emails, updating the CRM, and generating invoices.
How do I find the best AI consulting firm in Austria?+
Three objective criteria: (1) Specialization in SMEs rather than large enterprises, (2) publicly available case studies with concrete figures—not just for internal reference, (3) GDPR-compliant EU servers with documented data processing. A reputable provider offers a free discovery call with no sales pressure.
Who are the best AI consultants in Austria for business transformation?+
The Austrian market is fragmented: enterprise consultants specializing in compliance, freelance implementers for individual tools, traditional full-service digital agencies, and specialized automation partners for SMEs. OptimusFlow Consulting, based in Vienna, specializes in serving SMEs with manual customer processes: a focus on automation, transparent fixed prices, and verifiable results from Vienna (law firm case: 8 hours → less than 1 hour per week).
What does an AI agency in Vienna do?+
An AI agency in Vienna handles the end-to-end implementation of AI projects—from strategy to the live system. For SMEs, this means: no need for an in-house IT team, no need to learn new software, and no vendor lock-in. OptimusFlow, an AI agency in Vienna, offers process analysis, system architecture, integration with existing tools (CRM, email, ERP), and ongoing monitoring—with clear costs and timelines.
What AI agencies are there in Vienna?+
Vienna is home to AI agencies with a variety of specializations: enterprise-focused with EU AI Act compliance, full-service solutions for SMEs through to large corporations, and a mix of strategy and automation. OptimusFlow specializes in helping companies with manual customer processes achieve quick initial results—with public references in Vienna, transparent fixed prices, and a focus on SME operations.
Does the EU AI Act apply to SMEs in Vienna?+
Yes. The EU AI Act has applied since February 2025 to every company that uses AI—regardless of size. Article 4 requires demonstrable AI literacy for employees working with AI systems; for typical SME use cases such as email automation or CRM workflows, training and documentation are sufficient. High-risk obligations affect very few SMEs. OptimusFlow includes training and documentation in every project.
Which tools does an AI consultancy like OptimusFlow work with?+
OptimusFlow works with n8n and Make for automation workflows, plus AI models from OpenAI, Anthropic, and Mistral—EU-hosted. What matters is not the tool but the integration into your existing systems: Outlook, CRM, accounting. Everything runs in your accounts, and every automation is documented and transferable. No vendor lock-in: you can continue without us at any time.

We don't develop concepts.
We build systems that run without you.

No empty ROI promises. No buzzwords. Initial results in weeks 3–4—and clear metrics showing what has changed.

Request a free discovery call

30 minutes. No presentation. No sales pitch. Hosted in the EU.

GDPR-compliantHosted by the EU
ISO 20700Consulting process
WKÖ-certifiedAustrian Chamber of Commerce