AI Automation · Vienna
Your team wastes time every week that an AI could handle.
AI automation for Vienna-based companies with manual customer processes. We build systems that keep running—even when you're not there.
We accept a maximum of 4 projects per month · Free of charge · No obligation
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 an average of 15 to 40 hours per week.
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Your CRM is either empty or out of date.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.
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 SMEs without their own IT team, that’s the key difference.
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
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
Here's how an OptimusFlow project works
No months-long strategy projects. No endless meetings. The first automation goes live in weeks 3–4.
Analysis & Diagnosis
Weeks 1–2The 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
Setup & Integration
Weeks 3–4We 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
Live and running
Starting in week 4The 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
Find out how much time you're wasting right now
5 questions. 2 minutes. Instant results.
How much time do you spend each week on manual coordination, data entry, and internal coordination?
The right model for your situation
Our clients typically save 15–40 hours per week — routine work that currently ties up capacity. €47,000–€125,000/year at full cost rate *(calculation illustration)*.
All projects start with a free discovery call. No upfront commitment required.
Strategic Roadmap
€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.
- ✓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.
Executive Workshop
€5,000/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.
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
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: Von Köck — 24/7 detection of purchase intent in comments; spam filtered offline.
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.
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.
| 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).
Frequently Asked Questions About AI Consulting in Vienna
How much does AI consulting cost in Vienna?+
How long does it take to implement AI automation?+
Is AI automation GDPR-compliant in Austria?+
What processes can SMEs automate using AI?+
What is the difference between traditional AI consulting and AI consulting that includes implementation?+
Do I need a CRM for AI automation?+
What is the difference between this and ChatGPT?+
How do I find the best AI consulting firm in Austria?+
Who are the best AI consultants in Austria for business transformation?+
What does an AI agency in Vienna do?+
What AI agencies are there in Vienna?+
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.
30 minutes. No presentation. No sales pitch. Hosted in the EU.