Your back office runs. Without you having to think about it.
We build the structures that keep recurring tasks running cleanly — regardless of who is available. For small businesses with 1 to 50 employees.
30 minutes, free, no commitment
Does any of this sound familiar?
The owner as bottleneck
You built the company. But by now, every other decision runs through you — including ones that shouldn't. Your calendar is full, but none of those appointments actually move the business forward.
Knowledge in heads, not in systems
Someone goes on holiday, gets sick, or quits — and suddenly nobody knows how the process works. Because everything lives in people's heads, not in documented workflows.
More orders, same capacity
The business grows, but the back office doesn't grow with it. Invoices go out late, appointments fall through, customers wait. Not because people are bad — but because the processes don't scale.
Digitalisation in permanent gridlock
You know a lot of things could run more digitally. But who is supposed to implement it? The IT provider doesn't understand your business, and internally no one has time.
Vorher, und dann.
Vorher
Die halbe Firma fragt dich vor jedem Schritt.
Nachher
Prozesse laufen, ohne dass du eingreifen musst.
Vorher
Urlaub = Notfall-Hotline.
Nachher
Urlaub passiert. Vertretung weiß Bescheid.
Vorher
Wissen steckt in Mailboxen und Köpfen.
Nachher
Eine SOP, die jede neue Person in 5 Minuten versteht.
Four situations. Four solutions. Concrete.
Alle vier sind bei VA-Einsätzen entstanden — Aufgaben, die wir nicht einfach abarbeiten wollten, sondern abschaffen.
Bank reconciliation automated
Bank couldn't connect to accounting software. Every week: export, formatting, import — all manual.
Automated workflow: export → formatting → delivery by email. Final import step stays manual (3 min, GDPR-compliant).
From 30 minutes/week to 3 minutes.
Booking reconciliation without searching
Bookings on a platform were getting lost. Invoices couldn't be matched. Excel lists, hours of searching.
Automatic detection of incoming confirmations, data extraction, central list — no manual effort.
List management: 60 min → 0. Payment matching: up to 45 min → max. 5 min per case.
Custom tool instead of workaround
Creating receipts was painful. Open template, create PDF, sort attachments, upload — and on errors: do it all again.
Custom tool: create receipt → attach payment proof → auto-archive → load directly into accounting. Cancellations sync automatically.
From 15–30 minutes to 5. Zero media breaks.
From Excel chaos to real-time project management
Construction company managed projects via Excel Gantt charts. Sent by email, always outdated, nobody knew which version was current.
Modular project dashboard with project management, Gantt view, technician and subcontractor management, calendar sync, permission management.
Real-time data instead of email archaeology.
Three modules. Individually or combined.
Operational Support
We take over recurring tasks in your back office — structured, documented, traceable.
- 01Email management and correspondence
- 02Appointment coordination and calendar management
- 03Document preparation and management
- 04Data maintenance in your systems
Not on-demand assistance, but embedded support with clear processes.
Process Structure
We make your workflows visible, simplify them, and document them so they work without specific individuals.
- 01As-is analysis of existing workflows
- 02Defining and documenting process logic
- 03Creating SOPs that actually get used
- 04Securing handovers and cover arrangements
Not consulting that ends up in a drawer — but structure that holds in daily operations.
Digital Workflows, Automation & Custom Software
What can be automated, we automate. What needs a custom tool, we build.
- 01Workflow automation for recurring processes
- 02Integration of existing tools and systems
- 03Custom software development for specific requirements
- 04Operations, maintenance, and further development
No technology pitch. We build what measurably improves the process.
When one module isn't enough.
AI Engineering
RAG systems, LLM integration, and custom agents — GDPR-compliant and production-ready.
Software Development
Custom apps, integrations, and internal tools — cleanly built, documented, and handover-ready.
From first conversation to ongoing structure.
Consultation (30 min, free)
You are hereYou describe your situation. We tell you honestly whether and how we can help. No pitch, no sales talk — just alignment.
Analysis & proposal
We look at your processes, identify the biggest levers, and make a concrete proposal.
Implementation
We implement — not in a vacuum, but embedded in your daily operations. You see progress, not just slides.
Ongoing operations & reporting
Structures run. We help execute operational tasks, measure results, and adjust. Monthly reporting included.