AI READY · Service area

AI for Administration & Back Office

Inbox, appointments, documents, minutes, master data and workflows — automated, structured and with a clear overview of all ongoing processes.

Use case 01

AI assistant for Administration & Back Office

A direct contact point for appointments, transactions, documents and routine inquiries — based on your own data and archives.

Fast answers instead of long searches

The AI assistant answers questions about appointments, documents, responsibilities and internal processes in natural language. It finds relevant content from your inbox, file archives and master data — and delivers the answer with a reference to the source.

Secretariat, assistance and back office save time because research, inquiries and preparation run significantly faster. Employees are relieved from standard requests and can focus on value-adding tasks.

AI assistant for Administration and Back Office

Use case 02

AI knowledge management for Administration & Back Office

Guidelines, forms, templates, minutes and experience — accessible through a single question.

Knowledge instead of scattered archives

The knowledge management platform connects guidelines, templates, internal instructions, minutes and experience into a central, intelligent access point. Anyone looking for a procedure, a form or a past decision finds it without long research.

New employees become productive faster, knowledge is preserved when people leave, and consistent procedures are easier to ensure.

AI knowledge management platform for Administration and Back Office

Use case 03

AI agents for Administration & Back Office

The AI agents shown serve as examples and inspiration. Which agents actually make sense depends on the industry, company size, processes and individual requirements – the possible applications are virtually unlimited.

In many SMEs, administration ties up more time than expected: sifting the inbox, filing documents, monitoring deadlines, settling travel and maintaining master data. The effort lies in reading, assigning and following up. These ten AI agents take over exactly this recurring back-office work.

1

Email & Inbox Triage Agent

Still manual today

Manually sifting central mailboxes, reading every message, clarifying responsibilities, forwarding, creating tasks and keeping deadlines in your head.

Automated with AI

Monitors the central mailboxes, reads emails including attachments, recognises the concern and urgency, creates cases, distributes tasks to the right people and tracks processing through to completion.

45–60 h savings / month

Pays for itself in 6 to 8 months

Outlook rules only filter by rigid terms, but understand neither the meaning nor the urgency of a message and steer no follow-on processes.

2

Internal Service Desk Agent

Still manual today

Answering the same recurring questions from colleagues by shout, phone or email, looking up forms and guides, forwarding and following up requests from HR, IT and administration.

Automated with AI

Answers internal requests from HR, administration, IT or facility management via chat or email, hands out documents and forms, requests missing details, triggers follow-on processes and tracks the resolution to completion.

35–50 h savings / month

Pays for itself in 7 to 10 months

Intranet and ticketing systems document requests but rarely resolve them autonomously; staff prefer to ask the assistant directly rather than search themselves.

3

Contract Management & Deadline Agent

Still manual today

Hunting down contracts in folders, emails and network drives, manually checking terms and notice periods, noting them in the calendar and regularly reminding the team.

Automated with AI

Reads contracts from PDFs, recognises terms and deadlines, reminds in good time, obtains internal decisions, triggers renewal or termination processes and documents the results.

30–40 h savings / month

Pays for itself in 8 to 11 months

Contracts are often scattered; standard software offers static data fields but does not actively monitor deadlines or trigger any follow-on steps.

4

Minutes & Action-Tracking Agent

Still manual today

Taking notes during meetings, formatting and sending minutes, distributing to-dos and laboriously reminding colleagues of open tasks.

Automated with AI

Processes transcripts or notes, creates the minutes from the company template, extracts tasks with owners and deadlines, assigns them in the project tool and chases the status before the next meeting.

25–35 h savings / month

Pays for itself in 9 to 12 months

Pure transcription tools deliver unstructured text, project tools manage tasks, but a system rarely actively tracks the implementation.

5

Data & Master-Data Maintenance Agent

Still manual today

Researching incomplete records by hand, adding missing phone numbers, addresses and company names, hunting for duplicates and transferring changes into several systems.

Automated with AI

Detects incomplete or changed records in CRM and ERP, reconciles them with public sources such as the company register, cleans up duplicates, completes contacts and keeps the systems in sync.

20–30 h savings / month

Pays for itself in 9 to 14 months

Standard CRM systems only validate the format, but do not actively research data on the web and do not reconcile different systems across the board.

6

Travel Management Agent

Still manual today

Searching booking portals and the ÖBB, coordinating times with managers, obtaining approvals, booking manually by credit card and filing confirmations.

Automated with AI

Takes rough travel requests, checks the travel policy, compares connections and hotels, obtains approvals, books end-to-end, enters appointments and informs everyone involved of changes.

20–30 h savings / month

Pays for itself in 10 to 15 months

Travel portals compare fares but make no autonomous selection by policy and preferences; many SMEs still organise travel by email and phone.

7

Employee Onboarding Agent

Still manual today

Ticking off checklists in Excel, chasing IT, requesting hardware and access, booking training and coordinating appointments with departments.

Automated with AI

After the contract is signed, triggers the entire onboarding process: orders hardware from the IT provider, requests required details, books training, creates the induction plan and tracks every step up to the first working day.

20–30 h savings / month

Pays for itself in 10 to 16 months

HR software only manages the personnel file; the operational, cross-departmental coordination is left to the assistant.

8

Document Digitisation & Filing Agent

Still manual today

Scanning mail at the copier, laboriously renaming files (»Scan_123.pdf«) and sorting them by hand into the right location.

Automated with AI

Processes incoming mail, reads documents via OCR, recognises type and relevance, names the files to the company scheme and files them structured and searchable in the DMS or SharePoint.

20–25 h savings / month

Pays for itself in 11 to 13 months

Scanner software only produces digital images; understanding the content and the logical assignment previously required human thinking.

9

Travel-Expense & Reimbursement Agent

Still manual today

Checking receipts manually, calculating per-diems and mileage in Excel and transferring the finished statement into the accounting system by hand.

Automated with AI

Processes submitted receipts via OCR, calculates Austrian per-diems and mileage in a legally compliant way, checks the entries for plausibility and hands the finished statement to accounting.

20–25 h savings / month

Pays for itself in 11 to 14 months

Standard expense tools only manage data; the plausibility check and the complex Austrian tax logic often require manual input.

10

Authority & Deadline Management Agent

Still manual today

Reading long letters from the WKO, tax office and ÖGK, spotting legal deadlines, noting them in the calendar and regularly reminding the team.

Automated with AI

Recognises deadlines and requirements from official letters and emails, enters them in the team calendar, gathers the required information, requests documents from the responsible colleagues and steers timely completion.

15–20 h savings / month

Pays for itself in 11 to 15 months

Digital inboxes only deliver documents; they do not autonomously analyse the text for business-critical deadlines, and authority communication often runs outside the core systems.

Each of these agents works with your existing systems — Outlook, ERP, DMS and line-of-business applications — and hands decisions or complex cases seamlessly to the responsible staff. The AI takes over the routine, control stays in-house.

The figures show the potential time savings versus today's largely manual effort, along with the estimated payback period of the implementation. Guideline values, depending on company size, number of transactions, data quality and process maturity.

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