Workflow automation · Graz & all of Austria
Process automation for SMEs: automate business processes, keep control
Copying quotes together, retyping invoices, moving orders from one program to the next: in many businesses a lot of working time goes into steps that are always the same. We automate exactly these processes, step by step and with the tool that suits you. Where a decision has consequences, a person still confirms.
Free and without obligation · Reply to enquiries within 24 hours
One process, before and after
What automation means day to day
Taking a customer enquiry that arrives by e-mail or web form as an example:
Today
- Enquiry lands in the inbox
- Someone retypes it into the CRM
- Reminder in their own calendar
- Forgotten in the daily rush
Automated
- Enquiry lands in the CRM automatically
- Follow-up is scheduled
- Alert if it stays unanswered for 24 hours
- A colleague replies with all the data at hand
This is exactly how it works in our own business. No enquiry gets lost, and the reply is still written by a person.
Typical processes
The processes SMEs automate most often
Most candidates have one thing in common: data is read from one program and transferred to another, following rules everyone on the team knows.
Creating quotes
Customer data, items and prices from CRM or ERP flow into a quote template. Your team checks, adjusts and sends it, instead of copying it together from several sources each time.
Extend your ERPCapturing incoming invoices and documents
Invoices and delivery notes in PDF are read, the data is prepared and presented for confirmation before it goes into accounting.
AI integrationOrders between shop, ERP and accounting
An order is entered once and then moves on: into the ERP, into accounting, with status and tracking sent back to the shop and the customer.
System integrationEnquiries into the CRM, with follow-up
Enquiries from web forms and e-mail land in the CRM, responsibility is clear, and nobody has to remember when to follow up.
n8n automationReports and analyses
Figures from shop, ERP and accounting come together automatically on the reporting date, instead of being copied into Excel by hand every month.
Appointment booking and reminders
Customers book a free slot themselves, confirmation and reminder go out automatically, and the appointment is in the calendar and the CRM with all details.
Prioritising
Where we start: frequency, effort and error risk
Not every process is worth automating. Before we build anything, we look at each candidate with three questions:
- 1
How often does the process happen?
Something that happens daily or weekly saves more than a task that comes up twice a year.
- 2
How much manual work goes into one run?
The more copying, retyping and chasing it involves, the more automation pays off.
- 3
How costly is a mistake?
A transposed figure on an invoice or a forgotten order costs more than a typo in an internal note.
Check case by case
Rare but laborious or sensitive: a template or checklist is often enough.
Automate first
Frequent, laborious, error-prone: this is where we start.
Leave it manual
Rare and simple: building it does not pay off.
Small helpers
Frequent but quick: a feature in your existing system is often enough.
There is one precondition: the process has to follow clear rules. If everyone on the team handles it differently, we first agree together how it should run.
Tools
No-code, custom code or your existing system?
The tool comes after the process. We sell no licences and are not tied to any vendor, so we choose what fits your case:
Features of your existing system
automations and rules your ERP, CRM, shop or accounting software already offers
Fits when
- The process stays within one program
- The program already offers the feature
- You do not want to maintain anything extra
Limits
- Usually ends at the boundary of the program
- Depends on what the vendor provides
Workflow platform (no-code / low-code)
for example n8n or Make
Fits when
- Several programs with interfaces need to work together
- The process changes now and then and should stay adjustable
- Your team wants to see and understand the workflows
Limits
- Very complex logic becomes hard to follow
- Without an interface (API) the platform cannot do much either
- One more platform to run and maintain
Custom code
a small application built for exactly your process
Fits when
- Many special cases, calculations or large data volumes
- The process needs its own interface, for example for confirming
- High requirements for stability and traceability
Limits
- Higher effort at the start
- Changes need a developer
Often the best solution is a mix: the built-in feature for the simple part, a platform or custom code for the connection between programs.
Principle
AI suggests, a person confirms
Artificial intelligence can read documents, sort e-mails or draft replies. It is not error-free. That is why, wherever a step has consequences, we build in a confirmation step: the software prepares, a person checks and approves. That is faster than doing everything by hand and safer than trusting the machine blindly.
More about AI integration- Confirmation before bookings, orders and customer e-mails
- Every automatic step is logged and traceable
- If something fails, a responsible person is notified
References
Automation in practice
fiber4net, fibre-optic provider (2025)
Bidirectional sync between weclapp ERP and Shopify: orders from the shop flow into the ERP automatically, order status and tracking numbers are sent back.
- Orders no longer moved by hand between shop and ERP
- Status and tracking sent back to the shop automatically
- Invoice generator connected to weclapp
Manufacturer of steel bending machines
PDF documents are turned into machine data. The whole process is automated, with a deliberate confirmation step in which a person checks the recognised data.
- Conversion of PDF documents into machine data
- Automated end to end, with human confirmation
- Complex integrations across several interfaces (APIs)
Our own business
What we recommend to clients, we use ourselves: enquiries land in the CRM automatically, follow-ups are scheduled, and if an enquiry stays unanswered for 24 hours an alert goes out.
- Enquiries in the CRM automatically, with follow-up
- Alert for enquiries open for 24 hours
- Our own AI agents in production, for example for SEO reports and content checks
Working together
How we work
Initial call (free)
You tell us where most of the manual work sits in your business. We say honestly what can be automated and what cannot.
Process review
We go through the processes step by step, on site in Graz and Styria or by video call, and prioritise the candidates.
Fixed-price quote
You receive a fixed-price quote for the first, clearly defined process, including the choice of tool and the reasoning.
Live step by step
One process after another goes live, first in a test run with real data, then the automation takes over.
Operation and monitoring
We monitor the processes and get in touch if something goes wrong. If you wish, your team takes over the support itself.
The code and the workflows belong to you
Source code, workflows, server access and accounts belong to your company, and that is in the contract. With the documentation, your IT or another developer can continue the work at any time.
Funding
Check funding for automation projects
Depending on the project, aws (Austria Wirtschaftsservice) and, in Styria, SFG may fund digitalisation projects. Important: you usually have to apply before the project starts. We discuss in the initial call whether a programme could apply to your project.
On site and remote
Process automation in Graz, workflow automation across Austria
EA Digital Solutions e.U. is based at Liebenauer Hauptstraße 41 in Graz. For the process review we are happy to visit your business in Styria, because processes are best understood where they happen. We work remotely with companies in Vienna, Upper Austria, Salzburg or Carinthia, with the same direct contact to the developer who builds the automation.
FAQ
Frequently asked questions about process automation
Which processes are suitable for automation?
The best candidates are processes that happen often, follow fixed rules and today move data from one program to another: creating quotes, capturing incoming invoices, passing orders between shop, ERP and accounting, entering enquiries into the CRM or compiling reports. Processes that are rare or run differently every time are usually better left to people.
What does process automation cost?
It depends on how many systems are involved and whether a tool like n8n is enough or custom code is needed. A single, clearly defined process is a small project; a chain across shop, ERP and accounting is a larger one. After the free initial call and the process review you receive a fixed price for the first step, with no open-ended hourly billing.
Do we need new software for this?
Usually not. A process can often be automated with the programs you already have, through their interfaces or built-in automation features. Where that is not enough, we add a workflow platform such as n8n or Make, or a small custom application. We sell no licences and are not tied to any vendor.
What happens if an automation makes a mistake?
We build every process so that errors are noticed instead of running on silently: if a step fails, a responsible person is notified and the case waits until it is resolved. For decisions with consequences, such as a booking or an order with a supplier, a person confirms before anything happens.
Will automation replace our staff?
No. What gets automated is the retyping, copying and chasing, not the decisions. Your team receives prepared data and confirms what the software suggests. The time that goes into routine work today is freed up for customers, advice and the cases that really need experience.
How quickly is the first process live?
We deliberately start with a single process, not the whole business. How long delivery takes depends on the number of systems involved and their interfaces. We set out the schedule together with the fixed price in the quote, and you test each process with real data before it takes over.
Where is our data stored?
We run automations on servers in the EU, or on your own infrastructure if you prefer. We sign a data processing agreement for the processing. Which data goes to which service, especially for AI steps, we agree in writing before the project starts.
Do you work outside Graz?
Yes, across Austria. We are based in Graz, and for the process review we are happy to visit your business in Graz and Styria. With companies in Vienna, Linz, Salzburg or other regions we work remotely, by video call and with progress you can try out.
Your next step
Which process costs you the most time today?
In the free initial call we find the process where automation is most likely to pay off and work out which tool fits. Then you receive a fixed price.