Workflow Automation for SMBs in Austria
Workflow automation in Austrian SMBs rarely fails because of the idea, it fails because the systems involved do not talk to each other: email, calendar, CRM, accounting, often alongside industry software that has been in use for years. Process automation at Neuklick therefore first builds the connection between these systems, so a detail entered once stays there, and then the end-to-end process that carries an inquiry automatically from first entry to completion. Every handoff that happens by hand today becomes an automatic step, triggered by a clearly defined event. This fits businesses where several programs are part of the same process and data therefore gets typed more than once.
Who this module is for
- An inquiry comes in by email or form, and someone then creates it by hand in the CRM, drafts a document, adds a calendar entry, and writes a follow-up message, several times a day.
- The process depends on three or four programs in sequence, and when one step gets forgotten, say the calendar entry, a customer waits without anyone noticing.
- The same details get typed twice or three times, in different systems, with the risk of typos creeping in or the status going stale somewhere.
- The business is growing, but the person who has been the connecting piece between systems now spends several hours a week purely on this transfer work.
- The industry software you have worked with for years has no official interface, only a CSV export that someone imports by hand into another system.
- New software is about to be introduced, but nobody in the business can say whether it can even be meaningfully connected to the existing system landscape.
What you receive
An inventory of your system landscape
We check which of your tools offer an interface, which do not, and what is technically possible between them before anything gets built. This inventory is the foundation the later workflow builds on.
Direct connections between your tools
Customer data, appointments or invoice items move automatically to where they are needed, instead of someone entering them a second or third time. Each of these connections is also the building block the end-to-end process is made of.
An end-to-end process from inquiry to completion
Running on top of the connections between systems, the entire path an inquiry takes runs automatically, CRM entry, document creation, calendar booking, follow-up message, instead of restarting by hand at every station.
A solution for systems without an interface, and for outages
For software with no official API we find a working path, such as an automated export-import, and we are upfront about where that path is less robust than a real interface. If one of the involved systems is briefly unreachable, the affected step is queued and retried automatically, instead of silently losing the data.
One reliable version of your data
It is defined which system is the leading source for each piece of data, so customer, appointment or invoice details cannot contradict each other across systems. That prevents two employees from working off different versions of the same record.
A traceable log and handover documentation
For any inquiry you can see which step fired when and where it currently stands. Every connection is also documented, which system triggers which step and under what condition, so later changes stay traceable, with or without us.
Examples from everyday SMB work
Inquiry to quote
An inquiry arrives through the form. The contact is created in the CRM, the quote is filled from the template, the appointment is blocked in the calendar and the acknowledgement goes out. That used to be four programs and roughly ten minutes per inquiry. Now it is one step.
Job to invoice
When a job is marked complete, the recorded line items move into accounting automatically, the invoice goes out, and the payment is reported back into the CRM when it arrives. Nobody retypes an amount a second time.
Industry software without an interface
The software you have used for years can only export CSV. That export is collected, checked and imported automatically, instead of someone downloading it by hand every morning. Where this route is less robust than a real interface, we say so up front.
How it runs
Inventory & mapping the process
We map your existing systems and the interfaces they offer, while going through the process in parallel: which programs are involved and where handoffs happen by hand today.
Building the connections
We set up the connections between systems, define which system leads for each piece of data, and define which event triggers which next step in the process.
Test run
The process runs alongside real but non-critical cases first, so issues surface before the whole operation depends on it.
Operation & adjustment
After the switchover we monitor the running process and the connections, and adapt both whenever an involved system or your workflow changes.
On site in Vienna, remote across Austria
We are based in Vienna-Alsergrund. In and around Vienna we prefer to map the process on site, because an hour at the desk shows more than three phone calls: which windows sit open side by side, where things get retyped, which note is lying next to the keyboard. For businesses elsewhere in Austria the same session runs remotely via screen share. The build itself happens at our end either way, and we sign it off together.
Build and operating cost
The build is a one-time investment: it covers the inventory of the involved systems, setting up the connections between them and the end-to-end process running on top, plus the test run. How extensive that is depends on how many systems are involved and how well they can be addressed, so the exact price is only fixed as a firm number after the discovery phase. Ongoing operation is optional and covers monitoring, fixing issues, and adapting the workflow whenever one of the involved systems changes.
We agree on concrete prices in the initial consultation. All amounts excl. VAT. Whether part of it can be funded depends on which programme is currently accepting applications. We keep the verified status up to date in our funding article.
What this costs to keep running is covered under operation & ongoing care, and where your data physically sits under hosting in Austria & the EU.
See all servicesFrequently asked questions about workflow automation
Often yes, but not always the same way. Some industry software offers no API at all, only a file export, such as CSV. In these cases we build the connection around that export and tell you upfront, honestly, where that creates a limitation, instead of promising a seamless link that does not technically exist.
The affected step is queued and retried automatically once the system is reachable again, no data is lost in the process. For longer outages, a responsible person gets notified so nobody is left waiting on a response unnoticed.
You get one accountable contact at Neuklick, not a rotating account manager. Whether we continue running the operation or hand the documentation to your own IT team is your call, both are set up to work.
Yes. An additional system is treated as its own clearly scoped addition, with a short discussion of effort and its own fixed price, rather than simply being folded into the existing build.
That depends on how many systems are involved and how well they can be addressed. After the discovery phase we give you a concrete timeframe, not a rough guess.
No, the goal is to connect the tools you already use, not to replace them. Only if a system technically cannot be meaningfully connected do we discuss alternatives with you openly.
We work through documented interfaces the vendor provides wherever possible. If a workaround is ever needed, for example because there is no official API, we discuss it with you openly, including whether it is compatible with the vendor's terms of use.
The price mainly depends on how many systems are involved, whether they offer official interfaces, and how extensive the process running on top needs to be. The build is therefore only fixed as a firm number after the discovery phase, ongoing operation is optional and calculated separately. We name concrete figures in the free initial consultation. Whether funding applies is decided by whichever programme is currently accepting applications.
