Business automation for invoices, reminders and office work
I automate repetitive office work: collecting invoices from your inbox, keeping track of due dates and sending payment reminders. You get a monitored service on an EU server instead of another tool to learn. After a free call, I send you a written fixed price, and the quote also states the monthly care fee.
What it costs
No German VAT is charged (small business rule, § 19 UStG). Third-party platform or licence costs are shown upfront.
- Owner-run businesses without office staff
- Companies with many incoming invoices
- Service companies with business clients
- Agencies and consultancies
- International firms with a German office
What I automate
- Invoice inbox: new invoices are collected from your mailbox, due dates and early payment discounts are extracted, and the documents go to your accounting software or accountant.
- Morning list: one email a day with every incoming invoice that is due soon.
- Payment reminders: sent to clients who haven't paid your invoices, after your approval.
- Office assistant: a voice note or a photo of a letter becomes a task, a deadline or a receipt, with an overview every morning.
- Connections between your tools, for example from a form to a spreadsheet or from email to your CRM, built with n8n or Make where that fits.
You approve, the system handles the routine
Automation should take work off your desk, not decisions out of your hands. Someone on your side approves every reminder before it goes out, and nothing is booked or paid automatically. I don't do bookkeeping or give tax advice: your accountant stays in charge and receives the documents properly sorted.
Already in use: invoice reminders on a German server
For a business with many incoming invoices, a system I built collects the new invoices from the mailbox every day, detects the payment deadlines and every morning sends the accounting team a short list of everything due soon. It runs on its own server in Germany with automated monitoring, and no invoice is sent to an AI. My own assistant on Telegram turns voice messages and photos of letters into tasks and deadlines and sends me a briefing every morning.
EU hosting, monitoring and clear data rules
- Hosting in the EU and data processing agreements with every provider involved.
- Monitoring with an alert when a workflow fails, for example because a provider changed its interface.
- AI only where it helps: the invoice reminder system above works without it.
- Original files stay unchanged and go to your archive or accounting system.
- I use EU services where possible.
How it works
- 01
Free call
We look at where invoices, letters and reminders pile up today and which tools you already use.
- 02
Scope and fixed price
You get in writing what will be automated, where the data goes and what it costs.
- 03
Setup and test run
I set it up on an EU server, and it runs alongside your current process before you switch over.
- 04
Operation and monitoring
For a monthly fee I monitor it and repair it when a provider changes something.
Frequently asked questions
How much does business automation cost?
It depends on which tasks are automated and which tools you already use. After a free call, you get a written fixed price, and the quote also states the monthly care fee. I charge no German VAT under the small business rule (§ 19 UStG).
Is the automation GDPR compliant?
It can be, and I set it up for that: EU hosting, data processing agreements with every provider involved and only the data the workflow needs. I deliver the technology, not legal advice, so your data protection adviser has the final say.
Do you do bookkeeping or tax work?
No. I automate how documents arrive, get sorted and reach your accountant, but I don't post entries, file taxes or give tax advice. Your accountant stays in charge.
Does an AI read my invoices?
Only if you want it to. My invoice reminder system works without sending invoices to an AI. Where AI helps, for example with photos of letters, I use providers with a data processing agreement and tell you which ones.
What happens if an automation breaks?
I get an alert and usually start on it the same evening or the next business day. Workflows mostly break when a provider changes its interface, which is why monitoring is part of the monthly fee.
Can you connect the tools we already use?
Usually, yes. Mailboxes, spreadsheets, accounting software and CRMs can often be connected through their interfaces or with n8n or Make. I check your tools in the first call before I quote a price.
Can you take over automations someone else built?
Yes, after I have reviewed them. If they run on n8n or Make, I can take over monitoring and repairs as a monthly care plan, priced after the review.
Can the invoice inbox handle German e-invoices?
Yes, it collects them from your inbox like any other invoice. Businesses in Germany have had to be able to receive e-invoices since 2025, and an email inbox is enough for that. Whether and when you must issue e-invoices yourself is a question for your tax adviser.