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Growing the business · project outside the subscription

Process automation and AI for work that someone retypes by hand today

We connect systems, documents and data into a process that runs without retyping, chasing deadlines or copying information between screens. We add AI only where you can measure how much work it saves.

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+48 535 040 361+48 511 275 531

Project from PLN 7,000 net

What you get after the review

Code displayed on a monitor

What to automate first

The first question is about the process: is it frequent, repeatable and measurable. Choosing an AI model comes only after that.

If you recognise two or three of these signs, a free online consultation will show whether to start, and where.

  • The same information is retyped between email, spreadsheets, CRM and the ERP system.
  • Someone copies invoices, orders or contracts from PDFs into your software every day.
  • A report is pieced together by hand from several files every week.
  • Deadlines are tracked in personal calendars and messages.
  • Company knowledge exists in documents, but it's quicker to ask a colleague than to find it.
  • Two systems in the business don't talk to each other, so someone does it for them.

Process automation in your business, from a process map to a working workflow.

  1. 1

    Process mapping

    We map out triggers, inputs, decisions, exceptions and responsibilities before the first automation is built.

  2. 2

    Automation sprint

    One process end to end: design, workflow in n8n, Make or Power Automate, error handling, notifications, testing and documentation. Usually one to three weeks.

  3. 3

    System integration

    Connecting two systems via API: data flow and validation, handling of duplicates and conflicts, retries after errors and a view of the sync status.

  4. 4

    AI document extraction

    Extracting data from invoices, orders and contracts, classification and summaries. Documents the model isn't sure about are passed to a person.

  5. 5

    Company knowledge assistant

    Search and answers based on approved documents, with a link to the source and an answer accuracy test before go-live.

  6. 6

    Monitoring and costs

    Every run leaves a log, every error triggers an alert, and with AI we also keep an eye on the cost of model queries.

AI and BI in practice. Two examples with numbers.

Before we implement anything, we calculate what it saves. Here are two examples of what that looks like in practice.

Automation with AI

From 40 minutes of retyping to a few minutes of oversight.

Invoices and orders arrive by email. The system reads the data, enters it into your software and only flags the documents that don't match for approval.

Before
40 min per day
After
about 4 min
The maths: 40 minutes a day is about 14 hours of one person's work per month. An illustrative calculation, not a specific client result.
  1. Invoice arrives by email
  2. AI extracts the data
  3. Entered into the system
  4. A person reviews the exceptions
Process automation and AI

Analytics and BI

A report that updates itself every morning at 7:00.

Data from accounting, sales and spreadsheets in one dashboard. Management sees the same numbers as accounting, without emailing files around.

Sales dashboardsample data
Sales, September
398k
Margin
31,4 %
Overdue invoices
12
Apr312May338Jun301Jul356Aug372Sep398
Sales in thousands, sample data
Apr312
May338
Jun301
Jul356
Aug372
Sep398
Analytics and BI dashboards
A person at a desk working on a spreadsheet

We deliver AI and BI in stages: process and data first, then the tool. Every project has an owner on your side.

What you get in writing.

The solution must remain maintainable after the project ends.

  • Process map

    Before and after, with exceptions and the person responsible for each step.

  • Workflow documentation

    Systems, access, dependencies and error handling, written up so someone else can take it over.

  • Test scenarios

    Valid, invalid and edge cases used for acceptance.

  • Guide and training

    What to check and how to respond when a process stops. Plus short training for the people who use it.

A man reviewing documents at a desk with a laptop

Who is responsible for what.

We agree who is responsible for what before quoting. Every project has an owner on your side.

On the NexaIT side

  • analysis of the process and dependencies between systems
  • solution design with acceptance criteria agreed before starting
  • building, testing and documenting the workflows
  • AI model selection and accuracy testing where AI is part of the process
  • bug fixes for 30 days after acceptance

On your side

  • naming the process owner and the decision-maker
  • access to systems and sample data for testing
  • users taking part in acceptance testing
  • tool accounts and licences, and AI model usage costs, paid directly to the provider
  • deciding what the automation may do on its own and what needs approval

What this service doesn't include.

Clear scope boundaries are part of a good contract. We talk about them before the contract is signed.

If a simpler organisational change would solve the problem better than automation, we'll tell you before quoting.

Show the list of exclusions
  • automating a process nobody in the business can describe
  • legal or financial decisions made by AI without human approval
  • deployments on employees' personal accounts or undocumented access
  • AI model usage and tool licences, which you pay directly to the provider
  • developing features in a third-party system whose vendor doesn't provide an API

Who process automation is for

It makes sense if

  • The process happens at least several times a week.
  • You can measure the time taken or the number of errors before and after the change.
  • There is someone who will own the process and be responsible for it.

We don't recommend it if

  • The process changes every few days and nobody knows what it should look like.
  • The goal is just "having AI", with no problem to solve.
  • There's no access to the systems that need to talk to each other.

How much process automation and AI cost

We price the scope of work for a specific process. Mapping a single process before automation costs from PLN 1,800 net. An end-to-end automation sprint for one process starts from PLN 7,000 net and usually takes 1 to 3 weeks. Integrating two systems starts from PLN 7,500 net, AI-assisted automation from PLN 9,000 net, and an automated report from PLN 2,500 net. Tool licences and the cost of AI model queries are separate. The price depends on:

  1. the number of systems to connect and the quality of their APIs
  2. the number of exceptions and decisions in the process
  3. whether AI is part of the process and what accuracy is required
  4. the required level of monitoring and error handling
  5. the amount of historical data to migrate
View packages and rates

Questions before you decide.

Does automation require replacing current systems?

Usually not. First we check what can be connected using the tools you already have. We only suggest replacing a system if there is no way to access it from outside.

Does our data have to go to an external AI model?

Not always. The architecture depends on data confidentiality, legal requirements and budget. With sensitive data, we agree in writing what may and may not leave the business before we build anything.

What happens if an automation stops working?

You get a notification, and every run leaves a log, so you can see at which step and why the process stopped. The guide tells you what to do straight away. We can take on ongoing maintenance as part of managed support.

What do you build automations with?

Most often with n8n, which can run on your server, or with Make when a cloud service is more convenient. In businesses that work in Microsoft 365, we also use Power Automate. The choice depends on where the data needs to stay, how many runs a month you expect, and who will maintain the workflows after handover.

What does AI cost to run after implementation?

Model queries are a recurring cost that depends on the number of documents and questions. We estimate it before starting, show it separately in the quote and monitor it after go-live.

Related

Free · 60 minutes online · no obligation

First, a conversation about the process, then the tool.

  1. You tell us about the processOnline, by video call. What takes up time today, which systems hold the data and what you want to achieve.
  2. We tell you whether it's worth itSometimes a change to a spreadsheet or a process is enough. If so, we'll say that instead of proposing a project.
  3. You get the next stepBy email after the meeting: what to map, what data to prepare and what the price depends on.
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+48 535 040 361+48 511 275 531

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