08:17A new enquiry comes in
What happens now?
In most companies this is exactly where the manual work begins. Someone retypes the details. Someone creates the customer. Someone looks for the template that worked last time.
We make sure those separate steps become one workflow.
Does any of this sound familiar?
- report_final_new_3.docxNobody is quite sure which version is the current one.
- RE: RE: FW: QuoteThe status of a case lives in an email thread.
- customers_2026.xlsxCustomer data sits in a spreadsheet one person maintains.
- note next to the keyboardThe task exists, but only in one place.
- WhatsApp group “Site”What was agreed yesterday is known only to whoever was there.
- 2024 › Miller › final › newAnd in the end someone spends ten minutes looking for a file.
It can work differently.
None of this is a sign of poor work. It is the normal result of a company growing while its tools did not grow with it.
We build the workflow behind it.
Not every company needs all of it. But every step gets easier when the previous one has prepared it.
01 Enquiry
It arrives in one place
By form, email or phone — but with the same details and in one inbox, not three mailboxes.
02 Customer
Recorded once, available everywhere
Company, contact and address are captured once. After that they appear in quote, report and invoice without anyone retyping them.
03 Project
The enquiry becomes a case
With a number, a status and an owner. Everything that follows is attached to it.
04 Tasks
The steps are already there
What happens in every case is prepared. Who does what by when is visible to everyone.
05 Documents
Built from what already exists
Quote, report and invoice fill themselves from existing data and then sit where people look for them.
06 Communication
The thread stays with the case
Emails, notes and appointments hang off the project. Even when someone is away, the rest of the team knows where things stand.
07 Invoicing
The invoice follows, it is not research
What was done is already on record. Afterwards the case closes into the archive — findable if someone asks in three years.
We can improve single points. We can also build the chain as a whole. Which of those makes sense is decided by your workflow, not by our offering.
What we build for that
Eight parts. Each solves a problem on its own. Together they make the chain above.
- 01Enquiry
Website & enquiries
TodayThe enquiry came in by WhatsApp. Half the address is in the chat, the rest in someone's head.
View - 02Customer & data
Customers & data
Todaycustomers_2026.xlsx sits on exactly one person's desktop.
View - 03Project
Projects & cases
TodayYou only know where the project stands after reading through the emails.
View - 04Documents
Documents
Todayreport_final_new_3.docx – and the template came from a job in 2021.
View - 05Transitions
Automation
TodayThe deadline is in the calendar. Nobody notices it coming closer.
View - 06Foundation
Microsoft 365 & cloud
TodayTeams is there, SharePoint too. What actually gets used is Outlook.
View - 07Transitions
AI
TodayThe details are in the PDF. Someone types them into the form.
View - 08Foundation
Technical support
TodayThe new colleague has been waiting for their mailbox since Monday.
View
Your existing software does not have to go.
- DATEV stays DATEV.
- Microsoft 365 stays Microsoft 365.
- Your industry software stays your industry software.
We connect, extend and simplify where it actually helps. Replacing an established system costs money, time and nerves — and only pays off when it genuinely stands in the way. That decision is made together, not in a quote.
What sits underneath is decided together.
- Maybe what is already included in your Microsoft 365 is enough.
- Maybe it takes a small application of its own for exactly one workflow.
- Maybe two existing programs simply need to talk to each other.
- Maybe a standalone solution makes more sense than anything else.
We work with Microsoft 365 including SharePoint, Outlook and Planner, with cloud services, custom web applications, databases, interfaces to existing software, and with AI. Which of those is used follows from your workflow, not the other way round.
From applications we built
These are excerpts from applications we actually built. No rebuilt interfaces and no invented numbers.
And where can AI really help?
Not everywhere. And not in every company.
AI is good at reading, classifying and preparing text. It is bad at being binding. So here it sits as one step inside a workflow, with a point at which a person confirms what gets taken over.
Example: a document comes in
Also worthwhile
- Summarising long email threads
- Evaluating documents
- Searching your own material and answering in full sentences
- Preparing draft text in your wording
Companies that work this way
The industry matters less than the starting point: the company has grown, the way of working has not grown with it.
Surveyors & expert witnesses
From the enquiry to the dispatched report – without anyone hunting for text blocks.Engineering & planning offices
Projects, hours, versions and responsibilities in one place instead of four tools.Trades businesses
Fewer notes, fewer follow-up questions, fewer things added afterwards.Law firms & notaries
Clients, matters, documents and dates brought together traceably.
Where are you losing time?
Two minutes. No sales pitch.
A few questions about your working day: where customer data sits, how jobs come in, which steps are regularly done twice. At the end there is an assessment of where a change is most likely to pay off.
Start the quick checkNo sign-up. You see the result immediately and can send it if you want to.
Ali EftekhariAEM Software, Hanover
You speak directly to the person who builds it.
At AEM Software there is no sales team between you and the implementation. Whoever listens in the first conversation also builds afterwards. There is a practical reason for that: most misunderstandings arise exactly between what was discussed and what gets built from it.
This works best with companies that can say specifically what bothers them. From that comes a first, clearly defined step. Whether more follows is your decision afterwards.
Whatever is built here is documented so that someone else could continue from it.
Tell us briefly where it gets stuck.
Two or three sentences are enough. You usually get a reply within 24 hours with an assessment: what the most sensible first step would be — and whether we are the right people for it.
- Remote or on site
- GDPR-compliant, data processing agreement on request
- Reply usually within 24 hours
- Clear prioritisation instead of unnecessary complexity
- From small work packages to larger projects