Ada AI back office
for SMEs
An industry-configured AI back office on a European stack: Ada takes routine work off your team's plate — inbox, writing and invoicing. Drafts are created automatically, the sign-off stays with a human.
The back office eats the time you need for your core business.
Always the same three areas — every day, in every office.
The inbox overflows
Emails, requests, responsibilities: every message has to be read, triaged and answered. That costs the most productive hours of the day.
Endless writing work
Documents, replies and templates are written by hand again and again — even though the information needed already sits in your files and cases.
Invoicing & dunning
Writing invoices, watching deadlines, reconciling payments, sending reminders: necessary, but pure busywork.
A back office that thinks along — and lets you decide.
Ada handles the routine and puts every draft up for approval. Nothing goes out without your okay.
Your AI assistant for the entire back office
Ask Ada like a colleague: the assistant knows your files, cases, documents and figures — system-wide. It finds information, answers questions with sources cited and initiates actions, from a reply draft to a reminder. Every action waits for your approval.
AI inbox with approval
Ada reads incoming messages, triages them and suggests reply drafts. You review, adjust and approve — human-in-the-loop at every step.
Document studio with AI editor
Drafts are created from the context of your files and cases. Accept or reject the AI's suggested changes one by one with a click.
E-invoicing, inbound and outbound
Compliant with EN 16931 — XRechnung and ZUGFeRD. Generate outgoing invoices, read and process incoming ones automatically.
Invoicing & dunning
From quote to reminder: create invoices, keep an eye on incoming payments, prepare dunning runs — with a DATEV connection.
Analytics & dashboard
Open items, cycle times, inbox volume: Ada shows at a glance where your office stands.
Channels: email, Telegram, website chat & phone (voice bot)
Ada works where your requests arrive — via email (IMAP), through Telegram and as a chat on your website.
Reminders & deadlines
Automatic follow-ups and payment reminders: whatever gets left behind speaks up on its own — deadlines and open items stay in view.
Cases & files as context
Every email, document and invoice hangs off the right case — Ada always works with the full context instead of isolated fragments.
Templates & letterhead
Documents and invoices in your own corporate design; layouts and text blocks configurable per document type.
Spelling & grammar check
Right in the editor, hosted on European infrastructure — no text leaves the EU for it.
Built-in docs & training videos
Manual and step-by-step videos right inside Ada — your team learns the system without external training sessions.
Configured per industry — not off the shelf.
Ada speaks the language of your field. Five configurations are ready:
Property management
Rental management with cases, tradesperson coordination and tenant requests — from inbox to work order in one place.
See all modules for this industryLaw firm
Files, conflict checking, a deadline board with dual control and a handling of confidentiality that fits professional secrecy — on-premise on request.
See all modules for this industryE-commerce with JTL Wawi
Order and shipping inquiries are answered automatically — connected to your JTL Wawi, with auto-reply for standard cases. On request, an AI phone assistant also answers order-status calls.
See all modules for this industryTrades (HVAC & building services)
Dispatch board with drag-and-drop, technician app with offline mode, digital time tracking, maintenance planning and AI quoting with a DATANORM article master — office and site in one system.
See all modules for this industryIT & systems engineering
For installers and system integrators: maintenance to standard (fire alarm, intrusion, DGUV V3), inspection and measurement protocols, subcontractor management and GDPR video documentation as a sellable package.
See all modules for this industryFurther industries on request — Ada is configured per industry.
Data sovereignty is no add-on with Ada.
Ada is built from the ground up for European SMEs.
EU language models
Ada runs on language models from Europe (Mistral) — no offloading of sensitive content to US providers.
Hosting in the EU
Operated in EU data centres. Your data stays in European jurisdiction.
On-premise option
On request, Ada runs entirely on your own infrastructure — for cases where nothing may leave the building.
Designed for confidentiality
Sensitive content can be processed on-premise — designed for professions bound by statutory confidentiality (§ 203 German Criminal Code).
Approval before every send
Ada suggests, a human decides. No message and no document goes out without explicit approval.
How the rollout works
Productive within a few weeks — depending on the integrations.
Demo & requirements call
We show Ada against your workflows and clarify what your office really needs.
Configuration & integration
Ada is configured for your industry and connected to your systems — email, DATEV, JTL and more.
Pilot with your team
Your team works with Ada on real cases. We fine-tune wherever it snags.
Production & expansion
Ada goes into regular operation — and grows with more channels and features.
Investment
Three tiers — the right one follows from your needs.
Start
For small teams: one vertical, operated in the EU cloud. The quick way in.
Professional
Multiple users, the full range of channel and invoicing features.
Enterprise On-Prem
Operated on your own infrastructure, with custom integrations and connections.
What determines the price
Number of users
How many people work with Ada.
Industry / vertical
How extensive the industry-specific configuration is.
Feature scope
Which channels, modules and automations you use.
Hosting
Cloud in the EU or on-premise on your infrastructure.
We put concrete figures in context together during the demo call — matched to your scope.
Become a design partner.
Ada is in production use. We continue to take on a limited number of new customers who help shape Ada — preferential terms, a direct line to development and influence on the roadmap.
Already in use at, among others, a Bavarian property manager, a law firm and an online retailer (JTL).
Frequently asked questions
Ada runs on EU language models (Mistral) and is operated in EU data centres. On request, Ada runs entirely on-premise on your own infrastructure — then no content leaves your building.
Email (IMAP), DATEV, JTL Wawi, Telegram and the chat on your website. We set up further integrations as part of the configuration.
No. Ada takes on drafting and routine work — the decision and the sign-off stay with a human. Your team gains time for what matters instead of being replaced.
As an early customer you help shape Ada: you get preferential terms, a direct line to development and influence on the roadmap. The number of seats is limited.
Yes. In the enterprise variant Ada runs on your own infrastructure — designed for cases involving professional confidentiality (§ 203 German Criminal Code) or particularly sensitive data.
Typically a few weeks — depending on which systems are connected and how extensive your industry configuration is.
See Ada against your own workflows.
In the demo call we show how Ada relieves your back office — and put scope and investment in concrete terms.