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.
Ada in 88 seconds
One case from the incoming message to the bookkeeping entry — recorded in the real application, not rebuilt as a mockup.
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 to EN 16931
Compliant with EN 16931 — XRechnung and ZUGFeRD. Generate outgoing invoices and send them automatically validated. Ada detects incoming e-invoices in the inbox; structured extraction of the embedded data is in development.
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 and website chat
Ada works where your requests arrive — via email (IMAP), through Telegram and as a chat on your website. A phone assistant is in development.
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.
Single sign-on with your company login (OIDC)
Your team signs in with the company account it already uses; Microsoft Entra ID is first-class supported — and Ada stores no password for those users. Role and confidentiality level come from your directory groups; password login stays as a fallback.
User provisioning from your directory (SCIM 2.0)
Joiners, moves and leavers flow into Ada automatically from Entra ID or Okta. A leaver takes effect immediately — the active session ends, rather than at the next login. Accounts are deactivated, never deleted.
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 and condo management with service-charge statements, owners' meetings, fees, meter readings and contractor coordination — from inbox to statement 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
Answer order and shipping inquiries in one click: Ada triages the request and prepares the finished reply draft, you approve it. The read connection to your JTL Wawi, auto-reply for standard cases and a phone assistant for order-status calls are in development.
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 industryConsulting & services
The configuration without industry ballast: quotes, invoices with e-invoicing, dunning and recurring billing per client — without the properties, assets or dispatch board you do not need.
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.
The Ada Data Shield
Personal data never reaches the AI model in the first place — on every request, automatically.
What your team writes
Draft a payment reminder to John Smith ([email protected]). March rent, €1,240, IBAN DE89 3704 0044 0532 0130 00.
Contains personal data
The Ada data shield replaces — before sending
What the AI model sees
Draft a payment reminder to [PERSON_1] ([EMAIL_1]). March rent, €1,240, IBAN [IBAN_1].
Pseudonymised · ready for the AI model
Detect
Names, addresses, IBANs, phone numbers, tax IDs — over 30 data types, optimised for German formats, are detected before a request leaves your system.
Replace
The data shield swaps them for neutral placeholders. The language model works with [PERSON_1] instead of your tenant or client — and still delivers precise results.
Restore
Ada re-inserts the real data into the response automatically. If that cannot be completed, the response is withheld rather than delivered — fail-closed, no exceptions.
Text, voice, documents — one shield for everything
The data shield does not stop at the prompt. Every form in which data could leave your system has its own layer of protection.
Text: pseudonymised
Every AI request is reversibly pseudonymised — detect, replace, restore, exactly as shown above. Automatically, on every request, fail-closed.
Voice: transcribed on-premise
Speech transcription runs fully on-premise by default — local Whisper in your own cluster, not a single byte of audio leaves the system. EU cloud transcription (Mistral, with a DPA) is available only as a deliberate per-customer choice. For law firms and professions bound by § 203 German Criminal Code: on-premise, without exception.
Documents: metadata-cleaned
Metadata such as EXIF, GPS and device information is removed before any external processing — for every customer, always. For highly sensitive sectors, the entire document recognition can run on-premise (local OCR): then not a single byte of a document leaves the system.
What you want protected does not leave the system: no real name in a text, no byte of audio from a voice, no metadata from a document. And where processing does happen externally, it happens on your terms — EU providers, a data processing agreement, documented.
The defaults at a glance: voice is transcribed on-premise. Text and document processing run through EU providers under a DPA by default — pseudonymised and metadata-cleaned. On-premise document recognition is an option for highly sensitive sectors.
The strongest models — without your data leaving Europe
EU models are Ada's default. For particularly demanding tasks, escalation to the most capable available models can be enabled per tenant — technically enforced only through the data shield: no setting, no bug and no click can send clear text to a non-EU model.
Enabled per tenant with transparent usage reporting. The data shield does not replace a DPA or a DPIA — it makes both considerably easier.
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
Ada starts at €299 per month, setup from €1,990. What it costs for your organisation depends on how it runs and how much it handles — we work that out in the first call.
Unlimited users — on every tier
Ada is not billed per seat. Whether three people work with it or three hundred: the price stays the same.
Start
One mailbox, one vertical, running on shared infrastructure in the EU. The quick way in.
Professional
Your own isolated instance, several mailboxes, SSO sign-in and an audit trail.
Enterprise On-Prem
Runs on your own infrastructure, custom connections, guaranteed response times.
What determines the price
How it runs
Shared infrastructure, your own isolated instance, or on your premises.
Industry / vertical
How extensive the industry-specific configuration is.
Scope
How many mailboxes, and what volume of cases and documents.
Support
How closely we accompany you in day-to-day operation.
Connections to your existing systems and digitising legacy archives are quoted separately. We put concrete figures in context during the demo call.
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 a Bavarian property manager and an online retailer (JTL).
Frequently asked questions
Ada runs on EU language models (Mistral) and is operated in EU data centres. On request the platform runs on your own infrastructure; speech and document recognition then work entirely in house. An in-house language model, which would keep text inside your building as well, is in development and requires a GPU host.
Email (IMAP), DATEV, Telegram and the chat on your website. The read connection to JTL Wawi is in development. 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. Speech and document recognition then work entirely in house; an in-house language model is in development and requires a GPU host.
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.