AI Use Cases for SMEs from Switzerland \| SchäferSoft GmbH [ Skip to content ](#main-content) AI Highlights and Use Cases for SMEs ====================================== Putting intelligence where it actually makes a difference. Use cases Where AI really helps ----------------------- Typical use cases from everyday SME practice. Email triage Incoming emails are recognised, sorted and forwarded to the right place automatically. Urgent requests are flagged, standard cases prepared and irrelevant messages filtered out. Your inbox stays manageable and your team responds faster. Quote preparation The AI reads enquiries, picks out products, quantities, requirements and deadlines, and turns them into a draft quote with suitable text blocks. Your team only checks content, price and tone. Time-consuming groundwork becomes a quick round of corrections. Internal knowledge management Manuals, guidelines, project documents and experience become searchable in one place. Employees ask questions in plain language and get answers with sources. This helps with onboarding, special cases and wherever people spend too long looking for information today. Invoice processing Invoices from email, PDF or scan are read, checked and prepared for accounting automatically. Amounts, line items, dates and suppliers are recognised and matched against existing information. Unclear cases are passed on for manual review. Reporting & dashboards The AI turns raw figures into summaries that are easy to understand. It spots trends, anomalies and important changes in your data and turns them into daily updates, weekly reports or ad hoc analyses. Reporting becomes a basis for decisions instead of spreadsheet work. Customer support Standard questions about products, orders or terms are answered straight away in the right tone. More complex requests are handed to the right person along with context, customer data and previous history. Your team gains time for the cases that really need attention. Capabilities What our AI solutions can do ------------------------------ Practical capabilities that change your everyday work. Each of these features can be built into your solution on its own or in combination. ### Retrieval Augmented Generation Your documents, manuals and knowledge bases, searchable in plain language. The AI bases its answers on your data and shows where they come from. ### Workflow automation Multi-step processes that run on their own. Triggers, conditions, actions: from the incoming email to the finished booking, fully automated. ### Document understanding PDFs, scans, contracts, invoices: the AI reads, understands and extracts the relevant information. Structured, validated and ready for further processing. ### System integrations The AI doesn't work in isolation. It accesses your existing systems, reads, writes and updates. ERP, CRM, accounting, email. ### Natural language Ask questions the way you would ask a colleague. The AI understands context, tone and intent and replies in the language of your customers or your team. ### Structured results Structured data, completed forms and finished reports. The AI delivers results in the format your system needs. ### Access control Who can ask what? Which data is visible to which role? Fine-grained permissions keep sensitive information protected. ### Monitoring & logging AI decisions are logged so they can be traced. Error monitoring and quality metrics show how your AI is performing. ### Real-time processing Requests are processed in seconds, not minutes. Answers appear while they are being generated, and several requests can run in parallel. ### Model independence OpenAI today, Claude tomorrow, something new the day after. Our architecture stays model-agnostic, so you can switch to suitable models when requirements or options change. ### Clean AI instructions We write the requests to the AI systematically and check the answers. That way the system delivers reliable results instead of lucky hits. ### Human oversight For critical decisions, a person checks. The AI prepares, you decide. Full control without losing the speed advantage. Spotlight Your own AI assistant. ------------------------ Imagine an employee who knows every document in your company and can answer questions about them in seconds. That is exactly what a custom AI assistant is, working only with your own knowledge. Not a generic chatbot that gives unreliable answers, but a system that only answers when it finds the answer in your data. With sources, so you can check every statement. - Based on your documents, manuals and processes - Answers with sources wherever suitable data sources are available - Can be integrated into your website, your intranet or used as an API - New documents are detected and included automatically knowledge-assistant User What warranty terms apply to product X? AI The following warranty terms apply to product X: • 24-month manufacturer's warranty • Extended warranty with registration • Excluded in case of improper use Sources 📄 Warranty\_Terms\_2024.pdf, page 3 📄 Product\_Manual\_X.pdf, chapter 8 Answered in 1.2 seconds, based on 2 documents Inbox Email with an invoice arrives Detection AI reads and classifies the document Extraction Amount, date and supplier captured automatically Action Booking created in Bexio, receipt archived Total processing: fully automated in seconds Spotlight From the inbox straight into your system. ------------------------------------------- An incoming invoice, a delivery note, a customer enquiry: the AI recognises what it is, extracts the relevant data and forwards everything to the right place. Fully automated, in seconds. The example on the left shows a typical workflow. From the incoming email to the finished booking in the accounting software, the standard case runs without manual intervention; unclear cases are passed to you for review. Any number of steps and conditions Error handling and fallbacks built in Notifications for exceptions, the rest runs automatically Complete logs of every run Which process takes up most of your time? ------------------------------------------- Bring along a specific process. We look at where automation can help, what data is needed and where a person should deliberately stay involved. - Break the process down into individual steps - Separate automatable steps from critical ones - Clarify feasibility, risks and the next step Have your process reviewed Free and non-binding. 60 minutes to assess your processes. 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