Repetitive work eats the week
The team retypes data, sorts documents, compares emails and checks statuses. Everyone knows it wastes time, but nobody has space to fix it.
Process consulting + AI
We organize the process first. Then we implement AI.
We help 50-500 person companies reclaim time in operations: map bottlenecks, calculate process cost and launch a POC that works inside existing systems.
30 minutes. No commitment. You leave with a visual map of the problem and solution direction.
Diagnosis before toolsSuccess metric agreed upfront
We do not start with a toolFirst we check the process and data.
We measure before implementationImpact needs a concrete metric.
We hand over knowledgeDocumentation and maintenance are part of the work.
Diagnosis
Does this sound familiar?
It is rarely a single-tool problem. It is usually a process that grew with the company and stopped fitting inside people's heads.
Growth raises costs faster than margin
Every new client means another person in operations. The company sells more, but it gets harder to see where the real cost is created.
Key knowledge lives in people's heads
One vacation or resignation can stop part of the process. Onboarding takes weeks because there is no map of the work or decision rules.
Next stepCheck the process before buying another tool.
See how we workIf even one point feels familiar, start with a short diagnosis: where time disappears, what it costs and whether technology makes sense here at all.
Outcome
What changes after we work together
We do not sell an AI model or a platform. We deliver an organized process, a working solution and numbers that show whether the investment makes sense.
The process does not depend on one person
We document workflow, exceptions and decisions. Handover becomes smooth instead of relying on memory.
You handle more without proportional hiring
Technology takes repetitive steps while people focus on exceptions, client relationships and decisions that need context.
You see process cost in numbers
Before implementation we agree the metric: time, document volume, errors, handling cost or team throughput.
We do not lock you in
The solution lives in your systems. You get documentation, training and a clear maintenance or handover plan.
Plain language
What do we actually do?
Is this an AI implementation?
Sometimes, but we do not start with a model. First we check whether the problem comes from process, data, responsibility or only then from missing technology.
Who is this page for?
CEOs, COOs and managers in 50-500 person companies with lots of documents, orders, emails and manual decisions in the back office.
What do I get after the first stage?
A process map, risk list, recommendations and a decision: what to automate, what to leave alone and how to measure pilot ROI.
Why not start with a large system?
Because the biggest risk is not technical. First you need to confirm adoption, data quality and real impact on one process.
Who it is for
Companies that grew faster than their processes
We usually work with business decision-makers who feel margin and scale pressure, but do not want to buy another conference slogan.
50-500 peopleback officerepeatable decisionsmany documentsgrowth without chaos
Finance, leasing, factoring
Document verification, application completeness, risk classification, credit decisions and partner communication, with tax, audit and sector constraints in mind.
E-commerce and order handling
Orders from many sources, client formats, marketplaces, translations, validation and handoff to fulfilment.
BPO, accounting, administration
Repeatable document processes, request flows, case statuses and reporting without manual data assembly.
Customer service and complaints
Ticket classification, context completion, exception queues and fewer cases bouncing between departments.
How we work
Four steps instead of one big promise
Each stage has a concrete outcome. If we do not see business sense along the way, we say it directly.
01
30 minutes
Diagnostic call
We discuss the company, team and process that consumes the most time. We look for the symptom, the cause and sketch the first visual direction for the solution.02
1-2 weeks
Mapping and analysis
We look at work from the inside: documents, exceptions, decisions, systems and people. You get a map and option list.03
2-4 weeks
Pilot implementation
We start with a PLN 3000 pilot implementation: one process, one output and one metric. We do not change the whole company until there is proof the direction works.04
after the pilot
Rollout and handover
The solution runs in your systems. The team is trained, documentation is ready, metrics are compared and you get a map of at least 3 future development directions.You pay for outcomes, not hours. Scope, cost and the success metric are agreed before implementation.
Examples
What this looks like in practice
These scenarios show the type of problems we solve. The goal is always the same: less manual work, more control and decisions based on numbers.
E-commerce
Orders from foreign marketplaces
Problem
Orders arrived in different formats and languages. Staff retyped data into the internal system, and every sales increase required more operational headcount.
Solution
We connected document recognition, validation rules and an API integration. Orders enter the system standardized, translated and ready for exception handling.
Result
Manual retyping disappears from daily work. The team stops copying data, focuses on exceptions and can handle higher volume without proportional hiring.
- up to 3x higher throughput
- faster handoff to fulfilment
- consistent data format
Finance
Document verification for financial decisions
Problem
Partner documents arrived by email, often incomplete or in different versions. Analysts lost time on collection, naming and checking basic requirements.
Solution
We designed a document queue, completeness rules and an AI layer for classification and data extraction. People decide where context is needed.
Result
The process becomes measurable: you know how many cases are waiting, what is missing and which ones require an analyst.
- shorter case queue
- fewer formal gaps
- clearer partner status
Operations
A complaint crossing several departments
Problem
Cases bounced between inboxes. Each department added its own information, but nobody saw the full status or owner of the next step.
Solution
We organized statuses, ownership and input data. The system classifies the case, adds context and routes it to the right queue.
Result
Less manual searching, fewer handoffs between departments and a clear view of where the process actually stops.
- one case status
- fewer handoffs
- clear SLA
Why us
Business and technology in one team
The biggest AI risk is rarely the model. It is whether someone understands the process, numbers, people and system constraints before implementation starts.
No broken telephone
A conversation about margin, risk and team work goes directly to the people designing the technical solution. The business intent does not get lost between departments.
10+ years: corporate and startup
We combine experience in scale, architecture and compliance with startup-style iteration. For the last 3 years, we have focused on AI and process automation.
Ready AI building blocks
We use components we know from practice: OCR, document agents, API integrations and LLM management. That means we do not rebuild from scratch what can be validated faster.
Full project visibility
During the project you see statuses, decisions, blockers and next steps. We work close to the team, with a dedicated Slack/Teams channel and same-business-day replies.
About us
Software architects who start with the business
optimAI is a two-person company founded by software architects and AI experts. We connect business conversation with technical decisions, so there is no broken telephone between strategy and implementation.
We have over 10 years of experience in corporate and startup projects: from scale, architecture and compliance to fast iteration. For the last 3 years, we have focused on AI and process automation.
We also automate our own work: research, prospecting, content and delivery. We sell the operating model we use every day.
10+years of experience
3years AI-only
1business + tech team
Q&A
Common questions
Do we need a ready process before the call?
No. Often the missing process description is the main problem. At the start it is enough to point to the area that consumes time or blocks growth.
Do you work with IT teams?
Yes, when needed, but business communication goes to the CEO, COO or process owner. IT should not be the only translator of the problem.
How long does a pilot implementation take?
Usually 2-4 weeks from diagnosis to measurable impact on one process. Timing depends on access to data, systems and decision-makers.
How do you price a project?
After diagnosis, we break the scope into stages, cost and a success metric. We usually suggest a PLN 3000 pilot implementation first if the problem can be validated without a large rollout. If we do not see potential, we say it directly.
Do you implement specific tools?
We choose tools for the process. Sometimes it is AI, sometimes an API integration, and sometimes a simpler form plus ownership rules.
What if there is no potential after diagnosis?
We say so directly. We prefer ending with an honest recommendation over implementing something that will not improve the result.
Contact
Let's talk about the process that costs you the most
On the first call we do not sell an implementation. We check whether the problem makes business sense, how to measure it and where to start without large risk.