Enquiries, quotes, receipts: The AI takes care of it now.
The AI reads your emails and sorts them by urgency, turns your voice note into a draft quote with your own prices and reads receipts for lexoffice or sevDesk. You just check and approve – nothing goes out without you.
Free initial call, 30 minutes on the phone.
The AI does the groundwork. You get more time for jobs.
Emails and contact form messages land in one list, sorted by urgency. The burst pipe is at the top, the spam is filtered out.
You speak the measurements into your phone while you are still there. In the evening you check a finished draft instead of starting from scratch.
Items and prices come from your catalogue, totals and tax are calculated by the software. No typos, no invented amounts.
Take a photo, check, approve. Calculation errors and receipts submitted twice are spotted before they reach your bookkeeping.
Fitters record jobs and receipts themselves. Only you and your office see prices and calculations.
No reception in the basement? Voice note and photos wait on the phone and are sent automatically once you are back online.
What changes in your office.
| Task | Without the office assistant | With the office assistant |
|---|---|---|
| Enquiries | Spread across mailbox, contact form and notes – checked in the evening | One list, sorted by urgency, with a suggested reply |
| Quote | Measurements on paper, typed up in the evening, prices looked up | Voice note on site, draft with your catalogue prices |
| Prices | From memory or from old quotes | Always from your current catalogue, totals calculated by the software |
| Receipts | Collect, type up, upload one by one | Take a photo, recalculated, sent to lexoffice or sevDesk with the image |
| Duplicate receipts | Noticed late or not at all | Detected before hand-over |
| Fitters | Notes, photos via messenger, questions by phone | Record jobs and receipts themselves – without seeing prices |
Three tasks that the AI now takes over.
No new software to learn. The AI works in the background and hands you finished drafts – you decide.
Enquiries – sorted
Emails and messages from your contact form in one place, categorised (new customer, quote, complaint, appointment, supplier, invoice, other) and sorted by urgency. A suggested reply for each – you send it, from your own address.
Quotes – from a voice note
Speak the measurements into your phone on site and add a few photos. The result is a draft quote with items and prices from your own catalogue. Estimated quantities are marked; if a price is missing, the line stays open.
Receipts – for your bookkeeping
Take a photo of an invoice or receipt. Supplier, date, amounts and tax are read and recalculated by the software. After your approval the receipt goes to lexoffice or sevDesk with its image.
What a perfectly ordinary working day looks like.
7:15 am – Coffee and overview
Last night’s messages are sorted. An emergency is at the top, with a suggested reply. You adjust it and send it from your own mailbox.
10:30 am – On site
Guest toilet recorded: a two-minute voice note, four photos. Your recording becomes a draft quote with items from your catalogue.
12:40 pm – At the hardware store
Receipt photographed. Supplier, date, amounts and tax are read and recalculated; the receipt waits for your approval.
5:00 pm – Nearly done
Quote checked, one estimated quantity confirmed, approved. It goes to the customer as a PDF with your letterhead. The day’s receipts are in lexoffice.
This is what it looks like in the software.
Monday, 7:15 am: the weekend’s messages are sorted, the burst pipe is at the top. Real screenshot, sample data.
Lunchtime at the hardware store: receipt photographed, tax read and recalculated. Real screenshot, sample data.
What a voice note sounds like in your trade.
Electrical
„Kitchen, six new sockets, two of them double, check cooker connection, cable approx. 15 metres surface-mounted in trunking.“
Plumbing & heating
„Guest toilet: replace toilet and hand basin, frame is in place, new angle valves, tiles stay.“
Painting
„Living room 4.5 by 5 metres, ceiling height 2.60, walls and ceiling white, two windows, one door, cover the floor.“
Roofing
„Garage, flat roof approx. 30 square metres, new bitumen membrane, parapet capping 22 metres, gutter stays.“
Carpentry
„Built-in wardrobe in the hallway, 2.40 wide, floor to ceiling, three matt white doors, two clothes rails inside.“
Tiling
„Bathroom, floor 6 square metres in 60 by 60, walls all round up to 1.20 metres, remove old tiles.“
Examples. Which items and prices result from them is decided by your own catalogue.
More than three buttons – everything that goes with it.
Enquiries
- Your own inbound address – your mailbox simply forwards
- Contact form to embed in your website
- 7 categories and 4 urgency levels, changeable at any time
- Suggested reply at the push of a button, sent from your mailbox
- Warning if the reply mentions amounts or dates
- Create a customer or quote straight from the enquiry
- Move invoice emails and attachments to receipts in one click
Quotes
- Voice note and up to 10 photos straight from your phone
- Prices only from your catalogue
- Estimated quantities marked, shown as “approx.” in the PDF
- PDF with your letterhead, logo and colour
- Reverse charge for construction (§ 13b) and small business (§ 19)
- Send by email or as a PDF download
- Status from draft to accepted, new version in one click
Receipts
- Photo or PDF – invoice, receipt, credit note
- Fitters can also capture receipts themselves by photo
- Supplier, date, amounts and tax are read automatically
- Net + tax = gross is recalculated for each tax rate
- Duplicate receipts are detected before they reach your bookkeeping
- Handed to lexoffice or sevDesk with the image
- Cannot be changed after hand-over (GoBD)
- Kept for 8 years from the end of the year
Team & security
- Roles owner, office and fitter – fitters do not see prices
- Two-factor sign-in for owner and office
- Tamper-proof log of all approvals and changes
- Download all your data as a ZIP at any time
- Adjustable deletion periods, e.g. voice notes after 30 days
- Catalogue import from Excel (CSV), with price history
- AI costs with a fixed cap, notice at 80 %
- Calendar for appointments, inspection dates and contract cancellations – with reminders and public holidays
What the office assistant does not do.
No draft goes out without your approval.
Set up once, then a fixed monthly price.
One-off setup 2.975 € – 5.950 €, operation 297,50 € – 595 € per month – all prices include 19 % VAT (net 2.500 € – 5.000 € and 250 € – 500 € per month). No per-receipt fees, no minimum term, cancel monthly at the end of the month.
Where you fall within the range depends mainly on the number of users and the size of your catalogue. In the initial call we give you a fixed price.
What does your office cost you today?
Enter your own figures – the example values are only a starting point.
That is around 1.430 € per month in working time.
For comparison: the office assistant costs 297,50 € – 595 € per month, incl. VAT.
From the first call to the first quote.
Initial call
30 minutes on the phone. You tell us how your office runs today. We tell you honestly whether the assistant fits.
Setup
We import your price catalogue, connect lexoffice or sevDesk and set up mailbox and contact form.
Training
We show you and your team everything – in the office and on the phone.
Get going
The assistant makes suggestions. You check, change and approve.
You talk directly to the person who sets it up for you.
Alexander Baumgärtner imports your price catalogue, connects your bookkeeping and shows you and your team everything – in the office and on the phone. After that he remains your contact.
What owners ask us first.
What happens to my data?
Do I have to change my software?
What if the AI miscalculates?
What is the notice period?
Do I need new hardware?
Can the office assistant write invoices as well?
What if there is no signal on site?
Do my fitters see the prices?
Can I embed the enquiry form in my website?
Does the AI cost extra?
Does it fit your business?
30 minutes on the phone, free of charge. We tell you honestly whether the office assistant fits – and if not, we say so.