● AI automation · Vienna
AI automation in Vienna
GHO Solutions sets up AI automation for businesses in Vienna and across Austria: assistants that answer from your own documents, emails and invoices that are read and filed automatically, and workflows that move data between the tools you already use. It is meant for small and mid-sized companies whose office repeats the same tasks every day.
Which tasks can AI automate?
The best candidates are tasks that happen often, follow a recognisable pattern and currently mean someone copying information from one place to another. For example:
- Incoming invoices. PDFs arrive in a shared mailbox. The automation reads supplier, amount, date and VAT, and passes them on to your accounting software or a spreadsheet, ready for a person to approve.
- Enquiries by email. New messages are sorted by topic, the customer number is looked up, and a draft reply is waiting for whoever handles that topic.
- Quotes. Line items from an Excel price list become a properly formatted PDF quote, instead of being retyped into a Word template.
- An internal assistant. Staff ask questions in plain language and get answers from your own handbook, price lists or procedures, with a link to the source.
- A chatbot on your website that answers common questions in English and German and hands anything unusual over to a person.
None of this needs a large company. One well-chosen task is usually the right start, and in a small team the time saved shows quickly.
When is AI not worth it?
Some tasks are better left as they are, or solved without AI.
- Rare tasks. If something happens twice a month, automating it rarely pays off.
- Simple rules. If the logic is "when a form arrives, add a row to this sheet", ordinary automation without AI is cheaper and more predictable. I will suggest that instead.
- Unclear processes. If three colleagues do the same job three different ways, the first step is agreeing on one way. Software cannot do that for you.
- Decisions without review. Language models make mistakes. Where an error is expensive, the AI prepares and a person decides.
What happens to our data?
This is usually the first question, and it should be. My own servers are Linux machines hosted in the EU. For the language model itself I use the business APIs of providers such as Anthropic (Claude) or OpenAI. Under their current business terms, data sent through the API is not used to train their models by default, and I check this again for each project. Before anything goes live, you know which data leaves your systems, which provider processes it and where.
Where it makes sense I keep personal data out of the requests entirely, for example by sending only the text of an invoice and not the full email thread. Under GDPR you will usually need a data processing agreement with each provider involved, and I help you put the pieces together. I am not a lawyer, though, and for the legal assessment you should ask one.
The EU AI Act adds obligations that depend on how an AI system is used. Most office automation, such as sorting invoices or drafting replies, is generally seen as lower risk, but transparency duties can still apply, for example telling people when they are talking to a chatbot. I take this into account in the design. It does not replace legal advice for your specific case.
How does an AI automation project run?
I start with one process, not a company-wide strategy. In the first call we pick a task that costs your team noticeable time each week. I build a first version against real examples from your business, such as last month's invoices, and we check together how often it gets things right. Only when it works reliably on your data does it go into daily use. Then we look at the next task.
What does it cost?
Setting up the automation has a fixed price, agreed after the first call. On top of that there are running costs for the language model, charged by the provider according to how much you use it. For typical office volumes they are often small, but they depend on how much you process, so I estimate them for your case before you decide.
Which tools do you connect?
Email inboxes, shared folders, spreadsheets, and accounting, CRM or booking software that offers an API. I write the automation in Python or Node.js and run it on servers in the EU. You normally keep the software you already have.
AI automation at a glance
| Who it is for | Small and mid-sized businesses, practices and offices in Vienna and across Austria, in English or German |
|---|---|
| Typical projects | Invoice and document processing, email sorting and draft replies, internal assistants, website chatbots, workflows between tools |
| Process | Free first call, one process at a time, testing on your real examples, then daily use and support |
| Price | Fixed price after the first call, plus usage-based costs from the AI provider |
| Technology | Python, Node.js, LLM APIs such as Claude or OpenAI, Linux servers in the EU |
| Support | Monitoring, adjustments when your processes change, new automations over time |
FAQ
Questions about AI automation
What business owners ask before they let software touch their inbox.
Is AI automation worth it for a small business?
AI automation is worth it for a small business when a task comes up often and follows a pattern, such as entering invoices or answering the same enquiries. It is not worth it for tasks that happen a few times a month. In the free first call I tell you plainly whether a specific task is a good candidate, and suggest something simpler if that does the job.
Is our data used to train AI models?
Under the current business API terms of providers such as Anthropic and OpenAI, data sent through the API is not used to train their models by default. GHO Solutions runs its own part of each automation on servers in the EU and sends only what a task actually needs. Before launch you know which provider processes which data, so you can document it for GDPR.
Does a person still check the results?
Wherever a mistake would be costly, yes. A good AI automation prepares the work and a person approves it: the invoice is pre-filled and someone clicks confirm, the reply is drafted and someone sends it. For low-risk steps such as sorting emails into folders, the automation can run on its own. Where that line sits is something we decide together for each task.
Can a chatbot answer in English and German?
Yes. A chatbot built on a current language model can answer in English, German and other languages, usually in whatever language the visitor writes in. It answers from the information you provide, such as your services, opening hours or FAQs, and it passes questions it cannot answer on to you instead of guessing.
Do we have to change the software we use?
Usually not. AI automation from GHO Solutions connects to the tools you already work with, such as your email inbox, shared folders, spreadsheets, or accounting and CRM software with an API. Your team keeps working in the programs it knows. If a program offers no way to connect, I tell you in the first call.
What if the AI makes a mistake?
Language models do make mistakes, which is why every automation is tested on real examples from your business before it goes live. Important steps get a human check, and unclear cases are flagged instead of guessed. If something goes wrong in daily use, you call me directly, and I adjust the automation so the same error is less likely to happen again.
More services
Often built alongside an automation
Which task would you hand over first?
Describe it in a few sentences. You get a reply within one working day, in English or German.