AI agency for Germany
AI agency for SMEs in Germany
German offices run on a lot of email and phone calls, on structured e-invoices and on their own software. We automate one of those processes at a time, inside the software you already use, and your team approves what goes out.
30 minutes by video, no obligation, German or English. Contract partner: an Austrian GmbH, delivery is remote. Clicking loads Cal.com (USA); the call runs on Google Meet. Prefer to write first? Ask by email. We send the draft data processing agreement and our terms on request.
- Input
- A customer enquiry arrives by email or through your website form. Someone has to read it, check it and answer.How it works · step 1/3
- Check
- The system reads the enquiry, checks it against your rules and the details you keep, drafts a reply and enters the customer in your CRM.How it works · step 2/3
- Approval
- Your team checks and approves before anything goes out. Which of your systems the workflow can write to, we test in the project.How it works · step 3/3
In short
We automate one of those processes at a time, inside the software you already use, and your team approves what goes out. We offer companies in Germany remote delivery, in German or English. The intro call is free. The trial run starts at €2,500 and is credited in full if you proceed; if we advise against automating in writing, we refund it.Last updated:
What we automate
AI automation that fits how German companies work
Calls, emails, documents and internal questions are the same in every industry. The software, the invoice formats and the professional rules are German, and the solution has to reflect that.
Enquiries, phone and inbox
New emails sorted with draft replies, an AI phone assistant that takes calls and books appointments, enquiries entered in your CRM. Your team approves what goes out.
E-invoices: XRechnung and ZUGFeRD
Rules for electronic invoices in domestic B2B transactions have applied in Germany since 2025, with transitions and exceptions. Structured invoices are parsed and validated first; AI handles the unstructured attachments and the unclear cases.
Your software, not ours
Your CRM, your industry software, your accounting system such as DATEV: whether and how we connect to your version, we check in the project. For DATEV, that includes which of its data services for document images, invoice data and booking data your application supports. We do not promise a finished integration.
Hybrid invoices and exceptions
For a hybrid document, the received file is preserved and its structured part is processed deliberately. Differences between the displayed and the structured information create an explicit review case for your team instead of being resolved silently.
Professions with secrecy rules
Where professional secrecy rules apply, engagements follow them; for tax advisory firms, these are the requirements of § 62a StBerG. Law firms and tax firms each have their own page with the workflows we look at first.
Law and data protection
GDPR, professional secrecy and the EU AI Act
Processing between Austria and Germany is not a third-country transfer under the GDPR. Mandatory professional rules, including the requirements of § 62a StBerG for services performed abroad, are checked for each engagement and have to be met.
- Data processing agreement
- A data processing agreement under Article 28 GDPR is signed before real data is used. It comes with a written overview of where each processing step runs.
- Documented data processing
- We agree the data route, provider roles, access and retention before using production data. Hosting and contractual requirements are assessed for the specific workflow; location alone is not a compliance guarantee.
- Clear AI interactions
- For assistants that talk to customers, disclosure and handover to a person are agreed and tested. The current AI Act guide explains the role and context questions.
- Contract partner in the EU
- Your contract is with RovAI GmbH, registered in the Austrian company register under FN 666983 h. Client data is processed on EU infrastructure by default; on-premise hosting is available where required.
How we work together
Three steps, all of them remote
Intro call
Free
30 minutes by video on where your team loses time and which software you use. If AI is not the right tool, we say so.
Trial run
from €2,500 · credited in full if you proceed
We test one workflow with your data and your software, including whether your systems can be connected. If we advise against automating in writing, we refund the fee.
Implementation
Fixed fee per proposal · care from €250 per month, cancellable monthly
The workflow is built for your setup and your team is trained on it. Monthly care covers monitoring and adjustments.
The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. 30 min · remote · no obligation. And if AI isn't the right tool, we'll say so.
Fair questions
Questions about working with us
01Do you have an office in Germany?
No. RovAI GmbH is based in Oberwaltersdorf in Lower Austria, about 30 km south of Vienna. We offer companies in Germany remote delivery, in German or English.
02Which software do you connect to?
The software you already use: email, calendar, CRM, industry software or accounting systems such as DATEV. We check the connection in the project. DATEV offers different data services for document images, invoice data and booking data, and the right one depends on your application and your tax advisor's setup. You know before you commission the implementation.
03Is there funding for this in Germany?
BAFA's business-consulting programme supports conceptual advice, and KfW's ERP digitalisation loan (ERP-Förderkredit Digitalisierung) is a financing product. Both have their own conditions; the dated funding overview lists them. Do not budget an unconfirmed grant into the project.
04Does a contract with an Austrian company cause problems?
Both countries are in the EU and under the GDPR. The data processing agreement, the fixed-fee proposal and the invoice come from RovAI GmbH. Tax treatment of the invoice is a question for your tax advisor.
05What does it cost?
The intro call is free. The trial run starts at €2,500 and is credited in full if you proceed; if we advise against automating in writing, we refund it. Implementation is a fixed fee per proposal, monthly care can be cancelled. The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. Read the article with the cost examples. Calculate with your own numbers.
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Robert Van YsendyckFounder & Managing Director
In 30 minutes we look at your processes and your software. If automation does not make sense, we tell you.