Automation & AI for business operations
Less manual work.More intelligent business.
We design and build automations that take care of the repetitive work behind orders, invoices, emails and documents — connecting the tools your team already uses and adding AI where it genuinely helps.
For small and mid-sized companies across Europe.
- EmailPurchase order
- SupplierInvoice
- ERPOpen orders
- Extract line items
- Match by reference
- Compare qty & price
- Matched18 lines reconciled
- Review2 price differences
- NotifySummary sent to finance
The problem
Where the hours quietly go
Most teams don’t need more software. They need the software they already have to work together — without someone copying data from one place to another.
- Manual data entry
Typing data that already exists
Order lines, customer details and totals re-keyed from PDFs, emails and spreadsheets into yet another system.
- Email & documents
An inbox that works like a sorting office
Someone opens every email, saves every attachment, renames it, files it and forwards it to the right person.
- Scattered information
Five apps, five versions of the truth
Customer, stock and billing data spread across tools that don’t talk to each other — so nobody fully trusts any of them.
- Sales & admin
Admin that eats into selling time
Quotes, follow-ups, reminders and reports that take longer to prepare than to act on.
- Untapped AI
AI-shaped tasks, still done by hand
Reading, classifying, summarising, drafting replies: work AI handles well, still waiting for someone with a free afternoon.
Services
Five ways we take work off your team’s plate
In plain terms. Every project starts from your process, not from a tool we want to sell you.
- 01
Business process automation
We automate the administrative and operational routines that follow the same steps every time.
For example
- Orders received by email registered in your ERP automatically
- Supplier invoices checked against purchase orders before payment
- Weekly reports built and sent without anyone assembling them
- 02
AI integration
We add AI to the steps of a workflow where reading and understanding text or documents is the bottleneck.
For example
- Key data extracted from invoices, delivery notes and contracts
- Incoming requests classified and routed by topic and urgency
- Long email threads summarised before they reach a decision-maker
- 03
AI agents & assistants
Focused assistants that handle one well-defined job, with clear limits and a person in the loop where it matters.
For example
- A support assistant that answers from your own documentation and hands over to your team
- An internal assistant that drafts quotes from your price lists
- Follow-up emails prepared for your sales team to review and send
- 04
Systems integration
We connect your CRM, email, documents and business applications so information moves on its own.
For example
- New customers in your CRM created automatically in your invoicing tool
- Order and stock status kept in sync between your shop and your ERP
- Documents saved to the right shared folder with consistent names
- 05
Custom internal tools
Small, focused applications and dashboards built around a specific need — when no off-the-shelf tool fits.
For example
- A reconciliation panel showing which orders and invoices don’t match
- One dashboard bringing together data from several systems
- A simple internal app that replaces a fragile shared spreadsheet
Solutions
What an automation can look like
Examples of solutions we can build and adapt to your tools. They show the shape of the work — they are illustrations, not client case studies.
- 01
Order & invoice reconciliation
Every invoice checked against what was actually ordered, so a person only looks at the exceptions.
- Input
- Purchase orders and supplier invoices
- Processing
- Extract lines, match by reference, compare quantities and prices
- Result
- Reconciled records and a short list of discrepancies to review
- 02
Email triage & document extraction
A shared inbox that sorts itself and turns attachments into usable data.
- Input
- Shared inbox with attachments
- Processing
- Classify each message, read the attached documents
- Result
- Data in your system, email filed and routed
- 03
Lead follow-up
No more promising leads forgotten in someone’s inbox.
- Input
- Web form, email or event list
- Processing
- Enrich, qualify and assign; schedule follow-ups
- Result
- Lead in your CRM with an owner and next step
- 04
AI-assisted customer service
Quick answers to common questions, with your team stepping in for the rest.
- Input
- Customer question via chat or email
- Processing
- Answer from your knowledge base; escalate when unsure
- Result
- A fast reply or a clean handover to your team
- 05
Data sync between applications
Update information once and see it everywhere it’s needed.
- Input
- A change in one application
- Processing
- Validate, transform and apply the change
- Result
- Consistent data, with a log of every update
- 06
Internal operations dashboard
One place to see what needs attention today.
- Input
- Data from ERP, CRM and spreadsheets
- Processing
- Consolidate and refresh automatically
- Result
- One view of orders, tasks and exceptions
Approach
Four steps, no black boxes
We work in short, visible stages, so you always know what is being built, why, and what it takes to keep it running.
- 01
Discover
We map how the process works today, where time is lost and which parts are worth automating first.
You getA prioritised list of opportunities
- 02
Design
We define the workflow, the tools involved, the data that moves between them and where people stay in control.
You getA clear solution design and scope
- 03
Build
We implement and integrate the solution in your environment and test it against real cases from your business.
You getA working, documented automation
- 04
Improve
We watch how it performs in day-to-day use, measure the effect and refine it as your process evolves.
You getAdjustments based on real usage
Why FONAI Services
Practical by principle
We would rather automate one process properly than promise to automate everything.
Built around your real process
We start from how your team actually works — exceptions included — not from an idealised diagram.
Your existing tools first
Where possible we connect and extend what you already pay for, instead of replacing it.
No unnecessary complexity
The simplest solution that solves the problem reliably, and one your team can understand.
Security & privacy by default
Minimal data access, careful handling of personal data and GDPR considered from the design stage.
Scope and cost that fit
Projects sized to the problem: start small, prove the value, then extend.
Contact
Which process would you like to stop doing by hand?
Describe it in a few lines. We will read it carefully and reply with questions or a first idea of how it could work.
- 01You describe the process
- 02We reply personally
- 03A short call, if it makes sense
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