How we work

How we work together.

We connect the programs you already use. What repeats in your business every day then runs in the background. Wherever sensitive data is involved or a mistake would be costly, a person checks and signs off.

Day 0
Intro call
In the intro call we mostly listen. The call takes 30 minutes and is non-binding.
To the intro call
Phase 1
Analysis
We look at what is still done by hand. After two weeks you know which three to five tasks are worth it, with the savings in euros.
To the analysis
Phase 2
Implementation
Then we put it in place. If someone on your team has a basic technical understanding, we build it so that this person can look after and extend the system themselves.
To implementation
Phase 3
Operation and further development
We stay responsible after launch too: we maintain the system, keep it up to date and keep developing it, so it gets better over time.
To operation

Day 0 · Intro call

In the intro call we mostly listen.

Which programs do you use? Where does it really hurt? Afterwards we tell you honestly whether an analysis makes sense as the next step.

What happens: You describe how things run today, we roughly estimate whether an analysis is worth it.
What we need: If you like, think beforehand about which task costs you the most time.
How long: 30 minutes
What it costs: Non-binding
Afterwards: If yes, we schedule the analysis. If no, you get honest feedback.

Book an intro call

Phase 1 · Analysis

In two weeks you know which of your processes are worth it.

We look at what is done by hand in your business every day and calculate, for the three to five most important processes, what you can save per year.

What happens: Kickoff, digital survey, calculation in euros, report.
What we need: One hour of management time for the kickoff, read access, 15 to 20 minutes of questionnaire per person.
How long: Two weeks
What it costs: €1,200 flat and one-time. If the analysis finds less than €10,000 in annual savings, you get your money back.
Afterwards: A report, a roadmap ordered by impact and a results meeting. You decide.

Day 1
Kickoff and read access
One hour with leadership. We look at which programs you work with, where data moves back and forth and where things get stuck. Beforehand we sign a non-disclosure agreement, then you set up read access for us.
Day 2-8
Digital survey
For the analysis we use our own questionnaire, which your staff fill in on their phone or computer. If you like, we also talk directly with management and the team. At the end you know which processes are worth it and in what order.
Day 9-11
Calculated in euros
For each process we carefully calculate what you can save per year and how much work it takes to put in place. We add risks and dependencies, so you can follow every figure.
Day 12-14
Report and plan
One hour in which we present the results, plus the written report with the three to five most important processes, sorted by impact.

What you get

After two weeks, you hold this in your hands.

A report with figures, a plan in the right order and a meeting in which we go through everything with you.

Report
every lever priced in euros, with effort and risks
Roadmap
what comes first, what later, and why, plus quick improvements you can make without us
Results meeting, 60 minutes
we go through the report with your leadership and clarify assumptions
The report belongs to you.
which steps you take, when and with whom, is up to you, with no obligation

Visible ScaleSample report, figures anonymised

2The three levers by impact

What pays off, and in what order.

Calculated conservatively: we take the lower end of every time estimate and assume the system takes over half of the work. Of that, we count only 60 percent. Back-office hourly rate €35, fully loaded.

Process

Savings per year

Preparing orders

17 a day, 5 minutes of data entry each

326 h a year today, effort medium

€3,400

Finding substitutes for backorders

every fourth order, 10 minutes each

153 h a year today, effort low

€1,600

Handling complaints

3 a month, 60 minutes each

36 h a year today, effort medium

€350

Basis: analysis of order data from the ERP system and a workshop with the back office. Amounts rounded down.

Not calculated in euros

Nobody follows up on open backorders today. Cases sit in the inbox while the clinic waits.
With complaints, the complete paper trail matters more than the time.

Sample pages. Figures from an analysis at a medical device distributor, anonymised.

Analysis

Request an intro call

We personally reply within 24 hours with two or three time slots.

Phase 2 · Implementation

We connect the programs you already use into one system that works together.

Then we put it in place. If someone on your team has a basic technical understanding, we build it so that this person can look after and extend the system themselves.

What happens: What repeats every day then runs in the background. Where it matters, a person signs off.
What we need: Our aim: 20 to 30 minutes for your team and 1 to 2 hours for your contact person, for example from management. We handle the rest.
How long: Our aim: 2 to 6 weeks, depending on scope.
What it costs: Fixed before we start, in clear stages.
Afterwards: Your team can look after and extend the system itself if someone has technical know-how.

In practice

An example from field sales.

A sales rep spends an hour every morning planning the route and types up a report every evening. With a system, the day looks like this.

In the morning
The system plans the route in advance.
Before setting off
The rep checks it briefly and heads out.
In the evening
The rep dictates the report instead of typing it.
Afterwards
The system files the report in the right place and passes it on.

about 17

orders a day, entered into SAP by hand in the back office.

one in four

orders with a backorder. Finding a substitute takes 10 to 20 minutes.

A project from medical device distribution shows in detail how an order by email becomes an order in SAP.

Read the case study

Working together

Who takes care of what.

What we take on

The risk for planning and building
Maintenance and bug fixes for the systems
Responsibility for the agreed goals and stages
Data protection, NDA, GDPR
Software licences during the build

What stays with you

Read access to your programs (Microsoft 365, SAP Business One, DocuWare, Google Workspace and others)
During implementation, as our aim: 1 to 2 hours from your contact person, for example from management, and 20 to 30 minutes for your team
Running costs after launch (for example AI usage, hosting)
Sign-off from leadership before launch
Agreed price, paid in clear stages

Technology

What we build with.

AI
The AI behind it comes from one of the major AI providers. For sensitive data we also offer local models that run entirely within your own environment.
Processes
We build the processes with Microsoft Power Automate and our own services. Every step is logged, so you can always check later what the system did and when.
Data
Your data sits documented in one place, in a Postgres database. For healthcare, hosting entirely in Germany is available.
Connections
We can connect to software that has an official interface, such as Microsoft 365, SAP Business One, Microsoft Dynamics 365 Business Central, DocuWare or Google Workspace. Every connection is documented and traceable.

Phase 3 · Operation and further development

We stay responsible after launch too.

We maintain the system, keep it up to date and keep developing it, so it gets better over time.

What happens: We maintain the system, keep it up to date and keep developing it.
What we need: Approvals in day-to-day work, wherever a mistake would be costly. Running costs, for example AI usage and hosting.
Afterwards: A system that gets better over time.

Our systems run on their own, but not blindly. Where it matters, a person decides.

Your data

What happens to your data.

Read onlyDuring the analysis we only read. We change nothing in your systems.
ConfidentialityBefore the kickoff we sign a non-disclosure agreement.
PeopleOnly the people working on your system have access.
ServicesEvery service that processes data from your company is named to you beforehand, with provider, location and contract. It is only used once you have agreed.
LocationHosting in Germany is available.

At Visible Scale, only the people working on your system have access to your data, and only under a non-disclosure agreement (NDA). For the website, enquiries and appointments we use services that process data on our behalf: Vercel (website, server functions in Frankfurt), Resend (messages from our forms), Google Workspace (email and calendar), Cal.com (booking) and Zoom (video calls). These are US companies, so processing in the United States is possible. For your system: which AI model it uses and where it runs is decided per project, hosting in Germany is available. Before a service processes data from your company, we tell you the provider, location and contract. It is only used once you have agreed.

Questions

What happens if ...

We connect the programs you already use and build with as little additional software as possible.
Our systems run on their own, but not blindly. Wherever sensitive data is involved or a mistake would be costly, a person sits in between. They check it briefly and approve it.
The system is documented and belongs to you, so you are not tied to us.
Whether a system by Visible Scale pays off depends not on headcount but on whether at least three people in the business work on the same recurring process. Below that, automation rarely pays for itself. Above 80 staff there is usually an in-house IT team, and then Visible Scale is not the right partner.
Visible Scale can connect to software that has an official interface, for example SAP Business One, Microsoft Dynamics 365 Business Central, Microsoft 365, DocuWare or Google Workspace. Whether and how far that works with your programs, we check in the analysis, before anything is built. The AI behind it comes from one of the major AI providers, hosting in Germany is available. The system is yours, you are not tied to any provider.

What changes

Our goal: after three months, the routine runs in the background.

Whatever repeats every day is then handled by the system, and a person checks and confirms. The hours go into what moves the business forward: new customers, new ideas, growth. It's not about cutting jobs. It's about saving time and money.Whatever repeats every day is then handled by the system, and a person checks and confirms. It's not about cutting jobs. It's about saving time and money.

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