Service · Artificial intelligence

AI implementation

Picture a twelve-person accountancy practice that handles around fifteen hundred supplier invoices a month on behalf of its clients: PDFs, phone snaps and the odd scanned sheet. Somebody opens each one and types the tax number, date, net amount, VAT rate and withholding into a3innuva. That job ticks both boxes we look for: it comes round every day and it leaves a history against which the machine's answers can be scored. For us, bringing in AI means precisely this: take one specific job, know what it costs now, let the tool produce a first version that a person checks, and compare. If the figures stack up, it grows; if not, it stops. No eye-catching demos forgotten by the next quarter. We work at a distance, with remote access to your systems and video calls with the team.

Send an enquiry Jump to what is included

One process

to begin with, plus a clear metric

Stopwatch

minutes per document, before and after

Data

handled inside the EU when sensitive

Human sign-off

on every result during the trial

What falls within the scope of this service

Profitable projects are almost never showy. They cut out typing, sort whatever comes in and leave drafts ready to go. A full implementation covers these points.

Pin down the details with one of our engineers

Task inventory

We speak to admin, customer service or logistics and note the daily jobs that follow a pattern: copying delivery note details into a program, routing email between departments, answering «where is my order?», preparing a case summary.

Data sample

We ask for genuine examples from recent months. Three hundred invoices from forty suppliers allow rigorous measurement; ten hand-picked emails do not.

Trial with a pass mark

Before starting we write down what counts as success, say «nine fields in ten correct and four minutes less per invoice». Miss it, and the work goes no further.

Hooked into your software

Results do not sit on a separate website but in what your staff open every morning: a draft ledger entry in a3ERP or Holded, a proposed reply in Outlook, a label on the ticket, an alert in Teams or a comment on the PrestaShop order.

A person in the loop

While the hit rate is not high enough, nothing is published or posted to the accounts without someone approving it. Keeping evidence of that control is also something the European AI Act takes into account; how far it concerns you is for your legal adviser to assess.

GDPR from day one

When personal data is involved: a processor agreement with the model vendor, a new line in your processing register, processing in EU data centres and, if the risk calls for it, an impact assessment carried out with your DPO.

Cost per transaction

We work out what each processed document or model query costs and track it monthly, so the vendor's invoice matches what was forecast.

How the engagement unfolds, one stage at a time

How long this takes hinges on the chosen process and how tidy the data is. The decision to continue is made with pilot figures on the table.

Timing

We clock how long each candidate task currently takes and which mistakes slip through with today's method.

Narrowing down

We keep one process and one metric. Three simultaneous trials usually yield three fuzzy conclusions.

Running in tandem

A few weeks in which the tool proposes and the person works as usual, so both versions can be compared and tuned.

Going wider

Once the saving is confirmed, it reaches the rest of the team with a recurring quality check and the documentation handed over.

Savings are counted in minutes per document, not in accuracy percentages. A model that gets 95 % of fields right may save nothing at all if checking each invoice takes as long as typing it. That is why we time the real work before and during the pilot, and design the review screen so the person only has to glance at the uncertain fields.

Common questions

We have no fixed favourite. During the pilot we pit two or three options against your own documents: services from the big vendors in a European region and open models running in a cloud you control. The winner is whichever scores best at a sensible cost and with clear terms on your data.

It should not, and that is the first thing we check in the contract. We only use services whose business terms rule out training on your content and allow processing to be fixed within the EU. If your line of work needs tighter control still, we set up a private environment.

There is nearly always a route. Current packages like a3ERP, Sage 200, Holded, Odoo or Business Central have APIs or file import. With older ones we tend to produce an import file in a format they already accept, which the person reviews and loads as before, minus the typing.

It is quoted per project, typically a few weeks, or charged at €75 per hour + VAT up to an agreed ceiling. Model usage is estimated separately beforehand. If the results do not justify going on, we say so and stop there.

Other work we do in this field

Full area overview

Service AI strategy Knowing what to do with AI, in which order, at what risk and for what budget Service Cloud infrastructure for AI Model and data in a closed environment, in data centres in Spain or the EU Service AI training for teams Online workshops per department, using each group's actual work

Let us find the task that swallows most of your time

Tell us which repetitive work costs your staff the most hours and which programs are involved. We will come back with a concrete pilot.

Email
office@apply.es

Hours
Monday to Friday, 9:00-18:00 Spanish time (CET), answers within a working day

Meetings
Video calls via Google Meet or Teams

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