What exactly does AI Loopwise do?

We build custom AI workflows tailored to your business processes. This includes an AI agent that can answer questions from your documents, triage and draft email replies, extract structured data from invoices and contracts, and automate recurring tasks — all deployed on dedicated European infrastructure and configured specifically for your team.

How does the onboarding process work?

It starts with a call where we learn about your processes, tools, and pain points. We then configure your dedicated AI system — prompts, extraction templates, email rules, and integrations — tailored to how your team actually works. Your system goes live on European servers within days, and we handle onboarding your team.

What makes this different from ChatGPT or other AI tools?

Generic AI tools can't see your internal documents, connect to your systems, or learn from your team's corrections. Our system is connected to your document library, email, and business tools like DATEV or Salesforce. It's configured for your specific workflows and improves continuously based on feedback. And it runs on European servers, not US cloud infrastructure.

How does the AI learn and improve over time?

The system has multiple feedback loops. When your team corrects an email draft, that correction trains future drafts. When someone flags a wrong classification, the AI adjusts. Custom rules you define get injected into the AI's decision-making. New documents expand the knowledge base automatically. The system genuinely gets smarter with use.

Is the system GDPR compliant?

Yes, by architecture — not just by policy. Every client gets a separate database schema on Hetzner servers in Germany. We use Mistral AI (hosted in France) as the default LLM. No data leaves the EU. API keys are SHA-256 hashed. Per-client isolation means your data physically cannot appear in another client's queries.

What kind of companies is this for?

European mid-market companies with 20 to 500 employees — typically tax advisory firms, recruitment agencies, and professional services. Companies that deal with lots of documents, need to connect multiple business systems, and want AI that actually understands their workflows — without a €200K enterprise project.

How long does implementation take?

Most deployments go live within 1-3 weeks from the onboarding call. This includes system configuration, workflow setup, integration testing, and team training. Additional modules and workflows can be added incrementally as your needs evolve.

What systems can you connect to?

We have built connectors for DATEV (bookkeeping), Salesforce, HubSpot, Slack, and email (IMAP/SMTP). Each connector is built and maintained by us — not a third-party integration link. Additional connectors can be developed based on your needs.

Do we need special technical infrastructure?

No. We deploy and manage everything on Hetzner servers in Germany. Your team accesses the system through a web dashboard and optionally through Slack. You don't need to install, host, or maintain anything — we handle the entire infrastructure.

What does pricing look like?

Every deployment is scoped individually based on your workflows, document volume, and integrations. We charge a one-time setup fee plus a monthly managed service — no per-seat pricing, no usage caps. Book a call and we'll give you a quote based on your specific needs.

Custom AI Workflows. Built for Your Business.

We design and deploy AI workflows tailored to your specific processes. An intelligent agent that handles documents, answers questions, triages emails, and extracts data — learning and improving with every interaction. Deployed on your own European infrastructure, GDPR-compliant from day one.

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Deployed for tax advisors, recruiters, and professional services across Germany

Your team juggles disconnected tools while knowledge slips through the cracks.

Emails answered from scratch every time. Data copied manually between systems. Documents processed by hand, one field at a time. And when experienced employees leave, their knowledge walks out the door.

Generic AI tools can't access your internal files or connect to your systems. Enterprise platforms cost €200K+ and take months. There's no middle ground — until now.

One AI system. Custom-built for your workflows.

We configure an intelligent system around your specific processes — not a generic tool you adapt to. Here's what it covers.

Document Processing

Upload PDFs, Word files, scanned documents. AI reads, structures, and indexes everything — ready for search, extraction, and Q&A.

Knowledge & Memory

Your team asks questions in plain language. The AI answers from your documents — with sources and page numbers. It remembers context and gets smarter over time.

Email Intelligence

Incoming emails classified, prioritized, and answered with AI-drafted replies. The system learns from corrections and improves with every interaction.

Data Extraction

Structured fields pulled from invoices, contracts, and profiles — confidence-scored and ready to push to DATEV, Salesforce, or HubSpot.

Workflow Automation

Scheduled pipelines that scrape, extract, push to CRM, and notify your team — running daily without manual intervention.

System Integrations

Connected to DATEV, Salesforce, HubSpot, Slack, and email. Data flows automatically between your AI system and the tools your team uses.

How It Works

From first conversation to a running system in days, not months.

Onboarding Call

We learn how your team works — your processes, tools, and pain points. Together we define which workflows to automate first.

We Configure Your Workflows

We set up your dedicated AI system — prompts, extraction templates, email rules, integrations — all tailored to how your team actually works.

Your AI Agent Starts Working

Upload your documents, connect your email, feed in your knowledge. The AI agent starts answering questions, triaging emails, and extracting data from day one.

The System Improves Over Time

Every correction teaches the AI. Feedback loops refine email drafts and classifications. Your knowledge base grows with every document and interaction.

This isn't a tool you configure yourself. We build your workflows, deploy your system, and make it smarter over time — so your team just uses it.

Why AI Loopwise

Not another generic AI platform.

Custom-built, not one-size-fits-all

Every system is configured for your specific workflows, document types, and integrations. No generic dashboards. No DIY setup. We build it for you.

Your data is structurally separate

Not row-level filters. Separate database schemas per client. Your data physically cannot appear in another client's system.

Built in Europe, stays in Europe

Mistral AI (France), Hetzner (Germany), PostgreSQL. No data leaves the EU. Not by policy — by architecture. No US cloud dependency.

Gets smarter with every interaction

The AI learns from feedback, corrections, and new documents. Email drafts improve. Answers get more accurate. Your knowledge base grows automatically.

Built for specific industries

See how custom AI workflows work in practice.

AI Workflows for Tax Advisory Firms

Incoming emails classified and answered with AI-drafted replies — your team just reviews and sends
Invoice data extracted and pushed to DATEV automatically, no manual entry
Regulatory questions answered from your document library in seconds, with source citations

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AI Workflows for Recruiters & Headhunters

Daily scraping of job boards with AI-extracted candidate profiles pushed to your CRM
Candidate data structured and deduplicated — consistent quality, no manual copy-paste
Morning Slack summary: new candidates found, profiles pushed, items flagged for review

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Technology & Security

The actual stack. No marketing fluff.

Infrastructure

Hetzner (Germany)
PostgreSQL + pgvector
Docker containers
Per-client isolation

AI / LLM

Mistral AI (EU default)
Ollama (self-hosted option)
Multi-provider flexibility
Hybrid search (vector + keyword)

Security

Separate database schema per client
SHA-256 hashed API keys
Rate limiting + circuit breakers
No shared infrastructure

Compliance

GDPR / DSGVO by architecture
EU AI Act ready
No US cloud dependency
Full audit logging

Who We Are

Combined enterprise development experience and European focus, building custom AI workflows that work on day one.

Jan Zajfert

Lisbon

Co-Founder & Business Strategy

Entrepreneur with 10+ years in SaaS and AI. Inventor of two EU-patented products. Specialist in building secure, compliant AI adoption strategies for mid-market companies.

Patrick Nemeth

Stuttgart

Co-Founder & Technology Lead

Software architect with 10+ years in enterprise development. Expert in AI workflows, LLMs, and scalable architectures. Builds GDPR-compliant AI systems for B2B clients.

Frequently Asked Questions

Everything you need to know about our custom AI workflow approach

See your workflows running with AI.

Book a 30-minute demo. We'll show you the system handling real workflows from your industry — no commitment, no slides.

Book Your Demo

Or email us at contact@ailoopwise.com