How it works
From a task to a result, with traceable steps.
The AI Business Management System connects your company knowledge with agents that work under your rules. You describe the task. The agent brings together relevant context, prepares results and carries out steps for which it has the necessary tools and authority.
Four building blocks
- Working memoryAn organised place for knowledge, instructions, customers, properties, orders, tasks and decisions. Each piece of information has a defined home; confirmed results are stored where they belong under the agreed rules.
- RulesEach area defines what applies, who is responsible and what an agent is allowed to do.
- AgentsAI agents read the relevant context, prepare steps and carry out approved actions.
- ToolsEmail, phone services, documents, CRM, calendars and other services. We decide which to connect after checking interfaces and permissions.
Two ways to work
A task from your team
An employee describes a task in plain language. The agent finds the context, completes the permitted steps and records the agreed result. We use this way of working internally every day; for your business, we configure and test it with your team during the project.
An event starts a workflow
A new email, document or scheduled time can trigger a workflow. This requires the process, data source, permissions, connection and reliability to have been checked during the project. External messages are sent only after the agreed approval.
A case, step by step
A customer request arrives by email. The assistant brings the message together with the relevant customer case, contract and previous decisions. It prepares a reply and a CRM entry. After approval, the new agreement, the next task and the change in the work journal are assigned to the correct case.
- Understand the taskWhat needs to be clarified or prepared?
- Bring together the relevant contextWhich approved sources and rules apply?
- Prepare a result or carry out an actionWhat may the agent do, and what needs your approval?
- Update the working memoryWhich confirmed result belongs to which customer, project or case?
Reading from and writing to external systems depends on the available interfaces, access rights and agreed project scope.
Phone conversations as another workflow
Before a conversation, the purpose, contacts, permitted information, conversation rules and limits are defined. A configured and tested phone workflow uses this approved information. Agreed structured results can be handed over to your team after the conversation.
The AI identifies itself as AI at the start of each conversation. Outgoing calls are made only with the recipient’s prior explicit consent. Limits, escalation rules and handover to a person are agreed in advance.
Run it yourself or choose a managed service
AI Business Management System
We set up your workspace, test the agreed workflow, train your team and hand over the system. Your team then works with it; assistance and further support are optional.
Managed AI phone service
Vertriebex handles setup and agreed support for a bounded phone workflow. The client defines the purpose, contacts, permitted information, rules and limits.
If you want to run your phone workflow yourself, setup and training for it can form part of an agreed implementation project. We define which workflow your team takes over and how it checks results, approvals and limits.
Your data, your accounts, your rules
- The system handed over to you works with your own accounts. External services process data under their own terms; we agree which services receive which data for the workflow.
- Before use, we clarify the required data, access rights, retention and deletion. Requirements for external services are checked as well.
- Payments, contract changes and other sensitive steps remain with a person unless expressly authorised.
- We agree which decisions are recorded with the responsible person, time and basis.
- The agent does not make legal, tax or medical decisions.