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Ten processes with the fastest payback: invoice intake, quote follow-ups, scheduling, inquiry triage, CRM–ERP sync, onboarding, reporting, document filing, stock alerts, and feedback collection — 5–20 hours saved per month each. Pick by frequency × annoyance, and start with exactly one.

Excel stops being the right tool when five symptoms appear: version chaos, formula chains nobody dares touch, customer PII sent by email, manual retyping, a single keeper. A small web app with roles and audit trail runs €15,000–€50,000 — here's when it pays off, and when Excel should stay.

LLM extraction automates 70–95% of invoices, delivery notes, and forms — no per-supplier templates like old OCR. The pattern: extract to JSON with confidence scores, auto-book above a threshold, human review below. 500 invoices a month at 4 minutes each is 33 hours back.

€2,000–€6,000 for a simple one-way sync, €8,000–€20,000 for bidirectional sync with mapping, €20,000–€50,000+ when a legacy system has no real API. The cost is rarely the happy path — it's error handling, auth lifecycles, and data mapping.

An AI agent is an LLM that plans multi-step work and uses tools — search, CRM, email. Working in production today: triage and drafting, research, cross-system data entry, all with review gates. Our rule: give an agent the autonomy you'd give a new intern in week one.

Make for simple glue under 10k operations/month. Self-hosted n8n for GDPR-sensitive workflows and heavier logic. Custom code once a workflow becomes a product feature. The decision rules — and the hybrid setup we deploy most often.

Most startups adopt Salesforce too early or too late. Here's when it actually makes sense, what to automate first, and whether you should use Flows, Apex, or third-party tools.