How we work
Clear steps.
No surprises.
Small businesses get an AI employee, live in 2–3 weeks. Bigger companies start with an Audit. The same rules apply to both.
Your path
From the first call to running.
Small businesses
AI employees: a fixed scope, live in 2–3 weeks, a monthly fee from day one.
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30 minutes
We talkFree
You tell us what eats your team’s time. We tell you honestly what is worth automating, what it costs and what to leave as it is.
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Week 1
We set it upFrom €2,900 setup
Your price list, rules, texts and tools. You answer our questions; we do the work.
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Weeks 2–3
You test itIncluded
With real cases from your business. It only goes live once you’re happy with it.
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From then on
It works, we look after itFrom €390 a month
Anything that touches money or customers waits for your OK. We watch it, make changes and report every month.
Mid-sized companies
Projects with your team: an Audit first, then a Sprint per automation, and care if you want it.
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30 minutes
We talkFree
You tell us what eats your team’s time. We tell you honestly what is worth automating, what it costs and what to leave as it is.
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2 weeks
Audit€1,900
We map one process with your team, rank what is worth automating, check data protection, and give you fixed quotes for the three best ideas.
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3 weeks
Automation Sprint€4,900
One automation, live in your business, not a prototype. With approvals where money or customers are involved, a log of every run, a manual and training.
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a month · 3-month minimum
Ongoing care€800–1,500
We watch your automations, fix problems within agreed times, make a set number of changes each month and report every quarter.
Enterprise
Systems built for your company, scoped from an Audit.
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30 minutes
We talkFree
You tell us what eats your team’s time. We tell you honestly what is worth automating, what it costs and what to leave as it is.
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2 weeks
Audit€1,900
We map one process with your team, rank what is worth automating, check data protection, and give you fixed quotes for the three best ideas.
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scoped from the Audit, no upper cap
Custom Buildfrom €15,000
Custom apps, dashboards and connections across your systems: tested, documented, with training. Priced from the Audit.
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a month
Retainer€2,000–10,000
A fixed monthly budget for new builds, changes and support across your company.
No VAT is charged: Mosaik Automations is a small business under § 19 of the German VAT Act (UStG).
The Mosaik method
Understand the work first.
Then automate it.
For projects with your team: six stages from Map to Operate, a sequence of decisions rather than six things to buy. Our AI employees have been through the first stages already, so their setup starts at Connect.
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01 · Map
Understand the work
We sit with the people who do the work and map one workflow end to end: where requests arrive, what gets copied, which decision waits and where exceptions cause rework. You get a shared picture of the workflow, systems, owners and open questions.
Candidate register · Sales and adminIllustrative exampleTask Hours / month Fit Re-entering quote requests in the CRM 22 High Typing invoices into DATEV 16 High Chasing approvals by email 14 Medium Assembling the monthly report 9 Medium Searching for internal answers 4 Low 65 hours a month across five tasks · Report owner: unknown -
02 · Improve
Simplify the workflow
Before anything is automated, we remove steps that shouldn’t exist, settle which system holds the truth, and decide who approves what. You sign off the target workflow before we build.
Target workflow · Quote requestsIllustrative exampleEnquiry arrives by emailTrigger · shared inboxDetails read and checkedAI step · missing details go back to the senderCustomer matched in the CRMSystem of record · stays as it isStandard quoteSales reviews the draftQuote over €5,000Sales lead approvesQuote sent and loggedEmail · CRM -
03 · Connect
Connect the systems
We connect the systems you keep, with checked fields, limited retries, alerts and clear access rules. Information moves once, and you can trace where it went.
Connection · Inbox → CRMIllustrative example- Fields
- 7 mapped, 3 required
- Validation
- Missing details go back to the sender
- Retries
- 3 attempts, then an alert to Sales
- Access
- Reads one inbox, writes CRM leads only
- Log
- Every run stored with its input and result
The CRM stays the source of truth for customer data -
04 · Build
Add what’s missing
Where your existing tools aren’t enough, we build the missing piece: an internal tool or an AI-assisted step. It ships with tests, documentation and defined behaviour for when something goes wrong.
Test run 314 of 14 passed- Enquiry in German with an attachmentDetails read from both
- Existing customer, repeat orderLinked to the customer record
- Quantity missingSent back to the sender with one question
- Request is unclearHanded to a person
- Newsletter or spamIgnored and logged
+ 9 more cases taken from real past enquiries · Illustrative example -
05 · Measure
Check the effect
After launch we compare against the starting point: handling time, errors and quality instead of gut feeling. Then we decide together whether to adjust, roll out or stop.
Pilot review · Quote requestsIllustrative exampleHandling time4.2 minwas 14 minRe-entry errors1was 9 a monthDecisionRoll outto a second team14.0Baseline6.5Week 14.8Week 24.2Week 3 -
06 · Operate
Run it reliably
Every system gets a named owner, monitoring, a clear path for incidents and an agreed way to handle changes. A regular report shows runs, hand-offs to your team and errors.
Operations · Quote requestsIllustrative exampleRuns this month1,284Handed to a person37Errors caught3- CRM did not respond · 09:14Retried after 2 minutes and succeeded
- Attachment unreadable · 11:02Sent to Sales for a manual check
- Price list updated · TueChange reviewed and released
Owner: Head of Sales · next review in December
Guardrails
Careful with your data.
Careful with your customers.
An automation that embarrasses you in front of a customer costs more than it saves. Every system we deliver has limits your team can see, and a person who owns it.
How we handle data-
Approvals are built in
Anything that touches money or customers waits for a named person. The approval is part of the design, not a footnote.
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Your systems stay
A working system of record remains the source of truth. We connect viable software instead of replacing it by default.
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Every run is logged
Error handling, limited retries and a log of each run, so you can see what happened and why.
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Documented and yours
Documentation, a runbook and training at handover. Your accounts, knowledge and exit path stay with you.
How we help
Where work gets stuck.
And where we’d start.
Five situations we see again and again. Each one starts with a question about your workflow, not with a tool.
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One enquiry. Several inboxes.
Nobody reliably sees who takes over and which detail is still missing.
Where we’d start: bring intake, ownership and missing details into one clear flow, then check a structured handoff into your existing system.
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One value, typed three times.
Document, spreadsheet and business system hold different versions. The mismatch shows up too late.
Where we’d start: agree one source of truth and shared field rules. A controlled transfer can replace the double entry if access and data quality allow.
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The next step is waiting for a yes.
An approval sits in a message. The deputy, the criteria and the status are unclear.
Where we’d start: settle who approves what, up to which limit, and who stands in. A shared review space can record each decision and its reason.
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The report starts from scratch every month.
Several exports are merged by hand. Later, nobody can explain where a figure came from.
Where we’d start: define the figures and their sources first. A traceable data path can make the report repeatable, with gaps kept visible.
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The answer exists. But where?
Internal knowledge is scattered, and what’s current and who may see it varies.
Where we’d start: sort sources, validity and access. Then test a search or assistant that cites its sources. Sometimes better filing is enough.
Seen enough?
In a free 30-minute call we find your first automation.