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Consulting · Automation · Chatbots · Voice AI

AI Consulting for SMEs

AI that actually runs in your shop, ERP and CRM. AI consulting with implementation: we don't just advise, we build the integration ourselves. Since 2013 we have connected shops and software to ERP, inventory management and CRM, and that is exactly where we put AI to work.

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ExampleExample Wholesale GmbH
47 /100AI maturity: Building up
Top use cases
  1. Capture orders from email and PDF
  2. Write product copy from product dataQuick win
See the full sample report
Illustration for a made-up company, not a real result.

In short

AI consulting at nextlevels combines process analysis, AI strategy and delivery – from chatbots with RAG and voice agents to integration into ERP and CRM. The free AI Potential Check is the way in: your maturity and up to five suitable use cases in about five minutes. A strategy workshop sits in the low four-figure range, a first production use case starts in the low to mid five-figure range and typically stands as a proof of concept after two to four weeks. One automation example from practice is the webinar booking with CRM integration built for the engineering firm Brötzmann.

since 2013
Software & interfaces
4.9
out of 5 stars on Google
6,000
orders a day at peak in Bike-Discount's shop
EU
Hosting options for GDPR-compliant operation

Why AI projects fail in SMEs

Rarely because of the AI, mostly because of these six points. The ratings are our assessment. The AI Potential Check scores five of them as part of your AI maturity: data, systems, processes, team and governance.

  • Critical

    Data sits in PDFs and Excel

    We check which data is already structured in your systems and start there. The AI reads orders, invoices and delivery notes as PDFs; whatever it does not recognize with confidence, it flags for your team.

  • Critical

    The ERP has no interface

    Interfaces are our core business. We have connected shops and software to SAP, DiVA, CDH, Pickware and HubSpot, among others, and build missing bridges ourselves.

  • High

    No clear use case

    We score every process by volume, time per case and feasibility before anything is built. If it does not pay off, we do not recommend it.

  • High

    Uncertainty about data protection

    EU hosting options, a data processing agreement under Art. 28 GDPR and a preliminary classification under the AI Act for every use case.

  • Medium

    Success is not measured

    We set the KPI before the pilot and measure before and after, not as an afterthought.

  • Medium

    The team is left behind

    We involve your departments from the start. Our workshops are one building block for promoting and documenting your team's AI literacy (Art. 4 AI Act).

What AI takes over in SMEs

Typical ranges per case from our use-case library. The AI Potential Check shows your values for your volumes.

  • Sales

    Capture orders from email and PDF

    Orders from inbox and attachments arrive as draft orders in your ERP, with unclear lines flagged.

    Typically: 1.5–6 min less working time per order

    Related service: Intelligent Data Extraction

  • Customer service

    Sort service emails and suggest replies

    Sort emails by topic and urgency, pull data from shop or ERP, prepare the reply as a draft.

    Typically: 0.5–2 min less working time per customer email

    Related service: AI Agents & Digital Employees

  • E-commerce

    Write product copy from product data

    Draft descriptions, bullet points and meta data from attributes and data sheets, with approval.

    Typically: 6–20 min less working time per product

    Related service: AI Agents & Digital Employees

  • Purchasing

    Create items from supplier data

    Read price lists and data sheets, map attributes to your fields, item drafts with a review list.

    Typically: 1.5–7 min less working time per product

    Related service: Intelligent Data Extraction

  • Finance

    Capture and pre-code incoming invoices

    Read invoices, match them to order and goods receipt, suggest account and cost center.

    Typically: 1.5–4 min less working time per invoice

    Related service: Document Processing

  • Logistics

    Prepare returns and complaints

    Match the request to the order, identify the reason, check return rules, open the case with a proposal.

    Typically: 0.5–3 min less working time per return or complaint

    Related service: AI Agents & Digital Employees

Typically: working time per case that no longer has to be done by hand after review and exceptions. An estimate based on published studies and vendor figures plus cautious assumptions of our own, not a promise for your business.

Classification under the AI Act: our preliminary assessment per use case, not legal advice.

AI automation: hand routine work to workflows

AI automation takes over recurring workflows that overwhelm classic rules. Classic automations execute rules; AI-powered workflows can also understand, classify and decide – for example sorting emails by content, prioritizing leads by quality or extracting structured data from documents.

We build these workflows with Make, n8n or Zapier plus language models and connect them to ERP, CRM and your existing systems. Where a process follows clear rules, we recommend rule-based automation: it is often cheaper, deterministic and easier to maintain.

See how we build these workflows on process automation & AI workflows. What a large language model (LLM) contributes, and where its limits are, is explained in our wiki.

  • Classify & route

    Sort requests and emails by content and forward them automatically to the right team or into the CRM.

  • Extract & transfer

    Capture enquiry emails, incoming invoices and orders as structured data and transfer them to the ERP – instead of retyping them.

  • Error handling included

    Retry logic, alerting and logging are part of every production setup – no silent failures.

AI Consulting Services

AI consulting and process optimization from a single source – that's what nextlevels stands for with all of its expertise. Together with you we shape your intelligent, digital future.

Unlock potential

Process analysis & AI strategy

Where is the untapped potential? We examine your business processes and develop a tailor-made AI roadmap.

Save time

Process automation & AI workflows

Intelligently automate recurring tasks and reclaim valuable working time for your team.

Empower teams

AI workshops & team enablement

Hands-on workshops that empower your team to use AI productively in everyday work.

Delegate tasks

AI agents & digital employees

Autonomous agents that complete internal tasks step by step on their own, with clear permissions and a full log.

Available 24/7

AI chatbots & digital assistants

Intelligent chatbots that support your customers 24/7, with real understanding instead of canned answers.

Automate calls

Voice AI & phone automation

AI-powered voice agents that professionally answer, qualify and handle calls, around the clock.

AI for SMEs: solutions, not research projects

AI consulting for mid-sized companies means for us: no research projects, but solutions that pay off within months. Mid-sized businesses have grown processes, an ERP that carries the day-to-day, and no time for experiments without results. That is exactly where we start – with an analysis of your workflows, an honest assessment of where AI works and where it doesn't, and an implementation that fits your existing system landscape.

The difference to pure strategy consultancies: we implement ourselves. As a software agency we build the interfaces to ERP, CRM and phone systems, develop chatbots and voice agents, and take over operations and further development. The workshop becomes a pilot, the pilot becomes a production system – with measurable KPIs instead of slide decks.

We factor in data protection and works councils from the start: GDPR-compliant processing, clear rules for employee data and, if required, on-premise or EU hosting. That turns AI in the Mittelstand from a risk topic into a tool.

  • Fast start without a mega-project

    We start with a workshop and a clearly scoped pilot use case instead of a twelve-month program. You see first results within weeks.

  • Integration into existing systems

    ERP, CRM, merchandise management, phone system: we connect AI with the systems that carry your business today – instead of building a parallel world.

  • Calculable benefit

    Every use case gets an effort-benefit estimate. What doesn't pay off, we don't recommend – even when it would be technically tempting.

Software & automation in practice

Become our next success story

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What does AI consulting cost?

Start small, grow measurably: each step builds on the data of the one before. The ranges are typical market figures, not a price list; what your project costs depends mainly on your data, integration depth and target systems.

  1. about 5 minutes

    AI Potential Check

    free

    Up to five AI levers, maturity score and first findings straight away. Euro ranges and roadmap once you enter your email.

    Start the check

  2. 1 – 2 weeks

    AI workshop & use-case assessment

    low four-figure range

    Potential measurement with real numbers: we measure volumes on real cases, score the use cases in a workshop and define the pilot.

    Go to the AI potential analysis

  3. 2 – 6 weeks

    Pilot project / proof of concept

    from a few thousand euros

    One use case goes live in one area, with a KPI we measure before and after.

  4. 6 – 12 weeks

    Production use case (chatbot, voice agent, automation)

    low to mid five-figure range

    Rollout into everyday work: connected to your systems, with guardrails and monitoring.

Operations & continuous improvement – monthly, usage-based: LLM API/token costs plus monitoring

Typical market ranges as of July 2026 – not binding prices. You'll receive a concrete fixed-price quote after discovery.

From the check to a running system

We don't start with a big project but with a solid basis for your decision. The method in detail: process analysis & AI strategy and the AI potential analysis.

  1. AI Potential Check

    Enter your website and answer a few questions: your maturity and up to five suitable use cases in about five minutes.

  2. Measurement & workshop

    We measure volumes on real cases, review ERP, CRM and data quality and score the use cases in a workshop. The result: a roadmap and a clearly scoped pilot.

  3. Pilot

    One use case goes live in one area, with your team and a KPI we measure before and after.

  4. Rollout & operations

    Further areas follow based on the measurement. Monitoring and improvement continue; language model costs are billed by usage.

Data protection and the AI Act from the start

For us, data protection is part of the architecture, not an appendix. What applies to your use cases we clarify before the pilot.

  • EU hosting options

    For sensitive data we use EU hosting options such as Azure OpenAI in EU regions, AWS Bedrock EU or self-hosted open-source models. Which path fits we decide based on your data classification.

  • DPA under Art. 28 GDPR

    Before we work with data from your systems, we sign a data processing agreement. Where it makes sense, we pseudonymise.

  • No training on your data

    We configure the language models so that your data is not used to train the models.

  • EU AI Act

    The AI Potential Check gives every use case a preliminary risk class. Our workshops are one building block for promoting and documenting your team's AI literacy (Art. 4 AI Act).

Since 2 August 2026, the transparency obligations under Art. 50 of the AI Act apply, for example labeling chatbots as AI in customer contact. Not legal advice.

AI agency or AI consulting – what you need

AI consulting delivers strategy, a roadmap and the make-or-buy decision. An AI agency then implements – chatbots, voice agents, RAG systems and process automation, integrated productively into your existing software.

nextlevels is both: we advise technology-agnostically and build the solution with our own development team. So there is no break between concept and operation – the workshop becomes a pilot, and the pilot becomes a production system.

Looking for implementation right away? See all services on our AI agency page.

Node.js
Next.js
n8n
OpenAI
Anthropic Claude
LangChain
Make
Python
Zapier
IFTTT
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AI Consulting – frequently asked questions

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What does AI consulting deliver – and what do you build yourselves?
AI consulting delivers process analysis, use-case selection and a prioritized roadmap. nextlevels goes one step further: we then build the solution with our own development team – from chatbots and voice agents to RAG/LLM systems and process automation, integrated into your systems in production.
What does an AI consultant at nextlevels do?
An AI consultant at nextlevels analyses your workflows, measures volumes, scores use cases by benefit, effort and data availability, and hands over a prioritized roadmap with a clearly scoped pilot use case. The difference to pure consultancies: our own development team stands behind the consulting and can build the pilot right away if you want – from API integration to the running workflow.
Do you also advise in NRW / Mönchengladbach?
Yes – nextlevels is based in Mönchengladbach and supports AI projects across North Rhine-Westphalia and remotely. From process analysis to chatbots and voice agents to production integration into your systems, the process stays the same, whether you are in Mönchengladbach, Düsseldorf or Cologne.
What does AI consulting or an AI project at nextlevels cost?
An AI strategy workshop or a focused process analysis typically sits in the low four-figure range. A first use-case put into production – a chatbot with RAG, a voice agent or an automation – starts in the low to mid five-figure range, depending on integration depth and data connectivity. On top of that come running costs: the API/token costs of the LLMs you use (OpenAI GPT, Anthropic Claude, Google Gemini) plus operations and monitoring as a separate line item. You get a concrete fixed-price offer after discovery.
How accurate is the free AI Potential Check?
It calculates with your answers and typical values from studies and vendor figures, which we set cautiously, and therefore shows ranges instead of fixed numbers. You can change every assumption in the report. Exact values come from the potential measurement with real volumes from your systems.
What happens to my data in the AI Potential Check?
For the check, our server only fetches publicly accessible pages, such as the home page, legal notice, sitemap and careers page, and looks up the MX records of your domain. From the title, meta description, headings, menu items and an excerpt of the page text we remove email addresses, phone numbers, street addresses, the company name and sentences containing role or title words such as managing director or contact person, before an AI service classifies them. Unless you request the report, we do not store any details from the scan. Before we later work with data from your systems, we sign a data processing agreement under Art. 28 GDPR.
What does the AI Potential Check cost, and why do I need my email address?
The check is free. You see the maturity score, first findings and up to five suitable use cases straight away in your browser. You unlock euro ranges and the roadmap with your business email address: we then create an entry in our CRM and send you the report by email.
Does our team need prior AI knowledge?
No. The check and the workshop are designed for management and departments and need no prior knowledge. What your team needs for everyday work with AI we teach in workshops. They are one building block for promoting and documenting your team's AI literacy (Art. 4 AI Act).
How quickly can you start and how long does an AI project take?
We can usually schedule an initial call within a few business days. A clearly scoped use-case – for example a chatbot with RAG on your documents – we deliver as a proof of concept in two to four weeks, so you see early whether the solution holds up. The path to stable production depends on integration depth: a plain API connection is fast, while a deep integration into ERP, CRM or your phone system including guardrails and monitoring takes correspondingly longer.
Which services does AI consulting include?
We cover six areas from a single source: process analysis & AI strategy (where does AI actually pay off), AI chatbots & digital assistants, voice AI & phone automation, AI interfaces & system integration into your existing systems, AI workshops & team enablement, and process automation & AI workflows. We deliberately start small: first the measurable use-case, then the rollout. You're not sold a toolbox – you get a solution to a concrete problem.
Is AI consulting worth it for the German Mittelstand?
Yes – especially for mid-sized companies. We start with concrete, manual-heavy processes, automate them with pragmatic AI solutions and calculate the ROI up front. Instead of one big project we deliver in manageable steps: first the measurable use-case, then the rollout – GDPR-compliant, without vendor lock-in and matched to the reality of mid-sized teams and budgets.
Is using AI GDPR-compliant? Where does my data run?
Yes, with the right architecture. For sensitive data we use EU hosting options such as Azure OpenAI in EU regions, AWS Bedrock EU or self-hosted open-source models like Llama and Mistral on-prem. We sign a data processing agreement (DPA/AVV), and with correct configuration your data is not used to train the models; where it makes sense, we pseudonymise. The trade-off is honest: a US API is fast and cheap, while EU or self-hosted setups give you data sovereignty at higher effort. Which path fits we decide based on your data classification.
Your own model or a ready-made API – which is better?
For most projects a managed API (GPT, Claude, Gemini) is the right choice: best quality, fastest time-to-market, no infrastructure overhead. A self-hosted model like Llama or Mistral is worth it when strict data-protection requirements demand it, or when at high, sustained volume the token costs justify running your own hardware. We make that call during discovery based on your numbers – not in the sales meeting and not on principle.
Do I even need AI – or is classic automation enough?
Not every problem needs an LLM. Rule-based automation with n8n or classic workflows is often cheaper, deterministic and easier to maintain – and that's exactly what we recommend when your process has clear rules. AI plays to its strengths where unstructured language, documents, classification or real variability are involved. We tell you honestly when the deterministic path is the better one, rather than selling you a language model you don't need.
Which AI model do you use – RAG or fine-tuning?
We are model-agnostic and work with GPT, Claude, Gemini, Llama and Mistral – we choose per use-case by quality, cost, latency and data protection. For current company knowledge we use RAG: retrieval over your data via a vector database, so the model answers with your real content. We only use fine-tuning when RAG hits its limits – honestly, RAG covers the vast majority of needs and is far cheaper to maintain.
Who owns the solution – does vendor lock-in arise?
You own everything: the code, the prompts, the configurations and your data. We document the solution so another team could take over, and we deliberately build the architecture model-agnostic – you can switch the provider, from GPT to Claude or to a self-hosted model, without rebuilding the whole solution. Vendor lock-in is not our business model but a risk we actively avoid.
How do you measure success – is it even worth it?
We define the KPIs upfront together with you: hours saved, response times, conversion rate, ticket-deflection rate – depending on the use-case. Instead of a big-bang we start with a measurable use-case where the value can be cleanly proven before we scale up. And we stay honest: if a case doesn't add up after the analysis, we say so – better no project than one that misses your expectations.

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READY TO TAKE YOUR PROCESSES TO THE NEXT LEVEL WITH AI?

Whether you want to automate individual workflows or develop a holistic AI strategy for your company – we'd love to meet you. An initial conversation is the foundation for smarter processes and real cost savings.

What's it about?

Request an intro call +49 (0) 2161 539 71 60
Profile picture of Slawa Ditzel, Executive Partner

Slawa Ditzel

Executive Partner

  1. 30 minutes by video or phone
  2. You talk directly to a partner, not to sales
  3. You get the order of steps, risks and rough costs

+49 (0) 2161 539 71 60info@next-levels.de

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