AI Use Cases for SMEs

The Product AI Chatbot transforms digital sales channels into intelligent, conversational shopping experiences. Through natural language interactions, the agent guides customers from initial interest to purchase completion, increasing conversion rates, average order value and customer satisfaction.

The Product AI Chatbot adds an AI-powered conversational layer to existing commerce platforms. Instead of relying on traditional search and filter functions, customers interact with the system using natural language. The agent understands customer needs, compares products, considers individual preferences and recommends the most suitable options.

By combining product discovery, comparison capabilities and personalized recommendations, the chatbot creates a guided shopping experience - similar to an in-store consultation, but digitally scalable.

Features

• Intuitive product search using natural language
• Dynamic product comparisons based on individual requirements
• Real-time access to product catalogs, inventory and pricing data
• Personalized recommendations based on customer behavior and purchase history
• Consistent brand experiences across web, mobile and chat channels

Benefits

• Higher conversion rates: +10% increase in online conversion rate
• Higher basket value: +10% increase in average order value
• Stronger customer loyalty: +5% increase in repeat purchase rate

The Payable Agent automates the entire accounts payable process - from invoice capture to posting preparation. It reduces manual effort, increases transparency and significantly accelerates financial processes.

Using AI-powered document recognition, semantic analysis and ERP integration, the Payable Agent automatically captures, validates and processes incoming invoices.

It matches invoice line items against purchase orders, goods receipts and contract terms. Any discrepancies are automatically identified, prioritized and routed for review. Standard cases can be prepared for posting automatically or processed end-to-end without manual intervention.

The result is a fully digitalized procure-to-pay process.

Features

• Automatic data extraction from PDFs, emails and EDI documents
• Intelligent matching against purchase orders and goods receipts
• Detection of price and quantity discrepancies
• Reduced manual verification and approval effort
• Seamless integration with ERP and accounting systems

Benefits

• Faster invoice processing: 75% less manual processing effort
• Fewer errors and corrections: Up to 70% fewer posting errors
• Improved cash flow: Faster utilization of early-payment discounts and reduced late-payment fee

The Support Agent automates the qualification, prioritization and resolution of incoming service requests. By combining knowledge bases, historical ticket data and contextual analysis, it delivers an intelligent self-service experience.

The AI Support Agent analyzes incoming requests in natural language and automatically identifies the category, urgency and context. It suggests relevant solutions from the knowledge base or creates structured tickets containing all necessary information.

Recurring standard inquiries can be resolved automatically, while more complex cases are routed to service agents together with enriched context and recommended next steps.

Features

• Automatic ticket classification and prioritization
• Instant response recommendations based on internal knowledge sources
• Structured ticket creation with complete contextual information
• Fewer follow-up inquiries through intelligent prompts and guided interactions
• Seamless integration with existing ITSM and CRM systems

Benefits

• Faster response times: 40% reduction in ticket resolution time
• Lower support costs: Up to 30% less manual processing effort
• Higher customer satisfaction: Improved first-contact resolution rates

The Aproda Service Agent integrates Business Central and external service systems into a single AI-powered workspace. It analyzes requests, automatically creates service orders and provides all relevant information in one interface - eliminating the need to switch between systems.

The Aproda Service Agent is an AI-powered extension for Microsoft Dynamics 365 Business Central. It processes incoming service requests from email, customer portals and CRM systems, analyzes issues expressed in natural language and automatically creates structured service orders in the ERP system.

At the same time, the agent accesses maintenance contracts, spare parts inventories, service histories and SLA data - even across multiple systems. Employees work in a single interface while the agent orchestrates Business Central and connected applications in the background.

Features

• Automatic ticket and service order creation
• Intelligent prioritization based on SLA commitments and urgency
• Access to Business Central, CRM and document management systems from a single interface
• Reduced manual data entry and administration
• Support for spare parts and resource planning

Benefits

• 45% faster service case processing
• 30% reduction in administrative effort
• Higher first-time fix rates through complete service context

The Aproda Recruiting Agent automates candidate screening, evaluation and communication throughout the recruitment process. It identifies suitable candidates, generates standardized assessments and automatically prepares interview invitations, follow-up requests, or rejection letters.

The Recruiting Agent analyzes incoming applications using natural language processing. It matches resumes against job requirements, evaluates qualifications, work experience and skills and creates a structured candidate ranking based on predefined criteria.

In addition, the agent generates personalized interview invitations, rejection letters and follow-up requests. HR managers remain in full control throughout the process, while the agent handles time-consuming administrative tasks.

Optionally, the agent can be integrated with Business Central HR modules and external applicant tracking systems (ATS).

Features

• Automated resume screening
• AI-assisted candidate assessment
• Prioritization of suitable candidates
• Automated interview scheduling
• Documentation of all candidate interactions

Benefits

• 60% faster candidate pre-screening
• More consistent candidate evaluation through standardized criteria
• 40% reduction in administrative recruiting effort

The Aproda Inventory Agent forecasts demand and automates purchase recommendations in Business Central.

The agent analyzes historical sales data, lead times, seasonal trends and current inventory levels. It identifies reorder points early and automatically generates purchase recommendations within the ERP system.

Optionally, external market data and supplier performance metrics can be incorporated into the forecasting process.

Features

• AI-powered demand forecasting
• Automated purchase recommendations
• Prevention of overstocking and stockouts
• Transparent inventory optimization

Benefits

• 20% lower inventory costs
• 35% fewer stockouts
• Optimized working capital utilization

The Aproda Order Agent automates the entire processing of incoming orders - from order capture to ERP posting. It interprets orders received via email, PDF, or EDI, validates them against Business Central and creates structured sales orders without manual data entry.

Using AI-powered document recognition and semantic analysis, the Order Agent analyzes incoming customer orders, extracts items, quantities, prices and delivery dates and automatically matches them with master data in Microsoft Dynamics 365 Business Central . When discrepancies occur, the agent suggests suitable alternatives, such as substitute items or alternative delivery dates. Standard orders are automatically created as sales orders in the ERP system.

Optionally, the agent can also validate pricing and detect price discrepancies.

Features

• Automatic order entry from emails, PDFs and EDI documents
• Intelligent validation against customer, item and pricing data
• Detection of quantity, pricing and delivery discrepancies
• Reduced manual data entry
• Seamless integration with Microsoft Dynamics 365 Business Central

Benefits

• 65% faster order processing
• 70% less manual data entry
• Up to 60% fewer data entry errors

The Management Insight Agent consolidates data from Business Central and other business systems to generate actionable insights and recommendations.

The agent analyzes financial, sales and inventory data in real time.

Instead of providing static reports, it delivers context-aware insights and recommendations - highlighting margin risks, revenue trends, liquidity bottlenecks and other factors that require attention.

Decision-makers receive answers and recommendations in natural language, enabling faster and more informed decisions.

Features

• Real-time analysis of ERP data
• Automatic KPI interpretation
• Actionable recommendations instead of static reports
• Natural language and voice-based interaction

Benefits

• 30% faster strategic decision-making
• Greater transparency into key business metrics
• Reduced manual reporting effort

The Knowledge Agent integrates documents, ERP data and internal policies into a single intelligent search and conversational interface.

Using Retrieval-Augmented Generation (RAG), the agent delivers context-aware answers based on information from SharePoint, document management systems (DMS) and Microsoft Dynamics 365 Business Central.

Employees can ask questions in natural language and receive precise answers with source references, ensuring transparency and trust in the results.

Features

• Context-aware information retrieval
• Access to ERP, document, and knowledge data
• Reduction in internal follow-up questions
• Integration with Microsoft Teams and web-based interfaces

Benefits

• 55% faster information retrieval
• 40% fewer internal support requests
• Higher productivity in day-to-day operations

The Demand Forecast Agent predicts sales trends and identifies excess inventory before it becomes a problem.

The agent analyzes historical sales data, seasonal trends, lead times and market demand patterns. It generates accurate forecasts and simulates different planning scenarios to prevent overproduction and excess inventory.

Features

• AI-powered demand forecasting
• Scenario-based planning and simulation
• Optimization of order quantities
• Seamless integration with Business Central planning processes

Benefits

• 25% reduction in inventory write-offs
• Optimized working capital utilization
• Greater planning accuracy and reliability

The Aproda Visit Report Agent enables the fully automated creation of visit reports from phone calls - directly integrated into Microsoft Dynamics 365 Sales. It transforms spoken information into structured CRM records and significantly reduces administrative effort in sales.

After a customer meeting, field sales representatives call a dedicated service number and describe the conversation in natural language. The agent uses Microsoft speech-to-text technology to transcribe and analyze the content using AI.

Based on this analysis, the agent automatically creates a structured visit report in Microsoft Dynamics 365 Sales, including links to contacts, opportunities and activities.

Features

• Voice-based data capture without manual entry
• Automatic creation of structured visit reports
• AI-powered identification of sales opportunities
• Seamless integration with Microsoft Dynamics 365 Sales
• Improved CRM data completeness and consistency
• Accessible via mobile, Microsoft Teams or phone

Benefits

• Up to 50% reduction in administrative effort for field sales teams
• 60% increase in visit report completeness
• Faster identification of new sales opportunities
• Real-time visibility for sales management

The Aproda Chat & Voice Service Agent enhances the digital customer experience through intelligent, conversational interactions within Microsoft Dynamics 365. It automates customer inquiries, accelerates service processes and integrates seamlessly with Dynamics 365 Contact Center and Dynamics 365 Customer Service.

The Chat & Voice Service Agent functions as a fully digital customer service representative, handling customer inquiries in natural language - both via chat and over the phone.

Integrated directly with Dynamics 365 Contact Center and Dynamics 365 Customer Service, the agent can access relevant customer and service data in real time.

The agent can:

• Recognize customer identities
• Check open cases
• Answer status inquiries
• Create service tickets
• Resolve standard requests automatically
• Transfer conversations to human agents when needed

Features

• 24/7 automated customer interaction
• Seamless integration with Dynamics 365 Contact Center
• Automatic ticket creation in Dynamics 365 Customer Service
• AI-powered response generation
• Scalable chat and voice capabilities
• Consistent brand experience across all channels

Benefits

• Up to 40% fewer routine inquiries for service teams
• 20% higher customer satisfaction through faster response times
• 30% reduction in contact center wait times
• Scalable service capacity without increasing headcount