AI agents for complex operations

AI agents that execute your operational workflows.

Turn emails, PDFs, purchase orders and repetitive admin into completed workflows across your ERP, CRM and the systems your team already uses.

See what you can automate Book a Workflow Review

Built for growing European companies with complex operational workflows.

Inbox

New RFQ

Frompurchasing@northstar.example

SubjectRFQ for October delivery

Can you quote 180 units of AX-440 and 60 units of the stainless version? Delivery to Munich by 5 October. Specs attached.

technical-specs.pdf412 KB

Quote Agent

Idle

Reading request0 / 5

Customer found

Products matched

Pricing checked

Inventory available

Delivery validated

Quote #49281

Ready for approval

Northstar IndustrialMunich, DE · 3 Oct

AX-440× 180Standard housing€18,144

AX-440S× 60Stainless housing€6,685

Total€24,829

Approve quoteReviewAwaiting approver

The problem

Your team is still doing work your systems should handle.

Customer requests arrive through email, PDFs and spreadsheets. Someone has to read them, find the right information, update internal systems and move the process forward.

One request, by hand

4 manual steps

01ReadThe email, the PDF, the spreadsheet.
02FindThe customer, the product, the price.
03UpdateThe ERP and CRM, typed in again by hand.
04Hand offTo the next step, and the next person.

oktogonAI turns these repetitive steps into AI-operated workflows, without replacing the software your team already uses.

Beyond chatbots

Your AI should do the work, not just talk about it.

oktogonAI agents don't stop at answering questions. They work across your email, documents, ERP and CRM to complete real operational tasks.

One connected workflow

AI workforce

Start with the workflows that cost your team the most time.

Deploy one focused AI agent first. Add more workflows once the value is proven.

01Sales

Quote Agent

Turn incoming RFQs into ready-to-send quotes.

The agent reads the request, identifies the customer and products, checks pricing and inventory, and prepares the quote for your team.

Workflow

RFQ
Product match
Pricing
Inventory
Quote
Approval

Explore Quote Agent

02Order management

Order Agent

From purchase order to ERP-ready transaction.

Process emailed orders and attached documents without manually re-entering every detail.

Workflow

Email / PO
Validation
Product match
ERP entry
Confirmation

Explore Order Agent

03Procurement

Procurement Agent

Take repetitive work out of purchasing.

Handle supplier requests, offer comparison and purchase preparation with clear approval rules.

Explore

04Finance

Finance Agent

Reduce document-heavy finance administration.

Extract, validate and move invoice and payment-related information through your existing processes.

Explore

05Customer operations

Customer Operations Agent

Resolve routine customer requests faster.

Understand incoming requests, retrieve the right information and complete the next operational step automatically.

Explore

See it work

From customer email to completed workflow.

One request can touch five different systems. oktogonAI connects the steps and moves the work forward.

Illustrative data

Inbox

Frompurchasing@northstar.example

SubjectRFQ for October delivery

ReceivedToday, 09:14

Can you quote 180 units of AX-440 and 60 units of the stainless version? Delivery to Munich by 5 October. Specs attached.

technical-specs.pdf

Quote Agent

Idle

Reading emailEmail

Extracting 2 line itemsPDF

Matching customerCRM

Matching productsERP

Applying contract pricingERP

Checking inventoryERP

Validating delivery dateERP

ERP

Awaiting transaction

Works with your stack

Keep the systems that already run your business.

oktogonAI works across the tools your team already uses, so you can automate workflows without replacing your core software.

Email & documents

Shared mailboxesEmail
Individual mailboxesEmail
PDF documentsDocument
SpreadsheetsSpreadsheet
Document librariesFiles

oktogonAI

01Understand
02Decide
03Act

Business systems

Common business systems

ERPCore system
CRMCustomer data
Order managementOperations
Inventory and pricingCatalogue
Finance and invoicingFinance

Have a different setup? We build around the systems your team already depends on.

Discuss your systems

You stay in control

Automate the routine. Keep people in the important decisions.

You decide what the agent can complete automatically, what needs approval and what should always go to a person.

Set rules based on value, customer, confidence, workflow or any condition that matters to your business.

Approval rules · Quote Agent

3 examples

Confidence97%
Standard request
Quote #49262€12,400
Pricing
Contract pricing confirmed
Inventory
Available
Complete automatically
Confidence82%
Price exception
Quote #49277€18,950
Reason
8% discount requested (limit 5%)
Ask for approval
Confidence46%
Product ambiguity
Quote #49279
Reason
Two catalogue items match the description
Send to employee

Control centre

See what your AI agents are doing.

Track activity, approvals and exceptions across every automated workflow.

Today's activity

AI workforce

Sample data

Quote AgentTasks today142Needs attention6
Order AgentTasks today87Needs attention2
Procurement AgentTasks today41Needs attention3

Needs attention

11 items

#49277 · €18,9508% discount requested (limit 5%)Quote Agent
PO 88-4471 · line 03Price variance +4.2%Order Agent
RFQ 2291 · Supplier CDifferent specificationProcurement Agent

+ 8 more

Set clear permissions.

Quote Agent permissions

scoped

Can

Read incoming requests
Access product data
Check customer pricing
Prepare quotes
Update CRM

Needs approval

Quotes above €50,000
Discounts above 5%

Cannot

Change master pricing
Delete records

Every important action is recorded, so your team always knows what happened.

Activity

09:41:06RFQ receivedNorthstar Industrial · 3 linesagent:quote
09:41:09Customer matchedNORTHSTAR-INDagent:quote
09:42:01ERP queried3 SKUs · contract pricing · stockagent:quote
09:42:04Quote created#49277 · €18,950agent:quote
09:42:04Approval requested#49277 → sales managerrule:discount>5%

Real results

Less admin. Faster operations.

63%

Faster quote preparation

Quote requests read from email and priced against the manufacturer's own database.

Hungarian glass manufacturer · Name confidential

40%

Faster ticket routing

Incoming logistics requests classified and routed automatically.

European logistics company · Name confidential

52%

Faster quote preparation

Customer requirements processed and prepared for commercial teams faster.

B2B service provider · Name confidential

The goal isn't AI adoption.It's removing work your team shouldn't have to do manually.

Figures are measured outcomes from the workflows described. Customer names are confidential.

Read the case studies

Built for operational businesses

For companies where work moves between people, documents and systems.

All industries

Pallet racking in a distribution warehouse

Wholesale distribution

Speed up quoting, order entry and customer operations.

RFQs
Orders
Inventory requests
Pricing

Explore

Manufacturing

Reduce repetitive work across sales, procurement and operations.

RFQs
Purchasing
Documentation
Supplier workflows

Explore

Logistics

Process operational requests and exceptions faster.

Customer requests
Documents
Routing
Exceptions

Explore

B2B services

Automate document-heavy operational and administrative workflows.

Proposals
Operations
Finance
Administration

Explore

Safe by design

Give AI access to the work, not to everything.

Each agent gets clear permissions, approval rules and boundaries based on the workflow it performs.

Read the security overview

Limited access

Agents only access the systems and information needed for their job.

Approval rules

Keep your team involved in high-value or unusual decisions.

Activity history

Review what the agent did and when.

EU AI Act and GDPR

Every implementation complies with both, and follows your own security requirements and data policies.

AI Act and GDPR compliance is our own assessment, not a certificate. oktogonAI does not currently hold ISO 27001 or SOC 2 certification.

Business case

How much time could your team get back?

People involved in the workflow10

Hours each person spends on it per week15 h

Average employee cost per year€50,000

Estimated automatable share50%

Based on 46 working weeks a year and a 1,840-hour full-time year.

Estimate

illustrative

Estimated time returned to your team

3,450

hours / year

Equivalent team capacity

full-time roles

1.9

Value of that time

per year, at your average cost

€93,750

An illustrative estimate based on your inputs. Actual results depend on the workflow and implementation.

Calculate your workflow

How we start

Start with one workflow. Prove the value. Then expand.

01Find
Choose the workflow worth fixing first.
We map where your team spends time on repetitive operational work.
02Build
Create the agent around your real process.
We test it using actual requests, documents, rules and edge cases.
03Connect
Plug into the tools you already use.
Email, ERP, CRM, files and other systems become part of the workflow.
04Launch
Start with clear boundaries.
Define approvals, exceptions and what the agent can complete automatically.
05Expand
Automate the next workflow.
Once the first agent proves its value, add more processes across the business.

Workflow Review

Find the workflow worth automating first.

We'll look at how the work gets done today, where your team loses time and whether an AI agent can realistically take over part of the process.

What we'll cover

Your current workflow
Manual steps
Systems involved
Automation potential
Possible first implementation

Talk to our team

Book a Workflow Review

6 questions

Your business already has the systems.Now give them a workforce.

Put AI agents to work on the repetitive processes your team handles every day.

See what we can automate Talk to our team

Start with one workflow

Fixed scope for the first workflow, agreed before we start. Expansion is your decision once it proves value.

How it works

Security, stated plainly

Where the agents run, what they can and cannot do, and exactly what we do and do not claim.

Security

AI agents that execute your operational workflows.

Your team is still doing work your systems should handle.

Your AI should do the work, not just talk about it.

Start with the workflows that cost your team the most time.

Turn incoming RFQs into ready-to-send quotes.