You organize things for other people's businesses. It's high time for your own.
Service companies often offer their clients everything from a single source – in the form of projects, orders, assignments or mandates. They are the place where everything comes together. In-house, however, capacities, orders and billing are spread across several systems.
agenic creates a shared data basis. Your specialist software stays where it is.
Mandates, orders, assignments or projects: service companies always keep the overview for their clients. Internally, however, this is often a challenge with consequences.
As long as effort, hours and costs are recorded separately, the actual margin only shows up at billing. By then, there is hardly any way to take countermeasures. The contribution margin of a mandate, order or project should, however, be visible while it is still running.
Quotes, resource planning, time and service recording and invoices are often created in different systems. Information is entered several times, handovers get lost, and nobody sees the status and profitability of a project together.
For service providers, billable time is the actual product. Without an overview of availability, qualifications and forecast, overload arises in one place and idle time in another at the same time. Both cost margin.
Almost every service company relies on specialized software: DATEV in tax consulting, law firm software in legal advice, an applicant management system in staffing, time tracking and project tools in consulting. On top of that, Excel files and other workarounds often emerge for individual tasks. And each of them brings additional maintenance effort and increases the risk of errors.
Service providers work with their clients' most sensitive information. Legal and tax advice adds the professional duty of confidentiality, staffing services the protection of candidate data. The more spreadsheets and individual solutions emerge alongside, the harder it becomes to track who has access to what.
Hourly rates, flat fees, fee schedules, retainers and success-based commissions often run in parallel. If services already rendered are not recorded continuously, invoicing is delayed. This can lead to later payments and liquidity bottlenecks.
With more orders and employees, processes that have grown historically reach their limits. What worked with five specialists becomes a bottleneck with fifty. At the same time, qualified specialists are scarce: tying them up with double entry, manual time tracking and reporting wastes exactly the time that could be billed.
Data and information are usually available, but mostly spread across different systems and departments.
Digitalization at service providers succeeds when quotes, resources, service recording, finance and reporting work together. We combine the expertise of Inway Systems and Objektkultur in Microsoft technology, integration and custom development. So you can manage mandates, orders, assignments and projects end to end.
“Existing systems often do a good job. The challenge lies more in connecting them cleanly.”
AI agents analyze information, pursue goals and independently take over tasks within business processes. In Microsoft Dynamics 365 they are already embedded; for other solutions they are provided individually. For service companies, the benefit lies above all in reducing manual effort and gaining more time for billable work.
AI agents in finance read incoming documents, assign them to the right vendor and create a ready-made posting for approval. In service companies, these are the invoices from freelancers, subcontractors, experts or partner companies. Your team reviews and approves.
AI agents in sales research incoming requests, prioritize them and prepare customer outreach. Whether it's a project request, a mandate request, a tender or an open vacancy: the assessment happens before sales and specialist departments invest capacity.
AI agents in customer service capture incoming requests from email and chat, recognize the concern and automatically create categorized cases with relevant details. Whether it's a client request, candidate feedback or a service order: your team receives prepared cases and can start working on them right away.
Whether an agent really adds value depends heavily on how well it is embedded in existing workflows. We integrate it where people work with data, orders and processes every day.
Recurring tasks run automatically. Specialists focus on clients, customers and projects.
For individual requirements, we develop agents that fit the existing processes and systems – for example for service recording, dispatching or communication with clients, candidates and customers.
Individual agents can already provide relief. They become particularly effective when they are added to an established system landscape in which DATEV, law firm software or applicant management are already the leading systems.
An agent's real value comes from access to the right data and processes.
Every starting point is different. That's why we combine Microsoft standard, your existing specialist software and custom development so that order management, resources and finance come together on one data basis.
Your existing systems – for example for practice management, applications, time tracking, dispatching and project work – are retained. We connect them with finance solutions, CRM and AI. This way, you continue to use specialized software that you need for professional or regulatory reasons. Prebuilt connectors, such as the connection of DATEV to Microsoft Dynamics 365, make data exchange easier.
As an ERP and CRM solution, Microsoft Dynamics 365 supports service companies in order and project management as well as in sales, finance and customer service. With Microsoft Azure and Microsoft Fabric, we bring together data from specialist applications, time tracking and financial systems. This lets you continuously evaluate utilization, forecasts and results per order – not just at the end of the month.
Service providers have specific requirements that go beyond standard functions – for example client, customer and candidate portals, service recording, self-service or dispatching. We develop suitable extensions and integrate them into your existing IT landscape.
For mandates and projects, the focus is on order management, resource planning and billing according to different fee models. For on-site assignments, cross-location dispatching, mobile service recording and assignment to properties and contracts are what count. Both ways of working need end-to-end management – with functions that fit the respective workflows.
Client, customer and candidate data demand more than an authorization concept at the end of the project. We clarify three questions up front:
We usually work with Microsoft Dynamics 365, Microsoft Azure and Microsoft Fabric. For us, however, the process itself is always at the center. The right technology follows from it.
Order and project controlling · Resource and assignment planning · Service recording · Billing across different fee models
Request and opportunity management · CRM · Forecast
Replacing Excel and isolated solutions · Integration of existing specialist software · Data platform & reporting
Client, customer and candidate portals · Self-service · Specialist applications
Whether consultancy, law firm, planning office or staffing provider: the starting point is similar. The following example represents a task that is familiar to many service companies.
A growing company with subscription and project business initially did its billing with Word and Excel. In Business Central, this became an end-to-end process world: subscription management with different billing models, a project module for services that move into a subscription after project completion, and reporting with DATEV reconciliation. Monthly invoicing, once time-consuming, is now handled by one person in under two hours.
We only show what we can prove. Microsoft Solutions Partners: Inway Systems & Objektkultur.
An ERP system supports core business processes such as accounting, purchasing, sales and finance. Professional Services Automation (PSA) extends these functions with project-related processes such as resource planning, service recording, project controlling, forecasting and project billing. Service companies use PSA solutions when transparency over utilization, project results and profitability plays a central role.
No. DATEV, law firm software, applicant management or time tracking systems usually remain in place and are connected to finance, CRM and AI via an integration layer. In many companies, the greatest effort arises alongside the specialist software, namely in Excel lists, manual handovers and information maintained several times between systems.
Service companies often work with sensitive client, customer or candidate data. That's why, for each use case, it is defined which information an agent may access. Access, approvals and decisions remain documented. Data protection requirements and professional regulations are taken into account from the start.
We start in a clearly defined area, for example resource planning, assignment planning or billing. Existing specialist software initially remains in use and is connected. New functions are added step by step, so changes remain controllable and ongoing operations are not affected.
Today, processes with a high share of manual checking, research or data entry are particularly suitable. These include, for example, quote and request qualification, invoice processing, account reconciliation or tasks in customer service. Which processes are specifically suitable for AI agents depends on the existing systems, data sources and workflows.
Yes. The focus shifts, however. When services are delivered directly at the client's site, topics such as dispatching, mobile service recording, assignment planning and property reference become more important. The goal remains to be able to manage utilization, profitability and billing transparently across all assignments.
Whether AI agents, custom software, modern business applications or the integration of existing specialist software – in the initial consultation we look at your starting point: which systems lead today, where information is created twice and which step delivers the fastest visible benefit.
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