optimio

Automation and AI · Palma de Mallorca

AI process automation for businesses in Mallorca

We automate repetitive work for businesses in Mallorca and the rest of Spain: reading orders, delivery notes and invoices that arrive as PDFs, photos or handwritten sheets; organising the email of shared inboxes; and moving data between the programs you already use so nobody types it twice. AI only comes in where a document has no fixed format; if a rule is enough, we use a rule. And anything unclear is always decided by a person.

Book a 30-minute consultation

Free, by video call. If you can, have one of your recurring orders or emails at hand.

Order · Hardware store · stock reorder

  • PVC pipe 32 mm120 pcs
  • 90° elbow 32 mm40 pcs
  • 32 mm coupling60 pcs
  • PVC glue ?2 tins

~/pedidos ❯ optimio read order.jpg

read4 handwritten lines

line 1PVC pipe 32 mm · 120 pcs

line 290° elbow 32 mm · 40 pcs

line 332 mm coupling · 60 pcs

line 4“PVC glue ?” is unclear

reviewline 4 is for a person to decide

ready3 lines ready to export to your management software

Example with made-up data. It reads a handwritten order and leaves the lines ready to review and export. Anything unclear is decided by a person.

Who it is for

  • Companies that receive orders by email in different formats (PDF, Excel, phone photos, handwritten sheets) and type them into their management software.
  • Teams that live in shared inboxes such as orders@ or info@ and lose track of what is pending and who has it.
  • Companies with two or more programs that do not talk to each other and someone copying data from one to the other.
  • Anyone who wants to try AI on one specific, measurable process, not “implement AI” in the abstract.

It is not for you if your data already arrives tidy and your programs connect to each other: a generic automation tool will do the job for less money, and we will tell you so.

What problem it removes

Orders are typed line by line from a PDF or a photo.

They read themselves and the lines are left ready to review and export to your management software.

Supplier delivery notes and invoices that someone copies by hand.

The data is extracted from each document and can be matched against the order it came from.

The shared inbox is an endless list.

Every email comes in as a task that is assigned, followed up and closed, visible to the whole team.

Someone copies data from one program to another every day.

The programs are connected and the data is typed only once.

Reports put together by hand every week.

They build themselves from the data in the programs you already use.

When you need AI and when you do not

If the data is already tidy (a spreadsheet, a CSV, a database) and only has to move from one program to another, you do not need AI: a normal process is cheaper, faster and more reliable.

AI helps when something without a fixed structure has to be read: a scanned PDF, a photo of an order, a handwritten sheet, an email worded differently every time. There it replaces the work of looking and typing.

Either way, we design the point where a person reviews from the start: the system flags what it is not sure about and does not pass it on until someone decides. We explain it with examples in how to automate processes in a small business.

Where it runs: on your machines or in the cloud

Document reading can run entirely on your company’s machines, with AI models installed on them and without sending anything out, or in the cloud you already pay for.

You decide, and we talk about it in the first meeting, before designing anything. We learned this the hard way: we presented a system that never left the company as an advantage, and the client wanted it in the cloud.

If the documents contain personal data and are processed by an external service, how that transfer is covered is settled in writing before we start.

How we work

  1. We talk for 30 minutes

    Free. We pick one specific process: the one that eats the most typing hours.

  2. You send us real examples

    Orders, delivery notes or emails of the kind that arrive every day. We design and test with them.

  3. Written proposal

    With the scope, where it will run, the phases and the price.

  4. We build it and measure it

    With your documents, before it goes live. Anything doubtful always goes through a person.

  5. We hand you the keys

    The code, the access credentials and the documentation. Maintenance, if you need it, is agreed in the proposal.

Real work

A manufacturer

Built and technically validated

Orders that read themselves, even handwritten ones

It received its customers’ orders by email in every format: PDF, Excel, phone photos and handwritten sheets. The system reads them and leaves each line ready for a person to review before it goes into their management software. It runs entirely on the company’s own machines.

The demo worked with real orders and their IT manager gave it technical approval. It is not in use: management preferred a cheaper, cloud-based solution. We tell the whole story in what to ask before commissioning custom software.

An accounting firm

Built and tested · pending installation

Email as a task board

Every email in a shared inbox comes in as a card that moves from pending to in progress to done, so the whole team can see what is left and who has it. It works with the email the firm already has, without changing provider.

It is built and tested. Going live depends on the firm’s server and mailbox, and is pending.

Frequently asked questions about AI automation

Which process should be automated first?
The one that happens every week, always follows the same steps and is typed in by hand today. If in doubt, for two weeks note down every time someone copies data from one place to another: whatever repeats most is the first candidate.
Does AI make mistakes reading documents?
Sometimes, yes. That is why the system flags what it is not sure about and a person reviews it before it reaches your software. We do not publish a general accuracy rate because it depends on your documents: we measure it with yours before going live.
Do my documents leave the company?
Only if you decide so. Reading can run entirely on your machines, without sending anything out, or in the cloud you already pay for. We discuss it in the first meeting.
Do I have to change the programs I use?
No. We connect to the ones you have: directly if the program allows it, through file imports or by email. What comes out of the system reaches your management software in the format it accepts.
When do I not need AI?
If your data is already tidy (a spreadsheet, a CSV, a database) and only has to move from one program to another, you do not need AI: a plain process is cheaper, faster and more reliable. AI earns its place when something has to be read that has no fixed format: scanned PDFs, photos of orders, emails each customer writes their own way.
How much does it cost?
It depends on the process and on how many different formats have to be read, which is why we do not publish rates. After the consultation we send you a written proposal with the scope, the phases and the price.
Do you work with companies all over Mallorca?
Yes. We are based in Palma and work remotely, by video call, with companies on the islands and on the mainland.

Keep reading

Tell us what repeats in your company

In 30 minutes we look at one specific process: where the time goes, what can be automated and what is not worth touching. You leave with a clear idea, whether you hire us or not.

Book a 30-minute consultation

Or write to us: info@optimio.es