Automatic naming and filing
Document Pilot
Documents, photos, and PDFs were scattered across folders, inboxes, and downloads.
An AI workflow detects context, is checked against real examples, and files documents with an audit trail.
AI that actually takes work off your team.
From AI confusion to one concrete workflow in a few days: one prioritized use case, a reviewable prototype, team enablement, and clear next steps.
kiba solutions GmbH helps SMEs in Berlin and Brandenburg with forward deployed AI engineering, AI practice sprints, local AI, automation, and controlled AI work. Funding eligibility is checked individually without grant promises.
Forward Deployed AI Engineer for SMEsFrom AI confusion to a first useful workflow in a few days.We find the best lever and build a safe draft with your team.Book free AI sprint check
AI that actually takes work off your team.
We do not start with tool hype. We find one recurring process, build a reviewable AI workflow, and show the realistic next step.
1 process
that visibly costs time today
1 workflow
as a reviewable draft with approval
90 days
clear next steps instead of slideware
32 AI Workflows for SMEs 2026
Concrete workflows with effort ranges, a decision matrix, and the next sprint step – ready to assess
With Cost Estimates
Ready to use
No signup
✓ Free • No obligation • GDPR compliant • Unsubscribe anytime
Trust router
Choose the right entry point. We check the first useful workflow.
The homepage does not need to sell everything. It should quickly clarify whether your topic is a broad AI sprint, trades/Workreport, or a concrete proof point.
KI-Praxis-Sprint
For SMEs with an unclear AI lever
Mail, quotes, research, documentation, or knowledge: we prioritize one process, build a first workflow, and clarify the next 90 days.
Book 15-minute checkTrades & Workreport
For paperwork between field and office
Proofs of work, delivery notes, photos, materials, and signatures: name the paperwork problem first, then separate the app or AI workflow clearly.
Open trades checkMicro proof instead of logo wallpaper
From field work to signed PDF
Workreport Delivery Note Flow
Delivery notes, photos, materials, and customer signatures reached the office too late or in fragments.
The Workreport app guides technicians through the record; the benchmark is a clean PDF back in the office.
Autonomous knowledge base for local AI
Local Knowledge Hub
Knowledge lived in folders, old quotes, and internal notes, but was hard to use for new questions.
A local AI works source-bound with roles, DataZones, approvals, and clear boundaries.
What costs time?
Choose the bottleneck. We show the first useful sprint.
A good AI start does not need a large platform decision. It needs one frequent process, real examples, and clear approvals.
Emails & requests
First useful AI workflow
- Pain
- Inboxes fill up, clarifications wait, priorities stay unclear.
- Sprint
- We build request triage with missing information, draft reply, and approval.
- Outcome
- Less sorting, faster response, clearer next step.
Services
Our Services
From strategy and on-prem AI to funding support — one partner, end to end.
Strategic Consulting
Forward deployed engineering, process analysis, and AI potential — with clean funding orientation before the start.
Example: AI opportunity analysis for construction, trades, property management, and security technology.
Software Development
Voice bots, workflow automation, custom integrations — built on your stack.
Example: voice bots for site diaries, workshop reports, and structured field documentation.
Local AI Systems
AI on your own hardware. No cloud, no third parties, GDPR-compliant by design.
Example: local LLMs for confidential customer, client, and patient data.
Integration & Automation
Existing systems, ERP, CRM wired into one AI-powered workflow — no rip and replace.
Example: n8n workflows for email sorting, quotes, CRM, and document filing.
Training & Workshops
Your team productive with AI — from fundamentals to prompt-engineering for daily work.
Example: workshops for teams without an internal IT department, based on concrete workflows.
Funding Support
Application, proof of use, billing — we handle the paperwork. BAFA and INQA authorised.
Example: BAFA and INQA pre-check, documentation, and implementation roadmap.
KMU-OS
Controlled AI work instead of chatbot sprawl.
The thesis from our control-plane repo is the target state: chat is the entry point. Behind it sits a controlled work system with roles, sources, approvals, DataZones, and audit. The benchmark is not whether AI sounds impressive, but whether it helps cleanly on real cases.
DataZones
Knowledge and data stay inside clear boundaries.
Roles
Not everyone can ask, view, or approve everything.
Sources
Answers need evidence, not guesswork.
Approvals
Risky outputs go to review first.
Audit
Who did what, with what, and why stays traceable.
Trusted by SMEs
Companies we work with
Sector entry points
The same logic, different workflows.
We translate the AI practice sprint into concrete sector reality. Not a generic AI talk, but one first useful workflow per business.
Property managementPresort tenant communication, documents, deadlines, and owner questions.View AccountingPrepare receipts, questions, cost centers, and handovers without manual search work.View LogisticsBring status updates, driver communication, and escalations into one controlled workflow.View Security technologyStructure quotes, maintenance docs, delivery notes, and field-service workflows.View
Let's Get Started
Tell us about your business and we'll show you what's possible with AI – no strings attached.
Response within one business day
Short, concrete, no sales pressure.
Direct email
info@kiba.berlinFree first call
We check whether AI is truly worth it here.
We first check whether a useful use case exists.
- No tool sale before the process is understood.
- No automatic processing of sensitive data without approval.
- Funding eligibility is checked separately without grant promises.
Products
Own products, built for real businesses
Alongside our consulting work, we build software and productized offers that solve concrete problems in the SME sector.
Available
AI Practice Sprint
First useful AI workflow in a few days.
A compact offer for teams that do not need another talk: choose a process, review a workflow draft, decide the next steps.
Workflow draft · tool check · 90-day plan
Live
workreport
Job done. Paperwork too.
Digital proof of work for trades businesses: field teams record work, material, and photos on site. The customer signs on the phone, and the finished PDF lands in the office immediately. With offline sync and a 14-day free trial.
Proof of work · Customer signature · Offline sync
Ramp-up
diebausoftware.de
Construction management, rethought.
Enterprise construction management platform for budget control, document management, site diary and approvals. Multi-tenant, role-based, GDPR compliant.
Node · PostgreSQL · MinIO
Additional products are in development and will be listed here upon market launch.
What sets us apart
Principles running through every project
In-depth consulting
We analyse your processes and identify AI solutions that truly move the needle – no PowerPoint strategies.
Custom-tailored
We integrate advanced AI systems like LLMs seamlessly into your existing processes to boost efficiency and innovation.
Data security
Your sensitive data stays on your servers. We support you in meeting the highest data-protection standards.
Flexibility
Whether cloud-based or on-premise – we find the best option for your requirements.
Public funding & accreditations
Consulting with accredited status
kiba solutions GmbH is listed and authorised as a consulting company in the federal funding programmes.
INQA-Coaching
Authorised INQA coach in the field of artificial intelligence and digitalisation of the workplace. INQA coaching is a funding programme of the German Federal Ministry of Labour and Social Affairs (BMAS), financed by the ESF Plus.
The amount of any grant is determined on a case-by-case basis by the approving authority on the basis of the applicable funding guidelines.
BAFA-Berater
Listed consultant in the "Funding of business consulting for SMEs" programme of the Federal Office of Economic Affairs and Export Control (BAFA). Responsible for general consulting on economic efficiency and organisation, with a focus on AI and digitalisation topics.
The basis and scope of funding are defined in the BAFA guideline "Funding of business consulting for SMEs" in its currently applicable version.
How we work
In an initial conversation we clarify the consulting needs, assess which funding programme may apply in principle, and refer to the relevant application body. The application itself remains with the company; we provide the professional consulting and the documentation required for the proof of use.
This presentation is for informational purposes. There is no legal entitlement to funding; any entitlement results solely from the decision of the respective approving authority.
FAQ
Frequently Asked Questions
From the KIBA Workshop
Newest articles first: what we are learning about AI workflows, local AI, forward deployed engineering, and concrete SME examples.
Who we are
Two founders. Berlin. 100+ SME projects. No contractors, no sales layer.
INQA Certified Coach
Certified since May 2025 for Artificial Intelligence and Digitalization of the Workplace
Benjamin Georg
CSO, co-CEO, Founder
Grzegorz Olszowka
CTO, co-CEO, Founder
kiba in Conversation
Podcast clips with negotiation expert Carsten Lexa — where negotiation meets AI.
kiba x Carsten – Podcast "Negotiation Trainer" (Part 1)
In conversation with business lawyer and negotiation expert Carsten Lexa – on negotiation techniques and AI in everyday business.
kiba x Carsten – Podcast "Negotiation Trainer" (Part 2)
Part 2 of the interview with Carsten Lexa – more insights into negotiation strategies and AI-powered business processes.