Skip to content
KI-XellenzAI that knows everyday project work and takes the load off.
DE EN

Your specialists’ time belongs in the project.

Anyone who designs, manages, builds or runs buildings is needed for their professional judgement, not for typing up and searching.

Request a process check How we calculate
Notes or a recording become minutes with action items

Today4 h per set of minutes

  1. Preparation 30 min
  2. Meeting with note-taking 1.5 h
  3. Writing up 2 h

With AIapprox. 2.5 h per set of minutes

  1. AI: Preparation approx. 20 min
  2. Meeting, notes or recording 1.5 h
  3. AI: Minutes with action items AI draft
  4. Checked by people: Check and approve approx. 40 min

With 4 sets of minutes a week

today 16 h

approx. 10 h remainfreed up

5–7 h freed up per week

Guide figure per project lead, project management with 25 employees. Working assumption; the check measures it.

Today45 min per invoice

  1. Invoice arrives
  2. Compare by hand
  3. Approval

With AIapprox. 35 min per invoice

  1. Invoice arrives
  2. AI: Checklist for each invoice
  3. Checked by people: Approval and payment recommendation

With 5 invoices a week

today 4 h

3 h remainfreed up

approx. 1 h freed up per week

Guide figure per project lead, project management with 25 employees. Working assumption; the check measures it.

Today15 min per search

  1. Question arrives
  2. Network drives
  3. Email archives
  4. Old scans

With AIapprox. 10 min per search

  1. Question arrives
  2. AI: Search with document and page
  3. Checked by people: Your people check

With 10 longer searches a week

today 3 h

2 h remainfreed up

approx. 1 h freed up per week

Guide figure per person in the project team, project management with 25 employees. Working assumption; the check measures it.

Everyday project work

Where the time goes

  • Minutes and reports

    The minutes arrive three days later.

    More

    The regular project meeting is over, and the minutes arrive three days later. The monthly report is copied together from scratch every time.

    With AI: Minutes and an action list with deadlines and owners are ready for approval on the same day. The AI drafts the report from the data already available.

  • Incoming invoices

    The invoice waits, the settlement discount deadline runs.

    More

    The invoice sits with accounts, the site manager is on site, and the settlement discount deadline is running. On top of that come e-invoices (German “E-Rechnung”) as XML files that hardly anyone can read without tools.

    With AI: The invoice reaches the site manager already assigned to the project, and the site manager approves it on a mobile. Invoice and attachments such as bill of quantities and site measurements then sit in the same archive.

  • Documents and past projects

    Every time, someone looks for the current plan revision again.

    More

    The foreman asks for the current plan revision, a colleague for the clause from the project five years ago. People search network drives, email archives and old scans. Afterwards nobody is sure.

    With AI: Grown collections become an organised data set with a search that names the document and page for every result. On request it runs without the cloud.

  • AI in the team and without rules

    Some try out AI, others leave it alone.

    More

    Some people in the office try out AI, others leave it alone. Shared rules and a shared level of knowledge are missing.

    With AI: Everyone knows where AI helps and how to check its results. Plus templates for your processes that stay when someone leaves.

    Someone in the office has long been writing texts with AI, perhaps with a private account. Nobody knows exactly what is allowed, who checks the result and where that is recorded.

    With AI: Clear rules on who may use which tool and who checks. The check shows where AI is already in use. On request a set of rules follows, with approval and a checking routine.

Maintenance of existing buildings

Condition data sits in folders, emails and heads. Measures and budgets are collected again from scratch every year.

With AI: On request: condition and measures in one table and a draft for the resolution paper, starting with part of the portfolio.

Approach

In three steps

We measure before we propose anything. Nothing goes out without your approval.

  1. 30 minutes, free of charge

    Initial call

    You describe where things stick, and I tell you openly whether AI helps there.

    More

    By video call or on site in Berlin and Brandenburg. You describe where things stick. I tell you openly whether AI helps there and what a check would bring, even if the answer is no.

  2. one day, on site or online

    Process check

    We measure how many hours the processes cost today.

    More

    At your premises in Berlin and Brandenburg or online. We measure how many hours your processes cost today. At the end there are three starting points with effort and benefit.

  3. during normal operations

    Pilot and handover

    One solution, training for the team and a handover with documentation.

    More

    One solution, training for the team and a handover with documentation. On request we support the first weeks after the start.

And your IT?We deliver AI solutions, not IT support.

  • Coordination with your IT

    Your IT stays with your IT department or service provider. We coordinate with them on request.

  • Fixed interfaces

    Our solutions run in isolation and access your systems only through defined interfaces.

  • Businesses without their own IT

    On request you receive the groundwork for the AI solution, as special consulting charged by time spent.

  • Maintenance

    We offer maintenance contracts for the AI solution itself. We take on general IT support only by exception and under a separate agreement.

Services

From the first check to a solution in the project

The process check is the way in.

Starting point

AI process check

You know where your time goes and which three processes are worth tackling first.

Request a check

You receive

  • Measurement log with your times
  • Report with three starting points
  • Effort, benefit and risks for each starting point
  • Sketch of who approves what
More

You know, in hours and euros, where your time goes, which three processes are worth tackling first and what speaks against them. You decide on the basis of your own figures.

With management and team we go through your processes and, following a fixed protocol, measure how often a task occurs and how many minutes it costs today. Afterwards you decide whether to continue. You keep the report in any case. All offers start with the check.

On request an AI policy is part of it: a usage guideline, approval under the four-eyes principle and a checking routine with spot checks.

Charged by time spent. Guide figure: €600 to €4,800 per process, depending on company size and the complexity of the process. We agree the range in the initial call. As a small business under § 19 UStG (German VAT Act) I do not charge VAT.

After the check you receive a fixed-price offer for each process, tailored to the size and complexity of your business and to what the check measured.

E-invoice receipt on site

Site management checks without first having to find and assign the invoice.

More

The site manager checks the work without first having to find and assign the invoice. Less retyping and querying, settlement discount deadlines and approvals in view.

Per person in site management and accounting when invoices arrive. Guide figure for construction company, 25 employees. A different business or size?

Receiving e-invoices is often already possible at no cost. What is missing on site, we set up:

Today

  1. Invoice arrives
  2. Queries
  3. Site manager is on site
  4. Settlement discount deadline running

With AI

  1. E-invoice arrives
  2. AI: Assigned to the project
  3. Checked by people: Approval by site management
  4. Shared archive

Your tax adviser signs off the process description and answers any tax questions.

  • Assignment to the project
  • Approval by the site manager
  • Archive for invoice and attachments
  • Process description for the tax adviser

Knowledge base built from your data

You find past projects and email archives again, with document and page.

More

What is buried in past projects, on network drives and in email archives you can find again, with document and page. Less searching and asking around, and the knowledge stays in the company even when someone leaves.

Per person in the project team when searching. Guide figure for project management, 25 employees. A different business or size?

From network drives, email archives, scans, past projects and plan archives that have grown over the years, we build an organised data set. Text recognition is part of it, including for poor scans. We agree the filing scheme with a contact person on your side; how good the organisation becomes also depends on the state of the collections. The search builds on this in two stages:

  1. Stage 1Passages from your documentswithout inventing anything
  2. Stage 2, on requestAnswers with source referencesand spot checks
  • Organised data set with keywords and sources
  • Search with document and page, including in scans
  • Answers with source references
  • Pilot over 4–6 weeks

Training “AI in everyday project work”

Your team knows how to check AI results before anything goes out.

More

Your team saves time on drafts and knows how to check AI results before anything goes out. The templates stay in the company, even when someone leaves.

Per project lead with reports and draft texts. Guide figure for project management, 25 employees. A different business or size?

On site or by video call, with exercises and examples from design and construction. The team learns where AI helps in everyday project work, where it does not and how to check results.

  • Training for up to 12 people
  • Exercises with examples from design and construction
  • Templates for your own processes
  • Certificate of attendance
Further services
  • Process automation in the office

    Recurring office work starts by itself: enquiries are pre-sorted, invoices matched, quotes followed up. Your people check and approve.

    We build fixed workflows that connect the programs you already use, for example mailbox, calendar, filing and invoicing. Where it helps, an AI step prepares a draft. Nothing is sent or booked until you approve it. One of the tools we use is the source-available software n8n. We set it up on your server or in your own account. You remain the operator and keep the workflows, access and documentation. We take care of maintenance and updates by arrangement. The offer also applies to skilled-trades businesses with their own office.

    • Workflow from trigger to approval
    • Set-up on your server or in your account
    • Alert when a workflow fails
    • Handover with documentation

    The software is developed independently of us. We are not a partner of the manufacturer. If you need extended functions, you license them directly from the manufacturer.

  • Review of cost estimates and bills of quantities

    Missing cost groups, calculation errors, contradictions and outdated references are caught before the budget or the bill of quantities is approved, and not only at tender stage or in a variation.

    We read your cost estimate or cost calculation and your bill of quantities as a second reviewer from project management would. A fixed program recalculates all figures, not the AI.

    In the costs

    • Completeness of the cost groups
    • Quantities
    • Benchmark figures
    • Price level
    • Risk allowance
    • VAT

    In the bill of quantities

    • Preambles against items
    • Gaps
    • Duplicate items
    • Units
    • Standard references with year of issue
    • List of findings with location and query
    • Recalculation by a fixed program
    • Standard references checked against your list of standards
    • Cost groups, quantities, benchmark figures, price level

    Findings, not an expert opinion: no statement on whether the procurement is legally secure, and the designers’ responsibility is unaffected.

  • Website and findability

    Design practices and construction firms get found, on Google and increasingly through AI assistants. The site shows what you can do.

    We build fast, lean websites with your projects, services and contacts. They are optimised for search engines and carry structured data that AI searches can also read. You maintain the site yourself, or we do by arrangement. Your lawyer or a generator supplies the legal notice and privacy policy; we build them in technically.

    • Website with projects and services
    • Search engine optimisation and structured data
    • Preparation for AI searches
    • Maintenance by arrangement

    No promise of rankings in search engines.

  • Support with the roll-out With every solution

    The new solution is used in daily work, even after the first weeks. Questions go to one fixed contact.

    We plan the roll-out with you, take up questions and concerns in the team early and train briefly and by role. In the first weeks after the start we check where things stick and adjust.

    • Roll-out plan for the team
    • Short training sessions for each role
    • Fixed contacts on both sides
    • Adjustments in the first weeks
  • Advice on your own AI strategy On request

    Your AI strategy or your first ideas become a plan with an order of work, named owners and measurable targets that your team can carry out.

    You have already decided where you want to go with AI, or there are first ideas in the business. We work them out with you until they are usable in daily work and advise you on putting them into practice: which workflows first, on which platform, under which rules and how you measure success. Your people can do the work, we can, or both together.

    • Review of your strategy and your ideas
    • Order and plan for each workflow
    • Choice of platform with your IT
    • Regular check-ins during implementation
  • Cost estimate based on benchmark figures On request

    Early on you get a reliable order of magnitude for the budget, with the assumptions stated openly.

    From your own completed projects we build a cost framework or a cost estimate following the structure of DIN 276. We convert to today’s price level and show contingencies separately. Fixed programs do the calculating; professional judgement and responsibility stay with you.

    • Cost table by cost group
    • Benchmark figures from your projects, with source
    • Price level via construction price index
    • List of assumptions and range

    Does not replace design services under the HOAI (German fee structure for architects and engineers). We use third-party benchmark collections only within their licence.

  • Data on existing buildings and maintenance On request

    Condition, measures and budget sit in one table, instead of being collected again every year.

    First we check which documents are available and in what quality. After that a condition and measures table can be built for part of the portfolio, with a resolution paper and a comparison of quotations from tradespeople.

    • Survey of existing documents
    • Condition and measures table
    • Resolution paper
    • Comparison of tradespeople’s quotations
  • Your own cloud workspace with AI assistant On request

    Your own cloud solution as an alternative to Microsoft 365 or Google Workspace: files, office tools, video calls and an AI assistant in one place that stays under your control.

    On request we set up a workspace for you using free open-source software: file storage, shared editing of documents and spreadsheets, video calls, chat, calendar and an AI assistant that searches, summarises and translates your documents. It runs on your own servers or as a managed service in German data centres, for example at IONOS. That way it can be operated in line with the GDPR. We handle the set-up, the data migration and the introduction, and agree with you how it is run afterwards. We settle scope and cost in a conversation.

    • File storage and shared documents in the browser
    • Video calls, chat and calendar
    • AI assistant with no training on your data
    • On your servers or in German data centres

    The software is developed independently of us. We are not a partner of the manufacturer.

Benefits

What you gain

This much time can be freed up per person and week.

8–12 h freed up per week

per project lead, from approx. 30 h today across these six processes

135–194 h per week across the whole office with 25 employees

  • Meeting minutes

    5–7 h

    More

    per project lead, 16 h per week today

    Your office: 373–482 h per month (16 people)

    5 meetings per week and project lead, 4 of them prepared, minuted and chaired by the lead (regular project meeting, designers’ meeting, client meeting); per set of minutes 30 min preparation, 1.5 h note-taking, 2 h writing up (figure from practice).

    Per person per week: 4 own sets of minutes × 240 min (30 min preparation + 90 min note-taking + 120 min writing up), saving 34–44% for preparation and writing up

    Less: writing up in the evening, and minutes that only arrive days later.

    Safer: action items with deadline and owner on the same day; with a recording instead of note-taking you can concentrate on chairing the meeting.

  • Invoice checking (interim invoices and final accounts)

    approx. 1 h

    More

    per project lead, 4 h per week today

    Your office: 51–90 h per month (16 people)

    5 interim invoices and final accounts per week and project lead, approx. 45 min each (figure from practice).

    Per person per week: 5 invoices × 45 min, saving 20–35%

    Less: checking items, quantities and calculations by hand against the bill of quantities, contract and variations.

    Safer: a checklist for each invoice as a basis; approval and payment recommendation stay with you.

  • Reports and draft texts

    approx. 1 h

    More

    per project lead, 4 h per week today

    Your office: 44–77 h per month (16 people)

    2 reports or longer letters per week and project lead (monthly report, decision paper, statement), approx. 2 h per text (figure from practice).

    Per person per week: 2 texts × 120 min, saving 16–28%

    Less: copying reports and letters together from old documents.

    Safer: figures, dates and deadlines from checked sources.

Show all processesShow fewer processes

  • Searching for documents

    approx. 1 h

    More

    per person in the project team, 3 h per week today

    Your office: 65–98 h per month (22 people)

    10 longer searches per week and person in the project team, approx. 15 min each to find the current version (figure from practice).

    Per person per week: 10 searches × 15 min, saving 28–42%

    Less: clicking through folders and asking colleagues.

    Safer: results with document and page for checking.

  • Sorting enquiries

    under 1 h

    More

    per employee, 1 h per week today

    Your office: 43–65 h per month (25 people)

    20 enquiries per week and person that have to be assigned to a project, an owner and a deadline, approx. 4 min each (figure from practice).

    Per person per week: 20 enquiries × 4 min, saving 30–45%

    Less: sorting the inbox by hand.

    Safer: every enquiry with owner and deadline.

  • Checking variations

    under 1 h

    More

    per project lead, 2 h per week today

    Your office: 18–37 h per month (16 people)

    3 variations per week and project lead, averaging 45 min per check (figure from practice).

    Per person per week: 3 variations × 45 min, saving 12–24%

    Less: comparing variation, bill of quantities, contract and correspondence page by page.

    Safer: the client gets a plausible, consistent basis for a decision before work starts; the assessment stays with you.

Guide figures based on assumptions from practice: the total applies once all processes have been switched over. The real figure is measured in the check.

How we calculate, and why it pays off

How we calculate: for each workflow we assume how often it occurs in a week and how many minutes it takes today, including checking and approval. Only the part the AI prepares is freed up. The figures are per person and week for the chosen type of business and size, rounded to whole hours. The total applies to someone who does all the listed tasks themselves. Anyone who does only some of them gains correspondingly less.

If everything stays as it is

  • From 1 January 2027, suppliers with prior-year turnover above €800,000 must issue e-invoices, and from 1 January 2028 all suppliers must.
  • New skilled staff are hard to find.
  • Whoever retires takes with them what was never written down.

The extra work stays with those who already write reports in the evening.

Data and limits

How we handle confidential documents

Platforms

The solutions run on platforms that can be operated in line with the GDPR:

  • Azure, EU data zone
  • IONOS and European providers
  • on your premises
More

Contracts, calculations, tenant data: much in building projects is confidential.

Which route fits, we clarify in the process check. This is not a guarantee and not legal advice.

You decide

  1. Input
  2. AI: AI prepares
  3. Checked by people: Your people check
  4. Only then does it go out
More

The AI prepares, your people check and approve.

Every solution delivers drafts and suggestions. You decide which of them apply.

The solutions run in isolation on platforms that can be operated in line with the GDPR.

No legal or tax advice

Legal and tax advice is not part of the offer.

More

Where a legal assessment is needed, I work with your lawyer or data protection officer.

From my own business

  • 99.85% character accuracy for invoices
  • 24 s for a meeting as text
  • 0 invented amounts
More on the figures
  • 99.85% character accuracy in the text recognition of invoices with a vision model, in my own test. Standard OCR reached 64.2%.
  • 24 s for 27.5 minutes of meeting as text. Minutes and an action list are produced from it.
  • 0 invented amounts: a fixed program calculates the figures, the AI only explains them.
Portrait of Martin Felux

Civil engineer & industrial engineer · from practice, for practice

Martin Felux

Good projects need people with time for the technical work who communicate quickly and precisely.

Career

  1. now in property development
  2. over 10 years of project management
  3. 5 years at the lead consultant
More about me

I am a civil engineer and industrial engineer. Today I work in property development; before that I spent over ten years in client-side project management and five years at a lead consultant (general planner). So I know these processes from every side of the table: design, project management and client, and for variations and invoicing also the contractors’ view.

Minutes, reports and invoice checking were part of my daily work in project management. I know how much project time is lost on them.

I have been using AI in my own business for years: local language models, automatic document capture, agents for research and analysis. With you I start by listening and measuring, and then build the solution for your processes. There is no standard package with me.

Questions

Frequently asked questions

Who is this for?

For businesses that want to relieve their specialists of retyping, searching and asking around: design and engineering practices and project managers from about 10 employees, construction companies from about 20 employees, skilled-trades businesses in finishing and building services from about 10 employees with their own office, housing companies, housing cooperatives and property management firms from about 1,000 units. Meetings on site are available in Berlin and Brandenburg; throughout Germany I work by video call.

How much time does it save?

For the default setting (Project management, 25 employees), 5–7 h per week are freed up per project lead for meeting minutes, and more or less for other processes (section “What you gain”). These are guide figures based on assumptions: there are no independently measured figures in the industry so far, and vendors’ claims are unverified. That is why in the check we measure your current times and calculate the benefit for your business from them. In the section “What you gain” you can choose your company size.

What does getting started cost?

The initial call is free of charge. The AI process check shows you, in hours and euros, what a process costs today and what is worth doing first. Charged by time spent. Guide figure: €600 to €4,800 per process, depending on company size and the complexity of the process. We agree the range in the initial call. As a small business under § 19 UStG I do not charge VAT. After the check you receive a fixed-price offer for each process, tailored to the size and complexity of your business and to what the check measured.

Where does our data go?

Solutions run on platforms that can be operated in line with the GDPR: Microsoft Azure with processing in the EU data zone, IONOS and other European providers, or locally on your premises. We decide together which route fits. This is not legal advice; the assessment stays with your data protection officer. For tests we use invented or released documents.

More questions
Do we need new software?

Usually not. I build on what you already use: file storage, Office, project platform, property management software. If an additional tool is needed, you will know in advance, together with the costs.

Will you take over our IT as well?

No. We deliver and maintain AI solutions. Your IT administration stays with you or your service provider, and we coordinate with them.

Does the AI replace the project lead?

No. It prepares, your people check and decide. Minutes, reports, check results and draft measures go out only after approval.

Why start with a new provider?

KI-Xellenz is new, and there are no reference customers yet. What you get instead is that you know me personally from the first conversation, and I know your processes from my own practice. The initial call is free and candid: if AI does not help in your case, I will say so. You keep the report from the check in any case, even if you commission nothing further afterwards.

Are there training courses too?

Yes, “AI in everyday project work” as a half or full day, on site or by video call, for up to 12 people, with templates for your own processes. You receive the offer per training day after the initial call. Article 4 of the EU AI Act provides that providers and deployers of AI systems take measures to support the development of AI literacy among their staff. A training course can be such a measure. How far your obligations go in an individual case is for your legal adviser to clarify.

Do you also advise on law and tax?

No. Where a legal or tax assessment is needed, I work with your lawyer, data protection officer or tax adviser. Where customer data or other sensitive information is involved, I naturally propose only solutions that can be operated in line with the GDPR. Whether use is permissible in your case is for your data protection officer to assess.

Contact

Where does your team lose the most time?

One sentence is enough, for example “Our minutes arrive too late”.

Write a message

kontakt@ki-xellenz.com

Reply usually within 2 working days

New in the knowledge base Local language models in the office: performance and costReceiving e-invoices: invoice intake in a construction companyCost estimate to DIN 276 using your own benchmark figures