AI system building

In most companies, AI is a solo sport today. Some people use it every day, some never do. Everyone starts prompting from scratch, because the company's knowledge lives in people's heads, emails and spreadsheets. We turn that into a system: we bring together what the company knows and how it works, then build workflows, automations and internal tools on top of it. The result is an orderly, efficient operation where no hours are wasted on work that could be automated.

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How we can help

Process mapping

To start, we ask you to show us your last few weeks: what you did, which systems you opened, what you did regularly. We assess the opportunities through guided questions and tasks. This shows where most of the time goes and where AI pays off.

Organising company knowledge

We gather the most important information: what you do, for whom, at what price and under which rules. This becomes the shared foundation that every later AI workflow draws on.

AI workflows

We build workflows that a colleague starts, AI does most of the work using the company's knowledge and a person approves the result at the end. A quote draft from the discovery notes, a summary and to-do list after a meeting, a weekly report from several sources. The routine goes to AI, the decisions stay with you.

Automations

Some work doesn't need AI, just well-connected systems. When a new order comes in, the welcome email, the request list and the booking link go out, and the incoming data lands in the right place on its own. Where a simple connection does the job, we don't build anything more complicated.

Key person risk

Every company has someone everyone turns to. They know which client has which exception, what price can be given when and how things should be sent out. While they are around, everything works, but if they go on holiday, fall ill or leave, most of that knowledge goes with them. We write this knowledge down and build it into the system, so questions get answered even when they aren't available. They get interrupted less often, too.

Custom applications

If the task needs its own interface, we build that too: a calculator, a dashboard, a client manager or a website for a small business that sends incoming leads straight into a simple CRM.

Curious where you could gain the most?

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How we work

Audit

We assess how the company works today, look at which systems you use, where work gets stuck and what lives only in one or two people's heads.

Plan and priorities

We rank the tasks by how frequent they are, how much time they take, how rule-based they are, how costly mistakes are and how big their business impact is. From this we create an itemised, scheduled plan.

Build

We agree on the tasks to deliver and on what will count as success. We build them in the form that suits each task best. We start with the one that pays back soonest and test each one on your real work.

Handover and training

Every workflow we hand over comes with training, online or in person. The goal is for your team to use it on their own without having to come to us with every question.

Running and expanding

If you'd like to keep working together, we make sure everything runs smoothly, fine-tune it and build the next workflow as the company changes.

Let's talk

Tell us what takes up most of your time, or simply what you'd like to speed up, and we'll get back to you within 2–⁠3 working days.

100% money-back guarantee

At the end of the first week we'll tell you whether we see enough gain for you to make continuing worthwhile. If we don't, we stop and refund the full fee.

Our goal is to work together for the long term, and that only works if we deliver results you can clearly see.

The ingredients of a successful AI rollout

It starts from a real process

Most AI projects fail because they start with a list of ideas. We start from your actual work and look for the bottleneck. The tool only comes after that.

Organised knowledge

AI is reliable when it works from what the company has approved: the price list, the templates, the rules. We process and prepare these together so that the AI gives reliable answers.

Human decisions

We don't hand every step to AI. Where money, contracts or personal data are involved, the system prepares and a person approves. That's what makes it a usable tool.

Examples we have already built

We have already built these workflows for our clients and for our own team. Each one started from a repetitive task that used to be done by hand. That's how we start with you, too.

Quotes

Every quote starts from scratch, even though the structure, the price list and the terms are always the same. The system prepares the draft in the company template from the discovery notes or the incoming email. If a sent quote hasn't had a reply for days, it lets you know.

Leads and client questions

Leads wait hours or days for a reply, while colleagues answer the same ten questions again and again. The system drafts the reply in the company's voice, asks for the missing details, and a person checks it before it goes out.

Meetings and to-dos

After a meeting everyone has noted something different and half the tasks get lost. The system writes a summary from the recording or the notes, collects the decisions and assigns the to-dos to an owner.

Reports and numbers

In most places, people piece together where the company stands every week from several sources: spreadsheets, the CRM and the accounts. The system turns this into a one-page weekly summary or shows it on a dashboard.

Documents and data entry

Someone retypes invoices, orders and delivery notes by hand, or fills in the same contract again with different details. The system extracts the data, puts it where it belongs and produces the document in the company template.

Internal knowledge

Everything lives in one or two people's heads and the questions pile up with them. The system answers colleagues from the policies, process descriptions and earlier replies. That way new team members don't have to interrupt someone for everything.

Why work with us?

We have been working with businesses for sixteen years, on more than 600 projects in over twenty industries. On every project we had to understand how the company works: how a lead becomes a quote, where orders get stuck and which task everyone does by hand because “that's how it's always been done”. We have worked with webshop engines, invoicing tools, CRMs, email systems and spreadsheets, and today we still run the systems of more than 70 clients. So we don't have to understand how you work from scratch: we can bring plenty of examples, proven practices and patterns.

Our team brings together developers, UX/UI designers and project managers. So for us an AI system doesn't stop at working code: the designer makes the interface something your team enjoys using, the developer makes sure it is secure and maintainable, and the project manager keeps the whole thing, deadlines included, in one pair of hands.

Let's work together

years of experience

projects delivered

industries

websites we look after

We placed a great deal of trust in Vikingo Studio when we brought them in to build some of Számlázz.hu's customer-facing platforms.

It was the right call: we got to work with a team of perfectionists who are extremely proactive and incredibly enthusiastic.

They always responded quickly to our requests, communication ran smoothly and you could tell they lived and breathed the project, ready to act and delivering beyond what we had agreed. For them, putting the client first is not an empty slogan: we experienced it first-hand. Their goal is not to finish the work as fast as possible, but to make sure we are completely satisfied as the client. Their online marketing mindset and expertise ran through the whole project, which was a particular pleasure for me, as it made working with them even easier and now and then we got useful advice from them too.

Frequently asked questions

I don't really understand what AI system building is. Is it still worth getting in touch?

Yes, that's exactly when it's worth it. Just tell us where most of your time goes, or what you always do the same way. The diagnosis is our job, not yours.

Nobody at our company knows anything about AI. Is that a problem?

No. The whole point of the audit is that you don't have to figure this out. At the end you get a working solution and training on how to use the system.

What happens to our company data?

In the audit we look at how you work and what knowledge you work from. Anything you give us access to is only used for that specific task. For confidential data, such as salaries or personal matters, we agree separately on how the system can be used safely.

What if it turns out there's nothing to automate?

Sometimes a process is so rare or so unique that automating it isn't worth it. We'll tell you honestly at the end of the audit: we won't recommend anything that wouldn't pay off for you.

Do we have to replace our current systems?

No. Your data stays where it is now. What we build connects to your existing systems rather than replacing them.

Let's dive in!

Tell us where most of your time goes, or simply what you'd like to speed up.

We'll get back to you within 2–⁠3 working days and talk through whether there's enough to gain to make it worth starting. Getting in touch is free and there's no obligation.

Let's talk