Solutions in Practice
How AI is already supporting small and medium-sized businesses today – concrete, measurable, actionable. Each of the following solutions was designed and implemented by futivo. They show how AI solves real problems across industries – without hype, without unnecessary complexity.
Automated Fire Safety Compliance
Challenge
In construction projects with fire safety concepts, all contractors must confirm after completion that work was carried out according to specifications. For large projects with dozens of involved parties, this means: individual letters, follow-ups for non-responses, documentation of every reply – an enormous administrative burden that can drag on for weeks.
Solution
The VKF Fire-Safety Software automates the entire process: compliance certificates are automatically requested, responses monitored, and the status per party continuously updated. Manual follow-ups are almost entirely eliminated.
Result
- Time savings: Up to 80% less administrative effort per project
- Reliability: No certificate gets forgotten – complete documentation
- Scalability: Works equally well with 5 or 50 involved parties
Confidential Therapy Documentation with Theranote
Challenge
Therapists spend 15–30 minutes after each session on documentation. Existing transcription apps send audio data to external servers – an unacceptable privacy risk for confidential therapy sessions. Especially in healthcare, strict confidentiality requirements apply.
Solution
Theranote processes therapy sessions entirely locally on a powerful Mac (MacBook Pro or Mac Mini). No audio data leaves the device. Recording can be done directly during the session or afterwards via smartphone recording. The system automatically creates structured summaries – even across multiple sessions on the same topic.
Result
- Time savings: About 20 minutes per session – with 6 sessions daily, that's 2 hours
- 100% privacy: No cloud, no external servers – all data stays on the device
- Better documentation: AI-generated summaries are more consistent than handwritten notes
- Versatile: Works for any type of confidential meeting, not just therapy
Voice-Based Report Filing
Challenge
Tradespeople and site managers often spend 30–45 minutes at the end of the workday filling out reports and daily logs. Typing on small screens is tedious, and the reports end up brief or incomplete.
Solution
Using the same local speech recognition as Theranote, the system automatically fills out report forms from voice input. Workers simply dictate their daily notes – the AI identifies the relevant fields (work hours, materials, completed tasks, open items) and assigns the information correctly.
Result
- Time savings: Report creation from 30 minutes down to under 5 minutes
- Completeness: Voice reports are generally more detailed than typed short notes
- Easy to use: No app training needed – just speak
Automatic Document Classification and Routing
Challenge
SMEs receive dozens of documents daily – invoices, contracts, inquiries, correspondence. Someone has to open, read, classify, and forward each document. For a company with 30 employees, this can easily take 1–2 hours per day.
Solution
The Document Classifier automatically analyzes incoming documents, identifies the document type, and routes them to the responsible person or department. Invoices can be prepared directly for posting, contracts assigned to the responsible party, and customer inquiries prioritized.
Result
- Time savings: 60–90 minutes per day for a typical SME
- Fewer errors: No more misrouted documents
- Faster response: Urgent inquiries are immediately identified and prioritized
OpenWebUI as a Central AI Platform
Challenge
Many companies use ChatGPT or similar tools without a strategy – each employee works with a different tool, company knowledge flows into external systems, and there's no unified quality control. At the same time, the desire to use AI specifically with company-specific knowledge is growing.
Solution
OpenWebUI provides a central platform for AI use in the company. Employees can work with various AI models (Anthropic, OpenAI, Grok and more) through a familiar chat interface and directly compare their responses. Furthermore, specialized assistants can be configured that answer based on company knowledge – such as an internal helpdesk, a contract assistant, or a product advisor. For maximum confidentiality requirements, the AI models can be run entirely locally.
Result
- Consistency: All employees work with the same, vetted AI tools
- Company knowledge accessible: Internal documentation becomes searchable and answerable
- Flexibility: Model choice as needed – from cost-effective open-source models to powerful cloud models
- Control: Full data sovereignty, no dependency on a single provider
What Many Overlook: AI Also Reduces Custom Software Costs
Not every AI solution needs to be an intelligent assistant. One of the biggest but least recognized advantages of AI is that development costs for custom software have dropped dramatically. Where a custom solution used to cost CHF 50,000+ and was only feasible for large companies, today applications tailored to your specific needs can be built for a fraction of the former cost.
This means: even if your company doesn't have a classic AI use case, you could still benefit massively from the AI revolution – through software that fits your processes exactly, instead of expensive off-the-shelf solutions that only cover 60% of your requirements.
Your Use Case Isn't Listed?
Every SME is different – and that's exactly the point. In a free 90-minute initial consultation, we'll analyze your processes together and identify where AI can make the biggest difference for you.
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