AI agents for your back-office.
Built around your process.
An AI agent takes one recurring piece of administrative work off your hands, such as retyping orders, checking purchase invoices or chasing suppliers, and puts every action to you for approval.
No chatbot, no new system. The agent works inside your existing Exact Online, and in your mailbox and portals.
What an AI agent does in your business
An agent is software that carries out a task on its own, following your rules: it reads, checks, prepares and asks for approval. These are the tasks we build agents for.
Order processing
Orders from email, PDF, webshop or retailer portal (WebEDI).
A complete order in your system, with item, quantity, price and delivery date checked.
Price deviations, unknown items, rush orders.
Purchase invoice checking
Incoming invoices as PDF or email.
Match against purchase order and goods receipt, booking proposal ready in your accounting package.
Amount or quantity mismatches, invoices without an order.
Purchasing and supplier follow-up
Stock levels, open orders, supplier confirmations.
Purchase orders and reminders to suppliers who have not confirmed yet.
Every outgoing purchase order.
Receivables and payment reminders
Open items and bank transactions.
Reminders per customer, in your tone and according to your payment terms.
Every reminder before it goes out; key accounts always by hand.
Document checks
Certificates, packing slips, project documents.
Completeness and validity checked, missing documents requested.
Whatever goes out to the customer or principal.
Order status and customer questions
Customer questions about delivery and status, in your mailbox.
A reply based on the current order status in your system.
The reply, until you trust the agent with routine questions.
What an AI agent is not
The term is used for everything at the moment. To be clear about what you are buying:
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Not a chatbot on your website. An agent does work inside your systems; it does not talk to visitors.
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Not a replacement for your accounting package or ERP. The agent works in what you already have.
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Not fully autonomous. Every outgoing action waits for your approval, until you decide a category no longer needs it.
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Not a fix for a process that changes every week. Then we simplify first. That is where every engagement starts.
How we build an agent
Same method as every NineMinds engagement: understand the work, simplify the process, then build the smallest thing that makes it work.
Process Review
45 minutes, free. One process: what it needs to deliver, where the work gets stuck, and whether an agent is the right tool there. Sometimes the answer is no.
Simplify
Which steps can go, which exceptions must stay with a person. You get the proposed workflow and the expected time saving before the build, with a fixed price.
Build and connect
The agent is built on your real documents and connected to your package, mailbox or portal. First it watches, then it proposes, only then does it act.
Prove it
We compare against the starting point: hours, errors, lead time. Then you decide about a next agent yourself. No annual contract.
What it costs
A fixed project price, agreed after the Process Review. No hourly billing, no per-user licence, no annual contract. What you pay depends on the process, the number of integrations and the number of exceptions the agent has to recognise. That is why we do not quote a number here that would turn out to be wrong.
An employee spends 8 hours a week retyping and checking orders. At €38 an hour in fully loaded wage cost that is about €15,800 a year. An agent that takes over 80% of that work and puts the rest to you for approval gives back more than 6 hours a week, roughly €12,500 a year, and removes the retyping errors that rarely make it into this sum.
For comparison: agencies that sell standard agents quote a few hundred euros of setup plus a monthly fee. That can be the right choice for a generic task. We build around your process, with integrations and exceptions, and we will tell you when a standard tool is enough.
Works inside the systems you already use
Plus your mailbox, customer portals and webshop. The agent does not replace anything. It feeds clean, checked data into what is already there. We build on Exact Online; an AFAS integration is in preparation. Using a different package? We first check whether a workable integration exists — and tell you honestly if it doesn't.
Frequently asked questions
What is the difference between an AI agent and a chatbot or Copilot?
A chatbot answers questions. A Copilot assists the person doing the work. An agent carries out a defined task inside your systems without anyone having to ask: it reads the order or invoice, checks it, prepares the action and submits it for approval. The work shifts from doing to checking.
How is this different from RPA or an n8n or Zapier flow?
RPA and flows follow fixed rules and break as soon as the input deviates: a PDF with a different layout, an order without an item number. An agent reads the document the way an employee would, recognises the exception and puts it to you instead of stalling. For a task without exceptions a plain flow is often cheaper, and we will say so.
Do we have to replace our accounting package or ERP?
No. The agent works in your own systems: Exact Online, your mailbox and your customers' portals. An AFAS integration is in preparation. Using a different package? We first check whether a workable integration exists, and tell you honestly if it doesn't. It puts clean, checked data into the system you already use. You keep the overview in your own tools.
What happens when the agent makes a mistake?
Every outgoing action waits for your approval, so a mistake stays inside. With every proposal the agent shows what it read and why it arrived at this proposal. A rejected proposal is used to tighten the rules. From day one there is a log of every step.
Where is our data and who can access it?
All data is processed and stored within the EU, GDPR-compliant. Your documents are not used to train models. The agent only gets the rights it needs for its task: read where it must read, prepare where it must prepare, and never send on its own.
Should we not just build something ourselves with n8n or Zapier?
For a simple flow without exceptions: yes, do that. For a process with PDFs, portals and deviating cases, building is rarely the problem, maintaining is. Every new customer, every new invoice layout and every change in a portal then lands on your desk. We build the agent, connect it and keep it working.
How fast is an agent live and what does it cost?
The first agent is live within 3 weeks, for a fixed price agreed after the free Process Review. This assumes access to your package and mailbox, and real example documents, in the first week. No hourly billing, no per-user licence, no annual contract. If it works for you, you decide about a next agent yourself.
Which process first?
In 45 minutes we look at one part of your operation together: what it needs to deliver, where the work gets stuck, and whether an agent is the right tool there. Free, no obligation, and sometimes the honest answer is that something simpler will do.