Frequently asked questions
Your question not covered? Just write to me.
Process and working together
How does the first call work?
30 minutes, free and without obligation, by phone or at your premises. You tell me where things get stuck, I ask questions and give an assessment of whether it is worth doing. If it is not, I say so in the same call.
What happens after the first call?
If it fits, I come to your business for an analysis. I walk along, watch and ask questions — two to four hours depending on size. That is free as well. Afterwards you get an assessment with figures and, if it is worth doing, a written quote.
Why do you come by instead of sending a questionnaire?
Because the answers on a questionnaire describe how things are supposed to run, not how they actually run. The real time sinks only become visible when you stand next to them — for example the note somebody handles three times because it has always been done that way.
How long does a project like this take?
A first usable version usually exists within days to a few weeks. Getting it running cleanly in everyday use takes longer depending on scope. After the analysis I give you a concrete timeframe rather than a vague range.
Does the business have to stop during the changeover?
No. The changeover happens step by step and in parallel with the existing process. Only once a part works reliably does the old route get switched off.
Who do I work with?
With me. There is no sales person selling something and no project manager passing things on. You talk to the person who builds the system and supports it afterwards.
Is there support once everything is running?
Yes. You reach me directly by phone or email, no ticket system and no hotline. What ongoing operation costs is stated in the quote beforehand.
Cost
What does it cost?
The first call and the on-site analysis are free. After that you get a written quote with a fixed scope and a fixed price. What it costs depends on the scope — and the scope is only clear after the analysis.
Do you bill by the hour?
No, usually by agreed scope at a fixed price. You should know up front what it costs instead of getting a timesheet at the end.
Are there running costs?
Depending on the solution there are costs for hosting and any services used. I name those concretely in the quote, not as a surprise afterwards.
Do you earn from software licences?
No. I receive no commission from vendors. If an off-the-shelf product for thirty euros a month solves your problem, I will tell you — even though I earn nothing from it.
What if a project does not pay off?
Then I say so after the analysis and you pay nothing. That happens, and it is better for both sides than a project with no benefit.
Is there public funding for this?
There are programmes for digitalisation projects depending on the federal state and the point in time, but the conditions change constantly. I make no blanket promises about it — where it seems plausible I mention it in the first call, and the check then runs via your chamber of commerce or your tax adviser.
Technology and AI
Do I need technical knowledge?
No. I handle the technology and explain what happens in plain language. If you do not understand something, that is down to my explanation, not to you.
Does it have to involve AI at all?
No. AI is only used where it makes the process measurably faster — reading documents, for example, or preparing recurring replies. In most places simpler technology is more reliable and cheaper.
Where exactly does AI help a small business?
Mainly in three places: reading documents and forms instead of retyping them; drafting replies to recurring enquiries that you only have to check; and automatically matching incoming information to the right customer or job.
Will the AI then make decisions about my business?
No. It prepares, a human decides. Automated decisions with legal effect would need separate justification under Art. 22 GDPR anyway — that is neither necessary nor intended here.
What if I already have software in use?
Then we first look at whether what exists can be connected or extended. Often the software is not the problem — the gap between it and your real process is. Closing that gap is cheaper and faster than switching.
We have software nobody uses. Is there any point?
Often yes. When a system does not get used in everyday work, it is usually because it demands more steps than the process allows. That can be fixed without redoing everything.
Does it work without internet, for example on a building site?
Yes, it can be built so that entries are stored locally and synchronised later. Please mention it in the first call, because it significantly affects how the system is built.
What happens if you are no longer available at some point?
What gets built belongs to you: data, access and documentation. I deliberately build on widely used technology so another developer could take over. A working relationship should last because it works, not because leaving would be too expensive.
Data and data protection
What happens to my data?
Hosting in the EU, GDPR-compliant. Your business data belongs to you, not to me. You get access and can export at any time.
Who has access to our data?
Only the people who need it for their work, and myself in the course of support. Data processing agreements under Art. 28 GDPR are in place for any service providers used.
What about health or patient data?
Those are specially protected under Art. 9 GDPR, and in medical practices professional confidentiality under § 203 of the German Criminal Code applies on top. That is why I make no blanket promises in this area but clarify the specific case before every quote. Details on the page for care and health.
Does digital record-keeping meet the German GoBD requirements?
That depends on the specific setup and we clarify it before building, together with your tax adviser. I do not give a blanket assurance on it.
Will my business data be used to train AI?
No. Where AI services are used, I choose configurations without training on your data, and I record in the quote which service processes which data.
Does this fit my business?
We are only five people. Is that too small?
No, quite the opposite. Small businesses usually have the clearest processes and therefore the fastest results. This is not about a corporate system, it is about taking the load off one specific point.
My staff are not tech-savvy. Is that a problem?
That is the single most important point and it decides success or failure. Anything that takes more than a few seconds and more than a couple of taps does not get used in everyday work. That is why I plan for the hardest conditions from the start.
Do we then have to change everything?
No. In most projects the largest part stays as it is. What gets changed is the specific point where time is lost.
Which sectors do you work for?
The focus is trades and construction, hospitality and delivery services and care and health. In principle the approach fits anywhere recurring processes are done by hand.
Which area do you cover?
The focus is the region around Rottenburg am Neckar, Tübingen and Horb am Neckar. Anything within roughly 40 kilometres works well, because I want to be on site for the analysis and the support.
Can I assess up front whether it is worth it?
Yes. The potential check works out a rough order of magnitude in two to five minutes. It runs entirely in your browser, without sign-up, and I learn nothing about it unless you explicitly ask for the result to be sent to you.
Question still open?
30 minutes, free, no strings attached. Or write to me at kontakt@jaron-ai.de.