Automate your day-to-day work in 5 minutes with our AI employees
Scalan makes it simple to create AI agents that work like team members, handeling your daily business tasks. Easy to create, manage and run. No code, no consultants and ready in minutes.
Backed by
GDPR compliant
Made in Germany
No Coding required
Trusted and loved by Scalan users
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See how "Sandra" saved more than 2.100€ per month
"Sandra" is an AI employee at a drilling company in Bavaria, Germany. One example of how AI automation for small business can look in practice:
The team's assistant scans a signed service document and forwards it to Sandra by email. She reads it, cross-references against the original client request and builds the invoice draft. She spots a missing line item and flags it in the email sent back to the team assistant. The team assistant confirms the missing line item. Sandra updates the invoice draft and sends it for sign-off.
Result: More than an hour of manual work, done in few minutes, with a catch that would have cost real money.
The team's assistant scans a signed service document and forwards it to Sandra by email. She reads it, cross-references against the original client request and builds the invoice draft. She spots a missing line item and flags it in the email sent back to the team assistant. The team assistant confirms the missing line item. Sandra updates the invoice draft and sends it for sign-off.
Result: More than an hour of manual work, done in few minutes, with a catch that would have cost real money.
~62h
SAVED PER MONTH
2x
Faster PAYMENT
Why should I use SCALAN for AI Employees?
Simple to Start.
Simple to Run.
Experts get you started, while the platform keeps it simple to run.
Getting your virtual AI employee up and running is done in no time. Our You may choose to start with a pre-built AI employee or one of our AI partner consultancies set everything up and hands it over. From there, your teams use them day to day and make changes through a intuitve interface built for non-tech people.
Save Many Hours.
Use Pre-Built AI Employees.
Battle-tested AI Employees.
Ready to deploy.
Invoicing, document processing and admin coordination eat up serious time in most SMBs. Our pre-built Virtual AI Employees take on the structured, repeatable work so your team can focus on the things that actually need human judgment. Real time savings, starting in the first week.
Nothing Leaves Without
Your Approval.
You stay in control.
Every single time.
Our AI employees prepare, propose and flag issues. But they never send an invoice, email a client, or act on an unclear instruction without a human saying yes first. This is built into the platform at its core. It is not something you can accidentally turn off and that is exactly the point.
Specific to Your Business.
Not Generic AI.
Trained on your knowledge.
Act on your way of doing things.
A generic AI assistant gives you generic answers. Our AI Employees know your service catalogue, your clients, your invoice templates, and your internal processes. The difference shows immediately in the quality of the outputs they produce and the errors they catch before they become problems.
With SCALAN it's easy to build and run
AI employees
Our AI Employees have capabilities that deliver real value
A real identity in your business, not another tool to log into.
Your virtual AI employee gets its own name, its own company email address and shows up in Microsoft Teams like any other team member. Colleagues assign it work the same way they would with a real person. Whether it is handling invoices, supporting the sales team or taking care of HR admin, it has a clear role and your team knows exactly what to hand it.
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Use knowledge about your business, not a generic model.
A company-specific virtual AI employee performs at a completely different level than an off-the-shelf tool. Your products, your services, your processes, your document templates. All of it goes into the knowledge base your AI employee draws on for every task it handles. The outputs reflect your standards because it was built to know them.
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Plugs straight into the tools your business already uses.
Email, Microsoft Teams, Lexoffice, Sevdesk, sharepoint and much more. Your AI employee looks up live data, creates outputs using your real systems and sends results where your team already works. No new platforms to adopt, no workflow disruptions. AI automation for small business that fits around your existing setup, not the other way around.
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Exercises real judgment, not just execution.
Most workflow automation tools follow predefined rules and break when reality does not match the script. A virtual AI employee reasons within the context of your business. It notices when a document looks incomplete, asks before acting on something unclear and flags a discrepancy rather than processing it silently. This is what makes it useful across so many use-cases: from invoice processing to sales follow-up to HR coordination.
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Your team runs it day to day, no technical skills needed.
Your internal team can update the knowledge base, tweak how the AI employee handles certain tasks and review what it has done, all through a intuitive interface designed for people who are not developers. Our AI consultancy partners handle the technical integration. Your team handles the day-to-day. That separation is intentional and it is what makes AI automation sustainable for small business.
Frequently asked questions
What is a virtual AI employee and how is it different from a chatbot?
A chatbot waits to be asked. A SCALAN virtual AI employee works (the way you told him).
Chatbots react to prompts and forget the conversation the moment it ends. A SCALAN virtual AI employee is a persistent agent with its own name, its own role inside your company, and its own business email address. It lives inside the tools your team already uses, like Microsoft Teams and email, and is trained on your company-specific knowledge: your services, your pricing logic, your processes, your tone. That context is why it can draft an invoice, flag a missing line item, or follow up on incomplete work without being told what to do every time.
Chatbots react to prompts and forget the conversation the moment it ends. A SCALAN virtual AI employee is a persistent agent with its own name, its own role inside your company, and its own business email address. It lives inside the tools your team already uses, like Microsoft Teams and email, and is trained on your company-specific knowledge: your services, your pricing logic, your processes, your tone. That context is why it can draft an invoice, flag a missing line item, or follow up on incomplete work without being told what to do every time.
What kind of work can a virtual AI employee handle?
SCALAN AI employees are built for the structured, repeatable work that quietly eats up your team's week: invoice drafting and processing, accounts receivable follow-up, HR administration like onboarding checklists and leave management, sales correspondence preparation, and document review.
One SCALAN customer in manufacturing saved 62 hours per month and doubled their payment speed using a virtual AI employee for invoicing alone. If the task involves reading a document, looking up information across your systems, and producing a formatted output, a virtual AI employee can take it on.
One SCALAN customer in manufacturing saved 62 hours per month and doubled their payment speed using a virtual AI employee for invoicing alone. If the task involves reading a document, looking up information across your systems, and producing a formatted output, a virtual AI employee can take it on.
How does a virtual AI employee get set up? Do we need our own IT team?
No IT team required. SCALAN is built for business users, not developers. You build your first virtual AI employee yourself through a guided interface that feels like filling in a profile, not configuring software.
You can start from scratch or pick a pre-built template from the SCALAN marketplace and customize it with your company's details. You always start with working AI employee at our software. For complex technical integrations beyond the standard self-serve flows, you can optionally bring in a certified partner from the SCALAN partner network.
You can start from scratch or pick a pre-built template from the SCALAN marketplace and customize it with your company's details. You always start with working AI employee at our software. For complex technical integrations beyond the standard self-serve flows, you can optionally bring in a certified partner from the SCALAN partner network.
Can the virtual AI employee act on its own, or does a human always stay in the loop?
Both, by design. Your virtual AI employee handles internal processing, drafting, and analysis on its own. But every external action, like sending an invoice, emailing a client, or confirming an instruction, requires explicit human approval before it goes out. This is a platform-level constraint, not a setting you can accidentally switch off. Your team stays in control of every outbound decision while the AI does the preparation work in the background.
Is our data safe? Where is it stored and who can access it?
All customer data is hosted in Germany and is fully GDPR-compliant. Data residency is a core design principle, not an optional add-on. Your company knowledge never transfers between clients, never trains external AI models, and is protected by multiple access control layers. SCALAN is using certified infrastructure and is a recognized partner of German Acelerator and de:hub.
How much does SCALAN cost and is there a free trial?
SCALAN plans start at €29 per month (Professional, up to 5 users), scale to €129 per month (Business, up to 100 users), and €1,455 and up per month for Enterprise. Every new account starts with a free trial including credits, no credit card required, so you can build and test your first virtual AI employee before committing to a subscription.
Which tools does SCALAN virtual AI employees integrate with?
SCALAN integrates natively with Microsoft Teams, email, SharePoint, Lexoffice, and Sevdesk, including Germany's most widely used accounting platforms. Your team assigns tasks to the AI employee through the same channels they already work in.
Standard integrations are available through guided self-serve setup. For custom API connections or non-standard tools, a partner from the SCALAN network can handle the technical configuration in a single session.
Standard integrations are available through guided self-serve setup. For custom API connections or non-standard tools, a partner from the SCALAN network can handle the technical configuration in a single session.
How is Scalan different from Make.com, n8n, or a general AI assistant?
Workflow tools like Make.com and n8n execute predefined steps. They are powerful for linking apps but have no memory, no business context, and no ability to reason when something unexpected shows up in a document. General AI assistants like ChatGPT are stateless: every chat starts from zero, and the output stays trapped in a chat window.
A SCALAN virtual AI employee is persistent, context-aware, and role-specific. It knows your invoicing rules, your client list, your approval process. It catches discrepancies on its own, works inside the tools your team already uses and cannot take external actions without a human sign-off.
A SCALAN virtual AI employee is persistent, context-aware, and role-specific. It knows your invoicing rules, your client list, your approval process. It catches discrepancies on its own, works inside the tools your team already uses and cannot take external actions without a human sign-off.
I run an AI consultancy. What does Scalan offer me specifically?
Our build environment gives you a faster, more repeatable way to automate processes for your SMB clients, with standardised knowledge structures, integration templates, and a clean handover flow. You spend less time on setup and more time on the work that requires your expertise.
The commercial model converts your project work into recurring revenue. You can earn up 20% of your client's monthly subscription for as long as they stay on the platform. This ensures that our clients allways have a helping hand at sight.
The commercial model converts your project work into recurring revenue. You can earn up 20% of your client's monthly subscription for as long as they stay on the platform. This ensures that our clients allways have a helping hand at sight.
SCALAN is a software to easily build and deploy AI agents to automate business processes in SMBs.
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