Save time & money with virtual AI Employees.
Boost efficiency with AI employees built for SMBs. Easy to set up, they work how you work and use knowledge about your company for high-quality output. Governance and human approval loops built in.
Backed by
Built for SMBs
Made in Germany
AI Provider agnostic
Trusted and loved by Scalan users
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See how "Sandra" saved more than 2.100€ per month
"Sandra" is a virtual 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?
Save Many Hours.
Use Pre-Built 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.
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.
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?
The simplest way to think about it: a chatbot responds. A virtual AI employee works.
A virtual AI employee is a persistent, company-trained AI agent with a defined role in your business. It has its own name, its own company email address and shows up in Microsoft Teams like any other team member. Colleagues assign tasks to it, it asks questions when it needs to and it routes completed work back through your existing flow (e.g. if you send an email, it writes an email back).
Unlike a chatbot, it does not wait for you to ask the right question. It receives tasks, processes them using it's knowledge about your company and returns structured output ready for review. It is trained on your documents, your products, your processes - not a generic model.
A virtual AI employee is a persistent, company-trained AI agent with a defined role in your business. It has its own name, its own company email address and shows up in Microsoft Teams like any other team member. Colleagues assign tasks to it, it asks questions when it needs to and it routes completed work back through your existing flow (e.g. if you send an email, it writes an email back).
Unlike a chatbot, it does not wait for you to ask the right question. It receives tasks, processes them using it's knowledge about your company and returns structured output ready for review. It is trained on your documents, your products, your processes - not a generic model.
What kind of work can a virtual AI employee actually handle?
Scalan focuses on internal operations: the structured, repeatable work that keeps a business running but eats up a disproportionate amount of time. Think of document processing work, like invoice drafting. HR admin tasks like onboarding coordination and leave management. Sales assistance, including follow-up preparation and client correspondence drafts. Task automation across departments where a human currently spends time reading, looking things up and producing formatted outputs.
If your team spends significant time on structured, repeatable work that involves reading documents, looking things up,and producing formatted output, your virtual AI employee can take on that work. Book a demo and we will walk you through examples relevant to your business.
If your team spends significant time on structured, repeatable work that involves reading documents, looking things up,and producing formatted output, your virtual AI employee can take on that work. Book a demo and we will walk you through examples relevant to your business.
How does a virtual AI employee get set up? Do we need our own IT team?
No IT team required. Scalan uses a consultancy-led deployment model. An AI consultancy configures your virtual AI employee using Scalan's build environment. They train it on your company knowledge, connect it to your tools, and hand it over ready to work.
Once deployed, your operations staff manage it through a simple interface built for non-technical users. They can update pricing, adjust how the virtual AI employee handles certain tasks, and review its activity log. No code, no technical knowledge needed.
Structural changes stay in the consultancy's hands for ongoing support. Day-to-day operation is entirely your team's.
Once deployed, your operations staff manage it through a simple interface built for non-technical users. They can update pricing, adjust how the virtual AI employee handles certain tasks, and review its activity log. No code, no technical knowledge needed.
Structural changes stay in the consultancy's hands for ongoing support. Day-to-day operation is entirely your team's.
Can the virtual AI employee act on its own, or does a human always stay in the loop?
A human always stays in the loop for anything that leaves your business. Scalan enforces mandatory approval checkpoints for all external-facing outputs. Your virtual AI employee cannot send an invoice, email a client, or act on an unconfirmed instruction without explicit sign-off from your team.
Internally, the virtual AI employee can process information, build drafts, and flag issues on its own. It proposes and you decide what goes out. This is a platform-level constraint, not a setting you can accidentally turn off.
Internally, the virtual AI employee can process information, build drafts, and flag issues on its own. It proposes and you decide what goes out. This is a platform-level constraint, not a setting you can accidentally turn off.
Is our data safe? Where is it stored and who can access it?
All customer data is hosted in Germany and processed in compliance with GDPR. Data residency in Germany is a core design decision for Scalan, not an add-on. If you are running a virtual AI employee for SMBs in the DACH market, this matters. You are not sending sensitive business documents to servers in the US.
Access is controlled at multiple levels. The AI consultancy configures the system and retains access to the technical layer. Your team accesses the management interface for day-to-day operation. Role separation is built in.
Your company knowledge and business data are never shared across clients or used to train AI models outside your own configuration.
Access is controlled at multiple levels. The AI consultancy configures the system and retains access to the technical layer. Your team accesses the management interface for day-to-day operation. Role separation is built in.
Your company knowledge and business data are never shared across clients or used to train AI models outside your own configuration.
What happens if we want to change or replace our AI consultancy?
Your virtual AI employee and your subscription belong to you. If the consultancy relationship ends for any reason, your system keeps running. You retain full access to your knowledge base, your configurations, and your data.
Scalan can connect you with a replacement consultancy from the platform network who can pick up the existing setup. Because all configurations follow a standardised format, handover between consultancies is straightforward.
You are not locked in through your consultancy relationship.
Scalan can connect you with a replacement consultancy from the platform network who can pick up the existing setup. Because all configurations follow a standardised format, handover between consultancies is straightforward.
You are not locked in through your consultancy relationship.
I run an AI consultancy. What does Scalan offer me specifically?
Scalan is built around you. The build environment gives you a faster, more repeatable way to configure virtual AI employees for 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 earn up 25% 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.
You also get a referral flow: Scalan sends you incoming SMBs who need a consultancy. Book a demo and we will walk you through the partner setup.
The commercial model converts your project work into recurring revenue. You earn up 25% 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.
You also get a referral flow: Scalan sends you incoming SMBs who need a consultancy. Book a demo and we will walk you through the partner setup.
How is Scalan different from Make.com, n8n, or a general AI assistant?
Workflow tools like Make.com and n8n execute predefined steps when triggered. They are powerful for linear processes but have no memory across interactions, no business context, and no ability to notice when something is off. They do what they are told. A virtual AI employee reasons within the context of your business and flags when something does not match.
General AI assistants are reactive and stateless. You always have to provide context, always initiate, and always know what to ask. They are not configured for your business, they do not know your clients or pricing, and they cannot be assigned tasks like a regular team member.
A Scalan virtual AI employee is different in kind, not just in degree. It knows your business. It operates in your channels. It notices things. And it never acts on anything external without your sign-off. Book a demo to see the difference in practice.
General AI assistants are reactive and stateless. You always have to provide context, always initiate, and always know what to ask. They are not configured for your business, they do not know your clients or pricing, and they cannot be assigned tasks like a regular team member.
A Scalan virtual AI employee is different in kind, not just in degree. It knows your business. It operates in your channels. It notices things. And it never acts on anything external without your sign-off. Book a demo to see the difference in practice.
Book free demo.
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We'll walk you through the capabilities of SCALAN and see how we can support you.
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