Many companies trust SCALAN
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How "Sandra" saves more than €25,200 a year
Sandra is an AI agent at a drilling company in Bavaria. She reads signed timesheets, reconciles them with the original request, creates the draft invoice, and even identifies missing items before they cost you money. Over an hour of manual work, done in minutes.
~62h
Saved per Month
2x
Faster Payment
Why should I use SCALAN for AI employees?
Easy to start.
Easy to use.
Experts handle the setup, the platform makes daily work easy.
Getting your virtual AI employee up and running doesn't take long. You can start with a preconfigured AI employee, or one of our partner consultancies can handle the setup and hand it over to your team. From then on, your staff can use the AI in their daily work and adapt it to your needs via an intuitive interface.
Save hours of work.
With ready-to-use AI employees.
Bewährte KI-Mitarbeiter. Sofort einsatzbereit.
Administrative tasks consume a lot of time in SMEs. Our preconfigured virtual AI employees take over structured, recurring work so your team can focus on tasks that truly require human judgment. Real time savings, starting from the very first week.
Nothing leaves the company without your approval.
You stay in control. Every step of the way.
Our AI employees prepare, suggest, and flag anomalies. However, they never send invoices, message customers, or act on unclear instructions without your prior approval. This is hard-coded into the platform. This ensures that humans remain the primary point of control and that quality always stays high.
Tailored to your business.
Trained with your knowledge. Works the way you're used to.
A generic AI assistant provides generic answers. Our AI employees know your service catalog, your customers, your invoice templates, and your internal processes. The difference is immediate: familiar workflows remain, and the quality of the results is high. Errors are caught before they become problems.
Our AI employees have skills that deliver real value
A real identity within your company, not just another tool to log into.
Your virtual AI employee gets its own name, a company email address, and appears in Microsoft Teams just like any other team member. Colleagues assign tasks to it just as they would with a real person. Whether it's creating invoices, supporting sales, or handling HR tasks, it has a clear role, and your team knows exactly what they can delegate to it.
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Uses knowledge about your company, not a generic model.
A company-specific virtual AI employee operates on a completely different level than a standard tool. Your products, your services, your processes, your document templates—all of this flows into the knowledge base that your AI employee accesses for every task. The results reflect your standards because it has been trained to use them.
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Integrates into your company's existing way of working.
Email, Microsoft Teams, Lexoffice, Sevdesk, SharePoint, and much more. Your AI employee retrieves live data, generates results within your actual systems, and delivers them right where your team is already working. No new platforms, no changing your workflows. AI automation for small businesses that fits into your existing setup, not the other way around.
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Provides real assistance, not just mindless execution.
Most workflow automation tools follow rigid rules and fail when reality doesn't fit the mold. Our virtual AI employees think in the context of your business. They recognize when a document seems incomplete, ask for clarification when things are unclear, and flag inconsistencies instead of processing them blindly. This is exactly what makes them so useful for a wide range of use cases: from invoice processing to sales follow-ups or HR coordination.
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Your team can make adjustments themselves, with no technical expertise required.
Our intuitive interface allows your team to update the knowledge base, customize how the AI employee handles specific tasks, and track its actions. Everything is managed through an interface designed for non-technical users. For more extensive customizations, our AI consulting partners are ready to assist you.
Frequently asked questions
What is a virtual AI employee and how does it differ from a chatbot?
The easiest way to understand it: A chatbot answers. A virtual AI employee works.
Chatbots react to input and forget the conversation as soon as it ends. A virtual SCALAN AI employee is a persistent agent with its own name, its own role in your company, and its own business email address. It is integrated into the tools your team already uses, such as Microsoft Teams and email, and is trained on your company-specific knowledge: your services, your pricing logic, your processes, and your tone of voice. Thanks to this context, it can draft an invoice, point out a missing item, or follow up on incomplete work without being told what to do every single time.
Chatbots react to input and forget the conversation as soon as it ends. A virtual SCALAN AI employee is a persistent agent with its own name, its own role in your company, and its own business email address. It is integrated into the tools your team already uses, such as Microsoft Teams and email, and is trained on your company-specific knowledge: your services, your pricing logic, your processes, and your tone of voice. Thanks to this context, it can draft an invoice, point out a missing item, or follow up on incomplete work without being told what to do every single time.
What tasks can a virtual AI employee actually perform?
SCALAN AI employees are designed for the structured, repetitive tasks that quietly eat up your team's time: drafting and processing invoices, dunning, HR administration such as onboarding checklists and leave management, preparing sales correspondence, and document review.
A SCALAN client in the construction industry saved 62 hours per month and doubled their payment speed simply by using a virtual AI employee for invoicing. If a task involves reading a document, looking up information in your systems, and creating a formatted output, a virtual AI employee can handle it.
A SCALAN client in the construction industry saved 62 hours per month and doubled their payment speed simply by using a virtual AI employee for invoicing. If a task involves reading a document, looking up information in your systems, and creating a formatted output, a virtual AI employee can handle it.
How is a virtual AI employee set up? Do we need our own IT team?
No IT team required. Scalan uses a consultant-led setup model. An AI consultant configures your virtual AI employee via Scalan's build environment. They train it with your company knowledge, connect it to your tools, and hand it over to your team ready for action.
You can start from scratch or choose a pre-built template from the SCALAN marketplace and customize it with your company's details. You always start with an AI employee ready for use in our software. For complex technical integrations that go beyond standard self-service workflows, you can optionally bring in a certified partner from the SCALAN partner network.
You can start from scratch or choose a pre-built template from the SCALAN marketplace and customize it with your company's details. You always start with an AI employee ready for use in our software. For complex technical integrations that go beyond standard self-service workflows, you can optionally bring in a certified partner from the SCALAN partner network.
Can the virtual AI employee act independently, or is a human always in the loop?
A human is always in the loop for everything that leaves your company. Scalan enforces mandatory approval steps for all outgoing output. Your virtual AI employee cannot send an invoice, email a customer, or execute an unconfirmed instruction without explicit approval from your team.
Is our data secure? Where is it stored and who has access?
All customer data is hosted exclusively in Germany by Scalan and processed in compliance with GDPR. Data residency in Germany is a fundamental design choice at Scalan, not an add-on package.
How much does SCALAN cost and is there a free trial?
SCALAN plans start at €29 per month (Professional, up to 5 users), go up to €129 per month (Business, up to 100 users), and €1,455+ per month for Enterprise. Every new account starts with a free trial including credits—no credit card required—so you can create and test your first virtual AI employee before committing to a subscription.
How does Scalan differ 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 they lack memory across interactions, company context, and the ability to recognize when something is wrong. They do exactly what they are told. A virtual AI employee thinks along with your company's context and flags it when something doesn't add up.
Standard integrations are handled via a guided self-setup. For custom API connections or non-standard tools, a partner from the SCALAN network can handle the technical configuration in just one session.
Standard integrations are handled via a guided self-setup. For custom API connections or non-standard tools, a partner from the SCALAN network can handle the technical configuration in just one session.
How does Scalan differ from Make.com, n8n, or a general AI assistant?
Workflow tools like Make.com and n8n execute predefined steps. They are powerful for connecting applications, but they lack memory, business context, and the ability to reason when something unexpected appears in a document. General AI assistants like ChatGPT are stateless: every chat starts from scratch, and the output remains trapped in a chat window.
A virtual AI employee from SCALAN is persistent, context-aware, and role-specific. It knows your invoicing rules, your customer list, and your approval process. It independently detects discrepancies, works within the tools your team already uses, and cannot perform external actions without human approval.
A virtual AI employee from SCALAN is persistent, context-aware, and role-specific. It knows your invoicing rules, your customer list, and your approval process. It independently detects discrepancies, works within the tools your team already uses, and cannot perform external actions without human approval.
I run an AI consultancy. What exactly does Scalan offer me?
Our development environment offers you a faster, more repeatable way to automate processes for your SME clients—using standardized knowledge structures, integration templates, and a seamless handover process. You spend less time on setup and more time on the work that requires your expertise.
The business model turns your project work into recurring revenue. You can earn up to 20% of your client's monthly subscription fee for as long as they remain on the platform. This ensures that our customers always have a helping hand by their side.
The business model turns your project work into recurring revenue. You can earn up to 20% of your client's monthly subscription fee for as long as they remain on the platform. This ensures that our customers always have a helping hand by their side.
SCALAN is software designed to easily create and deploy AI agents for automating processes in SMEs.
