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Fridman
PL

AI implementation

I put AI to work on repetitive office tasks: reading invoices, orders and shipping documents, sorting email and enquiries, drafting offers and answering questions about company procedures. Every rollout is connected to the software you already use, and wherever money or a customer is involved, a person makes the call. I work with companies of 10 to 250 people across Poland, from Kraków and remotely. A first rollout costs from PLN 15,000 excl. VAT.

from PLN 15,000excl. VAT

Book a 30-minute callTake the AI assessment

Who it is for

Service companies
Enquiries, work orders, protocols and client reports that someone still assembles by hand.
Manufacturing
Orders, specifications, delivery notes and CMRs, complaints and questions about internal procedures.
B2B trade and distribution
Orders arriving as email and PDFs, requests for quotes and customer questions about stock and lead times.

What exactly I build

I don’t sell “AI for your business” in general. I build specific things that take hours off specific people, and I connect them to your data.

  • Documents read straight into your system

    A person approves

    Purchase invoices, orders, delivery notes, CMRs, protocols and contracts go to an AI that extracts the data and enters it where it belongs: your accounting software, ERP, a spreadsheet or the company panel. When the AI isn’t sure about a field, it flags it and a person decides.

    For example: an order arrives by email as a PDF, the line items land in the system as a draft order, and a salesperson only checks and approves it.

  • Email and enquiry triage

    Runs on its own

    The AI reads shared inboxes such as office@ or orders@ and works out what came in: an enquiry, a complaint, an invoice or spam. It assigns an owner, sets a priority and opens a case in the CRM. Replies to customers are prepared as drafts.

    For example: a form enquiry reaches the CRM with the company name, tax ID, scope and deadline already extracted, before anyone opens the email.

  • Offer drafts built from past jobs

    A person approves

    The AI drafts an offer from similar past jobs, your price list and your standard terms. The salesperson edits and sends it instead of starting from a blank page.

    For example: a request comes in to service a dozen machines. The AI finds similar jobs and proposes the scope, a price from the list and a schedule.

  • A knowledge assistant on company documents

    Staff ask in plain language about a procedure, a client’s contract terms or a machine manual. The assistant answers from your documents and shows the source. It only sees what the person asking is allowed to see.

    For example: a new office hire asks how to file a complaint with a supplier and gets an answer with a link to the right procedure.

  • AI agents with approval and an audit log

    A person approves

    An agent carries out a whole multi-step task: checks the data, prepares a document, sends a reminder. Decisions about money and customers wait for your “yes”. Every step is written to a log: what it did, when and why.

    I run an agent in my own company that reviews new public tenders every day, scores them and drafts an offer in one click.

  • Ground rules for using AI at work

    Short and practical: what data never goes into public tools, where AI gets things wrong, how to check its output. One written document, walked through with your team on real examples from your company.

What it runs on

I pick the model for the task and the cost, and I write the results into your own systems.

AI models

  • Claude (Anthropic)
  • GPT (OpenAI)
  • Gemini (Google)

Where the data goes

  • Accounting software
  • ERP
  • CRM
  • Google Workspace
  • Microsoft 365
  • Company panel

Control

  • Approval before sending
  • Decision log
  • Role-based access
  • Spending cap

How it works

Typical timings for a first scope. You get the exact schedule together with the quote.

  1. Pick a process and sample the data

    1 week

    We choose one process. I collect a few dozen real documents or emails and measure how long they take today.

  2. Prototype on your documents

    2–3 weeks

    You see results on your own data, not a demo. I measure how many fields the AI reads correctly and where it goes wrong.

  3. Rollout with controls

    2–4 weeks

    I connect the AI to your software and set up approvals, permissions and the log. The team uses it from day one.

  4. Measure and adjust

    1 month

    For the first month I check the results, tune the rules and show you how many hours actually came off.

What you get and what it costs

Included in the price

  • Process analysis and a count of the time it takes today
  • A prototype on your documents and one process rolled out end to end
  • Connection to the software you use
  • Approvals, permissions and an activity log
  • A guide and a short training session for the team
  • One month of adjustments after launch

Price

from PLN 15,000

excluding VAT

What the price depends on

  • How many kinds of documents there are: one invoice layout is not the same as hundreds of suppliers
  • Which systems need connecting and whether they have an API
  • How many steps the agent takes and how many need approval
  • Data requirements: where it may be processed and who can access it

Prices exclude VAT. You get an exact quote after the audit or the first call.

Not sure where to start? The AI and process audit takes two weeks and costs from PLN 6,000 excl. VAT. You get a process map, counted hours and a rollout plan.

Book a call about the audit

Not included

  • AI model fees: you pay the provider directly, based on usage
  • Software licences and hardware
  • Legal and tax advice
  • Further processes: I quote each one once the first is running

I ran it in my own business first

Everything I offer clients, I run myself first: at Reefa, my commercial cleaning company in Kraków and Katowice, and on the KtoSprząta.pl platform, a directory of cleaning companies.

5

documents in the offer draft my tender agent prepares after reading the tender specification: the offer form, a declaration, a list of services, the costing and filing instructions.

AI agents that run part of the company

13 s

is how long the AI takes to pull the parties, tax and company register numbers and the signatories out of a PDF contract before it goes out for signature.

An operating system for a service company

0.85

is the confidence the AI needs before it reads an apartment number off a door photo posted in the building’s group chat and logs the cleaning in the panel on its own. Below that, the bot asks in the group.

A bot for the field team

Questions I get asked most

Will our data end up in public ChatGPT?
No. I use the models through the providers’ APIs (Anthropic, OpenAI, Google) on business terms under which submitted data is not used for training by default. If documents must not leave the company or the European Union, I choose the model and processing location to match and we put it in the contract.
What if the AI makes a mistake?
Sometimes it will, so I design the rollout to make mistakes visible and cheap. The AI flags fields it isn’t sure about, and anything involving money or a customer waits for a person to approve it. Every decision is logged, so you can always see where a result came from.
How much does an AI implementation cost?
A first rollout of one process costs from PLN 15,000 excl. VAT. The price depends on how many kinds of documents there are, which systems need connecting and how many steps need approval. You get an exact quote after the first call or the audit.
What does it cost to run afterwards?
Two things: AI model fees based on usage, paid directly to the provider, and optional support from me, meaning adjustments, new document types and keeping an eye on everything. I show you the model cost on your own data at the prototype stage, so you know what you will pay before anything goes live.
Where is the best place to start?
With one process that eats the most hours and involves lots of similar documents or emails. Most often that means purchase invoices, orders or requests for quotes. If you don’t know which one it is, start with the AI and process audit (from PLN 6,000 excl. VAT) or the free AI readiness assessment on this site.
Will AI replace our staff?
That is usually not the point. AI takes over the retyping and searching, and people handle what AI doesn’t do well: talking to customers, making decisions and dealing with exceptions. The goal is to handle more work with the same team instead of hiring more people to push paper.
How long does a rollout take?
A first process usually takes 5–8 weeks from choosing it to running day to day. You see the prototype on your documents after 2–3 weeks, and then I spend a month measuring and tuning the rules.

Guide

AI in small and mid-sized firms: what works, what fails11 min readWhere AI actually saves time in service and manufacturing companies, where it hurts, and how to keep it under control.

Show me the documents your team retypes today

In a 30-⁠minute call I’ll tell you whether AI can read them reliably, roughly what it costs and which process I would start with.

Book a 30-minute callTake the AI assessment first

or write to ilya@fridman.pl