AI automation and AI agents for manufacturers
Your team's know-how is worth more than paperwork.
QapYo is built on 20 years of experience in manufacturing. We hand repetitive admin work to AI automation and AI agents, so your team's attention goes where their experience counts.
Request a free conversation See pricingRule-based work goes to automation, judgement calls to AI agents.
We automate repetitive, rule-based tasks. Where judgement is needed, an AI agent does the work. Anything that goes out is approved by you, or by a colleague you appoint.
Where we help
- Purchasing
- Requests for quotes, order confirmations, delivery dates.
- Sales
- From request for quote to quotation, entering customer orders.
- Finance
- Incoming invoices, bank reconciliation, documents for your accountant.
- Planning
- Collecting incoming orders, tracking deadlines.
- Logistics
- Delivery notes, consignment notes, shipping paperwork.
- Quality
- Complaints and 8D reports, checking certificates against the drawing.
- HR
- Onboarding paperwork, attendance reports, answering staff questions from internal policies.
Why us?
QapYo was founded by someone who spent 20 years in manufacturing and now works as an IT consultant. So we see the work from both the customer's side and the provider's side: we know what a manufacturer expects, and we know what it takes for a solution to work in daily operations. That is why we start with your processes and set up AI agents where most of the admin work piles up. We started with manufacturers; we also have solutions for wholesalers and service companies.
Is admin dragging you down?
By noon the inbox is full. Data moves from one spreadsheet to another by hand. Someone chases supplier confirmations and missing papers, and the monthly report is left for the evening.
So your most experienced people spend their day on simple, repetitive tasks: copying, cross-checking, chasing.
We take that over. Their experience goes where it counts most: to customers, to production and to decisions.
The plan in three steps
Assessment
Tell us about your daily work. We go through your most time-consuming process together with your own expert and show where the work piles up.
First piece
We start with one process. We set up automation and the AI agent in exactly the steps the assessment pointed to. You see every step and check the result on your own data before anything else changes.
Series
What works becomes the base for the next process. Your team uses it on their own tasks, until the whole company works this way.
AI automation and AI agents, in plain words
AI automation
A written sequence of steps that the machine always runs the same way: when something arrives, it does this and that with it. The AI does the reading: it pulls the data out of an email, a PDF or a photo. It suits rule-based, repetitive work.
Example: a supplier's delivery note arrives, the machine reads the items and checks them against the order. It flags any difference.
AI agent
Like a new colleague you give a task to. It reads what is going on, looks up what it needs in your programs, drafts the reply or prepares the document, and asks you when something is missing. It suits work where every case is a little different and judgement is needed.
Example: a complaint comes in. The agent finds the order, the drawing and the certificate, puts together the first version of the 8D report and drafts the reply. You review and approve it.
The difference in one sentence: automation follows a recipe, an agent sees a task through.
We use both: we automate rule-based work, and where judgement is needed, an AI agent does the work. One process often has both: automation brings the data, the agent works with it, and the approval is yours.
The work it takes over
Incoming emails and requests
Reads them, picks out the task and drafts the reply. You see the finished draft.
Data entry and spreadsheets
Moves data from one place to another and cross-checks it. Any mismatch gets flagged.
Documents
Puts together quotes, summaries and letters from your own material. You review them.
Purchasing and delivery dates
Keeps track of requests for quotes, order confirmations and delivery dates, and prepares the follow-up requests. These are approved by you, or by a colleague you designate, and you see where everything stands.
Recurring reports
Gathers the data and builds the report. You review it.
Research
Collects information on a question and sums it up. You get it with the sources.
Security
Among EU companies that considered AI but decided against it, almost one in two named data protection concerns as one of the reasons (Eurostat, 2025). That is why we settle this at the start of the work, and in the assessment we go through it on your own process.
People approve
Anything that goes out is approved by you, or by a colleague you appoint. The agent writes the draft, a person sends it.
Only the data that is needed
The agent only reaches the places we agree on together, and the model only gets the data the task needs. We write this into the specification in advance.
Your accounts
We open the model and tool accounts in your name, and you pay the provider directly. You see where your data goes, and you can revoke our access at any time.
Model training switched off
In our own account, the provider's use of content for model training is switched off; the providers' exceptions are described in our privacy policy. We set up your agent the same way wherever the provider allows it.
You know where your data is
For every tool we tell you in advance where it processes data and, if outside the EU, under what safeguards. We record this in the specification and in the data processing agreement; our own tools are listed in our privacy policy.
Logs and confidentiality
We log outgoing steps and approvals: you can look back at what went out and who approved it. What we see during the work stays confidential. On request we sign a non-disclosure agreement.
Industries
We already work in these areas. We started with manufacturers, and we also have solutions for wholesalers and service companies. If your work piles up somewhere else, we look at that too. Anything that goes out is approved by you, or by a colleague you appoint.
Manufacturing10 tasks
A manufacturer spends a lot of time on documents: drawings, bills of materials, certificates, complaints.
From request for quote to quotation
Every request for quote means reviewing drawings and putting a quotation together, often in a hurry.
We have a solution for this.
Drawing review
An incoming drawing can lack a tolerance, a dimension or a material callout, and this often only shows up in production.
We have a solution for this.
The work around drawings and 3D models
Once the drawing is done, the template, the required fields and the filing take up the designer's time.
We have a solution for this.
Bill of materials
The bill of materials has to be written up from the drawing and checked against what is in stock.
We have a solution for this.
Routing sheet
Every new part needs a routing sheet, and writing the first draft takes a lot of time.
We have a solution for this.
Quality documents
The first article inspection report (FAI), the PPAP documents and the 3.1 material certificate all have to be checked against the drawing.
We have a solution for this.
Complaints (8D)
A complaint needs an 8D report fast, and the related documents are spread across several places.
We have a solution for this.
Drawing changes
With every new drawing revision, someone has to list what changed before production works from the new drawing.
We have a solution for this.
Supplier documents
The delivery note, the certificate and the invoice have to be checked against the purchase order.
We have a solution for this.
Machine documentation
Finding the right page in manuals and maintenance instructions takes time.
We have a solution for this.
Wholesale6 tasks
At a wholesaler, invoices, documents and tenders take up the time.
Incoming invoices and documents
Incoming invoices and documents have to be processed every day and matched with the orders.
We have a solution for this.
Bank matching
Bank items have to be matched with invoices, and someone has to track what is still open.
We have a solution for this.
Material for the accountant
The accountant needs tidy material: invoices, documents and matched items, in the agreed format.
We have a solution for this.
Tender and bid documents
A tender or a larger bid needs many documents, put together in the format the issuer asks for.
We have a solution for this.
Questionnaires
The issuer's questions have to be answered item by item, from the company's own material.
We have a solution for this.
Deadlines
A tender comes with many deadlines to track at once, from submitting questions to the final submission.
We have a solution for this.
Services3 tasks
At a service company, such as a landscaping business, content and requests for quotes take up the time.
Articles for the website
A weekly article on the website about the company's own work would help, and there is rarely time for it.
We have a solution for this.
Social media posts
The social media pages need regular posts about the company's finished work.
We have a solution for this.
Requests for quotes
Requests for quotes arrive from several places, and each one has to be sorted and answered in time.
We have a solution for this.
People make the decisions
AI reads, cross-checks and drafts. Anything that goes out is approved by you, or by a colleague you appoint.
Pricing
The assessment and monthly care have fixed prices, the first process has a price range; larger work is priced after the assessment.
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Assessment
EUR 355 + VAT
We go through one of your processes online, together with your own expert, and find which steps suit automation or an AI agent. At the end you get a description of how it works today and how it should work, with a standard BPMN 2.0 process diagram, and a quote for the implementation. If you order a First process or a larger project within 60 days of receiving the results, the full assessment fee is credited.
Recommended if: you want to see what AI would change in one process before starting a larger project.
Request an assessment -
First process
EUR 680-2,155 + VAT
Built on the process map from the assessment. We set the exact price at the end of the assessment, as a fixed price. One AI agent on one of your processes, with one connection (your email, shared storage, a spreadsheet or your calendar) and up to 50 documents of knowledge material. We write down in advance what it handles on its own and what waits for your approval. We test it on your own examples before handover. Anything that leaves the company is approved by you, or by a colleague you designate. For 14 calendar days after go-live we fix deviations from the agreed specification free of charge; the offer sets out the details.
Recommended if: you want a visible first result on one specific, repetitive task.
Request a conversation -
Monthly care
EUR 125 + VAT / month
Covers one agent. After the free fix period we monitor it, fix errors and send a short monthly report. If the model provider moves to a successor model, we quote the switch separately. Minimum three months, then cancellable in any month with 30 days' notice.
Recommended if: you want your agent to keep working reliably, month after month.
Request a conversation -
Larger project
Custom quote after the assessment
Several agents, several systems, connected processes. We assess each process, then give you a fixed-price offer with the deliverables written down in advance.
Recommended if: you want to connect several processes, or have the agent work across several of your systems.
Request a conversation
Prices cover our work. You pay model and tool fees directly to the provider, in your own name; we write the expected amount into the specification in advance.
The first conversation is free. Before we start, we put in writing what we deliver and for how much.
Questions we often hear
Is it secure?
The agent only reaches the places we agree on together, and anything that goes out is approved by you, or by a colleague you appoint. In the assessment we go through your own process: where your data is, who sees it, and where the agent works.
Where do we start?
With one conversation about your daily work. We map the process that takes up the most time, and that one comes first.
Why start with the process?
AI speeds up whatever process it works in. When the process is clear, the agents work on the right steps, and you can see what changed.
Which work suits AI?
Regular, repetitive work suits automation. Work where every case is a little different, such as emails and requests, suits an AI agent.
What happens after the first process?
Your team uses it on their own tasks, and we move on to the next process, building on what has worked.
Let's start with an informal chat
A relaxed, informal conversation, free of charge. Write to us which task takes the most time in your company, and we will agree on a time. We look at the process together and show you where we would start.
Request a free conversationQuestions? Write to us: info@qapyo.com