PIPELINEGuide
Connecting AI consulting with existing systems
Does everything need to be replaced for this? Usually not. What can be connected to an existing system landscape, where the limits are, and which part typically takes the longest.
In most cases, AI consulting requires no replacement of existing systems: ERP, CRM, calendar, accounting, or phone systems are connected via interfaces. What matters is whether the respective system has a documented interface — and the time-critical part is almost never the technology, but obtaining the access credentials.
01 — Integration
Connection with existing systems
The most common misconception is that everything needs to be replaced. In most cases, the existing system landscape remains in place, and AI consulting builds on top of it — through interfaces, not replacement.
What gets connected in practice: ERP, CRM, calendar, accounting, phone system, newsletter system, website. What matters is whether the respective system has a documented interface. Where none exists, there's usually a workaround — but that costs effort and needs to be clarified up front, not discovered later.
The time-critical part is almost never the technical integration, but obtaining access credentials. Starting early here noticeably shortens the project timeline.
02 — Requirements
What you need for AI consulting
- A clearly defined trigger. Not “we should do something with AI,” but a process that demonstrably costs time or orders today.
- Existing content or data. AI consulting works with what's already there. The more complete the starting point, the shorter the setup.
- Access to the systems involved. Whoever manages the credentials needs to be involved from the start — this is, in our experience, the most common cause of delays.
- One decision-making contact person. One, not three.
- Willingness to refine after launch. The first weeks in real operation show what was missing in the concept. That's normal and accounted for.
03 — Bottlenecks
What typically causes delays
- Content and deliveries. By far the most common cause of delay. Text, images, price lists, access credentials — what's missing blocks progress.
- Decisions. When it's unclear who approves, the project waits. A named contact person with decision-making authority noticeably shortens the timeline.
- Access to third-party systems. Getting access to inventory management, phone systems, or CRM regularly takes longer than the integration itself.
- Endless review rounds. Two correction rounds are normal, five are a sign that the goal wasn't clear at the start.
04 — Questions
Frequently asked questions
Do we also get recommendations for providers other than you?
Yes, where it makes sense. Some use cases are better suited to standard software or a specialized provider — that's stated in the document, not hidden.
Who should be at the workshop?
At least one person from management and two to three who do the affected processes daily. Without the second group, you get a list that doesn't work in practice.
What funding is available in Austria?
Options include KMU.DIGITAL and aws digitalization funding — current terms at kmudigital.at and aws.at. Both require the application to be approved before awarding the contract — that's why we bring it up early and not at the end.
Isn't a conversation with management enough?
No, that's the most common reason for a list that doesn't work later. The people who do the processes daily know the exceptions that an outside perspective never sees.
How does this differ from consulting by the Chamber of Commerce?
The Chamber offerings provide a good overview of funding options and basics. We go a step further and look at your specific processes and systems — with effort estimates that we ourselves would have to meet.
What if nothing makes sense for us?
Then that's what the report says. It happens, especially with businesses that have very few recurring processes or no digital data foundation. An honest no is cheaper than a project that runs aground.
Isn't this just a disguised sales event?
The recommendation regularly includes items you can implement yourselves or with your existing service provider, as well as cases we advise against. The document is yours and works without us too.
05 — Next
Related pages
- AI consulting — Overview
- AI consulting — risks
- AI consulting — requirements
- AI consulting — Funding
- AI consulting — team and buy-in
- AI Consulting — Ongoing Operations
- AI consulting — Cost-effectiveness
- AI consulting — Where to start
- AI automation
- Process automation
- AI training
- All guides
AI consulting by region
Next step
We'll look at your starting position.
Tell us what's eating up time today. That becomes an assessment with effort and benefit — and only then an offer.