Automatic naming and filing
Document Pilot
Before
Documents, photos, and PDFs were scattered across folders, inboxes, and downloads.
An AI workflow detects context, is checked against real examples, and files documents with an audit trail.
AI that actually takes work off your team.
From AI confusion to one concrete workflow in a few days: one prioritized use case, a reviewable prototype, team enablement, and clear next steps.
kiba solutions GmbH helps SMEs in Berlin and Brandenburg with forward deployed AI engineering, AI practice sprints, local AI, automation, and controlled AI work. Funding eligibility is checked individually without grant promises.
Forward Deployed AI Engineer for SMEsFrom AI confusion to a first useful workflow in a few days.In plain terms: an AI expert works directly with your team on a real process – data, tools, approvals, and a first workflow that saves time.About the sprint
AI that actually takes work off your team.
For SME leaders: We do not start with tool hype. We find the process that actually costs your team time – and build the first reviewable AI workflow for it.
1 process
that visibly costs time today
1 workflow
as a reviewable draft with approval
90 days
clear next steps instead of slideware
Where are you?
Two ways out of the AI confusion.
Tell us where it hurts. We check the first workflow that actually pays off in your business.
KI-Praxis-Sprint
"AI matters for us – but where do we start?"
We find the process that saves time or money first: three days in your business, a reviewable workflow draft, clear next steps.
Book 15-minute checkTrades & Workreport
"I run a trades business."
Quotes, documentation, delivery notes, photos, signatures: we make one workflow between site and office noticeably easier.
Open trades check0+
SME projects
0
days on site per sprint
0
minutes for the free first check
Examples from real projects
From field work to signed PDF
Workreport Delivery Note Flow
Before
Delivery notes, photos, materials, and customer signatures reached the office too late or in fragments.
The Workreport app guides technicians through the record; the benchmark is a clean PDF back in the office.
Autonomous knowledge base for local AI
Local Knowledge Hub
Before
Knowledge lived in folders, old quotes, and internal notes, but was hard to use for new questions.
A local AI works source-bound with roles, DataZones, approvals, and clear boundaries.
What costs time?
Choose the bottleneck. We show the first useful sprint.
A good AI start does not need a large platform decision. It needs one frequent process, real examples, and clear approvals.
Unsure whether local or cloud? Take the 2-minute checkEmails & requests
First useful AI workflow
Pain
Inboxes fill up, clarifications wait, priorities stay unclear.
Sprint
We build request triage with missing information, draft reply, and approval.
Outcome
Less sorting, faster response, clearer next step.
Services
Our Services
Six building blocks, one goal: an AI workflow that actually runs in your business — from analysis to funding.
Strategic Consulting
Forward deployed engineering, process analysis, and AI potential — with clean funding orientation before the start.
Construction & tradesProperty mgmtSecurity tech
Software Development
Voice bots, workflow automation, custom integrations — built on your stack.
Voice botsSite diariesField docs
Local AI Systems
AI on your own hardware. No cloud, no third parties, GDPR-compliant by design.
On-premClient dataPatient data
Integration & Automation
Existing systems, ERP, CRM wired into one AI-powered workflow — no rip and replace.
n8nEmail & CRMDocuments
Training & Workshops
Your team productive with AI — from fundamentals to prompt-engineering for daily work.
Teams without ITPrompt practiceDaily work
Funding Support
Application, proof of use, billing — we handle the paperwork. BAFA and INQA authorised.
BAFAINQARoadmap
KMU-OS
Controlled AI work instead of chatbot sprawl.
Chat is only the entry point. Behind it sits a controlled work system with roles, sources, approvals, data zones, and audit. The benchmark is not whether AI sounds impressive, but whether it helps cleanly on real cases.
As a finished product for law firms and public agencies: SAIL 1.5 – Safe AI Locally
DataZones
Knowledge and data stay inside clear boundaries.
Roles
Not everyone can ask, view, or approve everything.
Sources
Answers need evidence, not guesswork.
Approvals
Risky outputs go to review first.
Audit
Who did what, with what, and why stays traceable.
Trusted by SMEs
Companies we work with
Client voices
What clients say on Google
5.0
Juni 2026
„Immer wieder sehr gerne, sehr gute Kommunikation, Transparente Preise, sehr gute Leistungen.“
Juni 2026
„Sehr professionelle Zusammenarbeit mit kiba solutions. Ben, Grzegorz und das gesamte Team sind besonders unkompliziert, denken lösungsorientiert mit und gehen Projekte strukturiert und pragmatisch an. Besonders positiv ist auch die gute Beratung zu Fördermöglichkeiten im Zusammenhang mit Digitalisierungs- und Softwareprojekten. Zudem ist kiba beim Thema KI und den aktuellen Möglichkeiten wirklich auf dem neuesten Stand. Klare Empfehlung — nicht nur für KMU!“
Sector entry points
The same logic, different workflows.
We translate the AI practice sprint into concrete sector reality. Not a generic AI talk, but one first useful workflow per business.
Let's Get Started
Tell us about your business and we'll show you what's possible with AI – no strings attached.
Response within one business day
Short, concrete, no sales pressure.
Direct email
info@kiba.berlinFree first call
We check whether AI is truly worth it here.
We first check whether a useful use case exists.
- No tool sale before the process is understood.
- No automatic processing of sensitive data without approval.
- Funding eligibility is checked separately without grant promises.
Products
Own products, built for real businesses
The AI Practice Sprint and Workreport are built for businesses like yours. SAIL 1.5 is our specialist product for law firms and public agencies — maybe not for you, but maybe for someone you know.
Available
AI Practice Sprint
First useful AI workflow in a few days.
A compact offer for teams that do not need another talk: choose a process, review a workflow draft, decide the next steps.
Workflow draft · tool check · 90-day plan
Pilot phase
SAIL 1.5
The AI workspace that never leaves your firm.
Local AI workspace for law firms and public agencies: query case documents, get answers with source citations, ~89,000 German federal laws built in – entirely without cloud. Pilot slots open.
Local · source citations · matter isolation
Live
workreport
Job done. Paperwork too.
Digital proof of work for trades businesses: field teams record work, material, and photos on site. The customer signs on the phone, and the finished PDF lands in the office immediately. With offline sync and a 14-day free trial.
Proof of work · Customer signature · Offline sync
Ramp-up
diebausoftware.de
Construction management, rethought.
Enterprise construction management platform for budget control, document management, site diary and approvals. Multi-tenant, role-based, GDPR compliant.
Node · PostgreSQL · MinIO
Additional products are in development and will be listed here upon market launch.
What sets us apart
Principles running through every project
In-depth consulting
We analyse your processes and identify AI solutions that truly move the needle – no PowerPoint strategies.
Custom-tailored
We integrate advanced AI systems like LLMs seamlessly into your existing processes to boost efficiency and innovation.
Data security
Your sensitive data stays on your servers. We support you in meeting the highest data-protection standards.
Flexibility
Whether cloud-based or on-premise – we find the best option for your requirements.
Public funding & accreditations
Consulting with accredited status
kiba solutions GmbH is listed and authorised as a consulting company in the federal funding programmes.
INQA-Coaching
Authorised INQA coach in the field of artificial intelligence and digitalisation of the workplace. INQA coaching is a funding programme of the German Federal Ministry of Labour and Social Affairs (BMAS), financed by the ESF Plus.
Details on the funding amount
The amount of any grant is determined on a case-by-case basis by the approving authority on the basis of the applicable funding guidelines.
BAFA-Berater
Listed consultant in the "Funding of business consulting for SMEs" programme of the Federal Office of Economic Affairs and Export Control (BAFA). Responsible for general consulting on economic efficiency and organisation, with a focus on AI and digitalisation topics.
Details on the funding amount
The basis and scope of funding are defined in the BAFA guideline "Funding of business consulting for SMEs" in its currently applicable version.
How we work
- 1
Initial call
Clarify the consulting need – free and non-binding.
- 2
Funding check
We assess which programme may apply in principle.
- 3
Application & consulting
The company applies; we deliver consulting and proof-of-use documentation.
This presentation is for informational purposes. There is no legal entitlement to funding; any entitlement results solely from the decision of the respective approving authority.
FAQ
Frequently Asked Questions
Process & collaboration
Costs & value
Data protection & law
Funding & certification
From the KIBA Workshop
Newest articles first: what we are learning about AI workflows, local AI, forward deployed engineering, and concrete SME examples.
Who we are
Two founders. Berlin. 100+ SME projects. No contractors, no sales layer.
INQA Certified Coach
Certified since May 2025 for Artificial Intelligence and Digitalization of the Workplace
Benjamin Georg
CSO, co-CEO, Founder
Grzegorz Olszowka
CTO, co-CEO, Founder