Autonomous Process Operations & Deadline Sentinel for HVAC Contractors
This platform synchronizes your core business systems end-to-end: Where full automation is economically safe (Lexware bank matching, routine fleet deadlines), it runs 100% autonomously. Where customer relations or accounting require judgment, a deterministic verification firewall eliminates errors and escalates impending deadlines before they slip.
Dunning & Lexware
Match overdue invoices with live bank feed, enforce Skonto discount locks, and verify dunning stages.
Hero Field Service Flow
Ingest technician field reports from Hero App, reconcile parts, and stage Lexware invoice drafts.
Auto vs. Monitor Matrix
Exact architectural breakdown of all 6 trade divisions: What is 100% automated vs. what has deadline monitoring.
Hetzner Infra & Blueprints
Self-hosted n8n cluster setup (Docker Compose, Redis Bull Queue, Postgres 16) and production JSON workflows.
18 active dunning records • 0 false claims
Technician worklogs & parts captured
0 overdue heating failure claims
Next inspection scheduled in 14 days
Redis Bull Queue • 0 dropped webhooks
Interactive n8n Workflow Pipelines
Self-hosted n8n DAG pipelines on Hetzner with deterministic guardrails and Slack approvals
Daily automated bank feed reconciliation against open receivables, BGB Skonto discount locks, dual-AI verification, and 1-click Slack interactive approval for management.
01. Lexware Bank Feed
Lexware OfficeHourly polling of open customer invoices and live bank transaction feeds via Lexware REST API.
02. Skonto & Legal Bounds
Deterministic Math EngineMathematical calculation of payment due date under BGB § 286. Automatic lock against premature dunning if cash discount is valid.
03. Dual-AI Audit
gpt-4o-mini + GeminiStructured JSON schema extraction of customer communications and reconciliation against Hero Software customer profile.
04. Slack 1-Click Gate
Slack Interactive BlockPre-rendered dunning draft dispatched to #accounting with instant [Approve] / [Hold 48h] buttons. Escalates to MD if unhandled.
05. Lexware Dispatch
Lexware OfficeUpon 1-click approval: triggers official GoBD-compliant PDF dunning dispatch and writes audit timestamp back to Hero ERP.
Live Process Audit & Verification Workbench
Test real-time AI extraction, deadline monitoring, and deterministic rule firewalls on genuine German trade cases
Select a preset above or enter custom process text, then click 'Run Process Audit' to test the dual-AI and deterministic boundaries.
Automate vs. Monitor Decision Matrix
Structured answer to Raphael Wimmer's core question: Where full automation is safe vs. where we build monitoring sentinels around human tasks.
Deterministic data flows, bank feed reconciliation, and calendar sync with zero error risk.
AI stages draft; human verifies via 1-click Slack interactive card before client or tax office dispatch.
Unautomatable on-site work; automation tracks SLA deadlines and triggers multi-stage escalation.
| Trade Domain | 100% Autonomous Steps | Unautomatable Human Step | Monitoring Sentinel (n8n) | Escalation Trigger |
|---|---|---|---|---|
Dunning & OPOS Receivables & BGB Overdue Debt Management | 100% Autonomous Daily automated bank feed reconciliation via Lexware API; auto-matches incoming bank payments to open invoices with zero human touch. | Human Approval Gate Dunning stages 1-3 & collection drafts: staged automatically, requires 1-click approval via Slack Block Kit before dispatch. | SLA Sentinel Contested invoices & active warranty disputes: automatic dunning is blocked while customer complaint is pending. | SLA TRIGGER If dunning draft is unhandled after 48h: automatic escalation to Managing Director Raphael Wimmer. |
Accounting Lexware Supplier Invoices & Cash Discount (Skonto) | 100% Autonomous Automated OCR extraction of wholesale supplier bills (Richter+Frenzel, GC-Gruppe) and matching against Hero PO numbers. | Human Approval Gate Invoices with price variance >5% or missing delivery slips flagged for 1-click Meister sign-off. | SLA Sentinel Cash discount (Skonto 2-3%) countdown sentinel: ensures payment is dispatched within 14 days to prevent discount loss. | SLA TRIGGER Discount warning at T-72h in #accounting; P1 priority alert to accountant at T-24h. |
Hero Field Ops Hero App Mobile Worklogs & Staged Invoicing | 100% Autonomous Parses signed technician mobile reports from Hero App, extracting labor hours, parts serials, and diagnostic photos. | Human Approval Gate Pre-populates Lexware draft invoice with correct German VAT splits (19% parts / 19% labor); supervisor 1-click approval. | SLA Sentinel Incomplete site reports: alerts when a technician closes a job without digital customer signature. | SLA TRIGGER Automated nudge to technician after 4h; dispatch manager alerted at 24h overdue mark. |
Warranty Claims VOB/BGB Warranty Triage & Emergency Dispatch | 100% Autonomous Intakes defect notification via email/form; verifies VOB (4-year) vs. BGB (5-year) warranty validity automatically. | Human Approval Gate Triage classification: determines if defect is warranty-covered or chargeable maintenance wear-and-tear. | SLA Sentinel P1 heating outage in winter: physical technician dispatch with strict 2-hour response SLA. | SLA TRIGGER P1 emergency callback SLA: 2 hours. If unacknowledged at 90 min, SMS pager alerts standby supervisor. |
Fleet Compliance Van Inspections (German TÜV, UVV Ladder & Tools) | 100% Autonomous Tracks regulatory test deadlines for all 18 vans, cross-checking mileage and service intervals. | Human Approval Gate Workshop cost estimate approval: fleet manager 1-click confirmation for repairs exceeding €500. | SLA Sentinel Accident damage & vehicle breakdowns: manual insurance claim filing and replacement rental dispatch. | SLA TRIGGER 30-day advance notice; vehicle dispatch blocked in Hero ERP if inspection is overdue. |
Technician Recruiting HVAC Mechanic & Apprentice Applicant Triage | 100% Autonomous Applicant acknowledgment email and CV skill parsing (SHK Anlagenmechaniker, Meister, driving license). | Human Approval Gate Interview invitation approval with automated calendar booking links. | SLA Sentinel In-person interview, paid trial day on active construction site, contract signing. | SLA TRIGGER If candidate receives no reply within 48h: reminder to MD to prevent losing skilled technicians to competitors. |