What does the customer need?
Enquiry and attachments
in a shared context.
New enquiryScope of services & requirementsAttachment: Projektbeschreibung.pdf
AI for SMEs: your business, better connected
SMEs rarely run their own IT department, yet they deal with the same volume of files, inboxes and enquiries as larger organisations. Nexoria stores the files in Nexoria Drive, indexes their contents and makes them findable through semantic document search and the AI assistant Nex, each time with the source named. Doc, Calc and Slides replace the Office programs, while Nexoria Mail, chatbots and the Nexoria VoiceBot cover communication. This page describes five tasks from everyday business and the route each of them takes through the platform.
EVERYDAY WORK IN THE BUSINESSOne enquiry. The right knowledge. A prepared proposal.
What do we already know?
Shared documents
and experience you can find.
- Service descriptions
- Documents from previous projects
- Internal processes
Reply well prepared.
Develop the draft in Doc
and check it before sending.
ProposalServices & scopeTerms & next stepsDraft · Review by your team
Nexoria for Small & medium businesses
Small & medium businesses: what it brings to your team.
INTEGRATE YOUR TOOLS
SMEs: what you can work with.
Connect documents and email work. CRM and ERP data can be included on a project basis once the existing interface has been assessed.
Nexoria Drive
Windows File Explorer
Manage files via the virtual Nexoria Drive.
Learn more ↗With Nexoria MailMicrosoft Outlook
Microsoft inboxes via the documented Graph integration.
Learn more ↗With Nexoria MailIMAP / SMTP
Receive mail in existing inboxes and send messages.
Learn more ↗On requestYour CRM
Connect customer data and cases through suitable interfaces.
Check integration ↗On requestYour ERP
Review the integration of your inventory management system together.
Check integration ↗Nexoria Mail is an optional add-on. Email integrations are enabled selectively.
Custom integrations depend on the interface and permissions of your system.
WHAT THIS LOOKS LIKE DAY TO DAY
Work with the context of your customer enquiry.
Use messages and attachments as the starting point for your work. Nexoria Mail provides inboxes, a message view and AI actions as part of the optional add-on.
- Inbox
- Enquiry
- Attachments
- AI actions
Use existing documents for new proposals.
Find shared service descriptions and project information. Use them to develop a draft in Doc, and check commitments and terms before sending.
- Services
- Project knowledge
- Draft proposal
Make experience in your business findable again.
Record processes and proven practices. A well-maintained body of knowledge helps the team find content again and prepare handovers with traceable sources.
- Process
- Experience
- Documentation
- Handover
This is Nexoria
Answers from your own documents
Nex compares maintenance contracts from your own files, cites the evidence and shows the original document. Scene from the explainer film, fictitious sample data.
Small & medium businesses: all the detailsPrerequisites, background and frequently asked questions+
The starting point in SMEs
The difference from larger companies is rarely the amount of data, but the number of responsibilities. There is nobody whose job is the filing structure, nobody who maintains permissions and nobody who introduces a new tool and sees it through. Tools therefore accumulate; they are rarely replaced.
This leads to a tool landscape in which each program works on its own and nothing talks to anything else: file storage, inbox, Office, website form and telephone. The effort arises not within the programs but between them, in transferring, looking things up and asking follow-up questions.
The five tasks below are not categories such as digitalisation, but steps that come up on an ordinary working day in a business. For each one, you will find the path it takes through the platform and what evidence is available.
Excerpt from the customer testimonial
“The chatbot and maturity assessment platform were live in under a week.”
Five tasks and their path through Nexoria
Job 1
Reply to a customer enquiry in the inbox without having to hunt down the price list, the last transaction and the delivery time yourself.
Problem
The answer is spread across three places: the price list on the network drive, the last transaction in a colleague's inbox, the delivery date in the specialist software. By the time everything is together, half the morning has gone, and the enquiry was the third of twelve.
Mechanism
- Nexoria Mail
- Nex
- shared content
- Draft reply in the inbox
Evidence
Nexoria Mail connects inboxes via SMTP and IMAP, analyses incoming messages, recognises the context and drafts replies. In doing so, Nex draws on the workspace's shared knowledge. Mail is part of the Mail and Meet add-on, at €19 on Base and €9 on Pro per user per month.
Job 2
Create a proposal for a recurring order and use the version from two years ago as the basis.
Problem
The old version exists, but nobody remembers which folder it is in or what name it was saved under. Without an IT department, there is also nobody whose job it would be to tidy up the file storage.
Mechanism
Evidence
Document search searches the contents of a workspace semantically and cites the source for every result.
Job 3
When an employee leaves the company, keep their working knowledge in-house.
Problem
A large part of the knowledge sits in personal folders and in the inbox. When someone leaves, everything is formally retained but in practice can no longer be found, because nobody knows the filing logic.
Mechanism
Evidence
Nexoria Drive keeps a version of every file change; earlier versions remain viewable and restorable, and deleted files stay in the recycle bin during the grace period. The files are kept in the team's workspace, not in a personal folder.
Job 4
Have recurring questions from website visitors answered without the chatbot giving away internal terms.
Problem
A chatbot is quick to set up. The difficult question is what knowledge it gets: the same file often contains both the public service description and the internal purchase price.
Mechanism
- Workspace with shared knowledge
- Chatbot assigned to the workspace
- Answer with source reference
- Handover to a member of staff
Product
Evidence
Each chatbot is assigned to a workspace and uses only the knowledge shared there; answers carry a source reference. For complex enquiries, a member of staff takes over with the complete conversation history.
Job 5
Answer calls when nobody in the business can get to the phone.
Problem
In small teams, the phone rings during production or during a customer appointment. Callers who reach nobody do not necessarily call a second time, and the enquiry never shows up in any statistics.
Mechanism
- Call
- Nexoria VoiceBot
- Answer a question or book an appointment
- Handover to a member of staff
Product
Evidence
The Nexoria VoiceBot answers calls, responds to questions, books appointments and creates tasks; complex conversations can be handed over to staff. A Nexoria subscription is required to book the VoiceBot. Customers with Nexoria Pro receive a 10 per cent discount on all VoiceBots. The Starter plan costs €249 per bot per month with 500 free minutes.
Which of these workflows suit your daily work becomes clear with your own content. The components involved are described under Product, and what it costs to use under Pricing. If you would rather see it with your own documents, you can do so via Contact.
What it costs
All figures are net; the offer is aimed at business customers within the meaning of Section 14 of the German Civil Code (BGB). The plans are listed in full, with all tiers, under Pricing.
| Item | Price | Source |
|---|---|---|
| Nexoria Base | Nexoria Base costs €29 per user per month and includes 3 million AI tokens per user and 10 GB of storage per company. | Pricing checked on |
| Nexoria Pro | Nexoria Pro costs €299 per month and includes 5 users, 5 million AI tokens per user and 20 GB of storage per company; each additional user costs €20 per month. | Pricing checked on |
| Nexoria Enterprise | Nexoria Enterprise is agreed individually; there is no list price. Token and storage packages are set individually. | Pricing checked on |
| Mail and Meet add-on | The Mail and Meet add-on costs €19 on the Base plan and €9 on the Pro plan per user per month. | Pricing checked on |
| VoiceBot add-on | The VoiceBot is an add-on, requires a Nexoria subscription to book and is billed per bot. Customers with Nexoria Pro receive a 10 per cent discount on all VoiceBots. No setup fee, billing by the minute. The VoiceBot subscription does not end automatically with the Nexoria subscription. Any discount previously granted for Nexoria Pro no longer applies; the regular agreed price then applies to the VoiceBot. VoiceBot Starter costs €249 per month and includes 500 free minutes; each additional minute costs €0.35. | Pricing checked on |
| Storage above the included allowance | Storage above the included allowance costs €1.00 per GB per month, calculated on the source bytes transferred. | Pricing checked on |
| Setup | Setup is charged individually according to the work required, depending on the volume of data to be indexed. | Pricing checked on |
| Contract term and trial | The contract runs for an indefinite period and can be cancelled at the end of any billing month; there is no minimum term. The smallest bookable quantity is one user on the Base plan; the Pro plan includes 5 users. | General terms checked on |
Data protection and infrastructure
| Requirement | Detail | Source |
|---|---|---|
| Processing location | Files, the knowledge index and semantic search run on dedicated servers in Germany. The website and dashboard are also hosted in Germany. | Security and privacy checked on |
| Answer generation | Answer generation by Nex uses Mistral AI. | Mistral AI, Legal notice checked on |
| Use for AI training | In Nexoria's verified Mistral organisation, the use of new API interactions for model training is disabled (account check of 26 September 2026). This setting applies to new interactions processed there. For your own optionally connected AI accounts, the settings of the respective account apply. | Nexoria at a glance checked on |
| Data protection documents | For your data protection review, the data processing agreement under Art. 28, the processing register under Art. 30 and the data protection impact assessment under Art. 35 GDPR are publicly available. The details on this page are Nexoria's own statements; the data flows for each processing step are described in the privacy policy and the processing register. | processing register checked on |
| Separation of areas | Strict data isolation per tenant at database and vector store level, a role model with Admin, Member and Viewer, server-side permission checks on every API endpoint. | Security and privacy checked on |
| Encryption | TLS 1.3 for all connections, WireGuard VPN between servers, AES-256 for OAuth tokens, daily encrypted backups with AES-256. | processing register checked on |
Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI. Other services and enabled integrations need to be considered separately: error monitoring via Sentry, based in the USA, without access to document content, payment processing via Stripe, as well as Microsoft Graph and Gmail when the email integration is enabled. For the optional VoiceBot, Telnyx (headquarters USA, EU branch Ireland) provides the telephone connection in Frankfurt; speech recognition and speech synthesis are handled by Voxtral from Mistral AI. The components and providers involved are listed under Security and privacy and in the processing register. All service providers used are listed by name in the processing register under Art. 30.
Getting started with Nexoria
Together, we review your data sources, workflows and requirements. Get to know Nexoria through your specific use case and plan the right way to get started with our team.
Frequently asked questions
Do we need our own IT department to introduce Nexoria?
Not for operation, as the platform is run as a managed service. Introduction requires a decision that nobody from outside can make: which teams and projects get their own workspace, because access permissions depend on it. The setup itself is charged individually according to the work required and depends on the volume of data to be indexed.
How much does Nexoria cost for a company with five employees?
Nexoria Base costs €29 per user per month and includes 3 million AI tokens per user and 10 GB per company. Nexoria Pro costs €299 per month with 5 users, 5 million AI tokens per user and 20 GB per company. All prices are net and are aimed at business customers within the meaning of Section 14 of the German Civil Code (BGB). Mail and Meet and the VoiceBot are charged separately. A Nexoria subscription is required to book the VoiceBot.
Do we have to commit long term?
The contract runs for an indefinite period and can be cancelled at the end of any billing month; there is no minimum term. The smallest bookable quantity is one user on the Base plan; the Pro plan includes 5 users.
What happens when the token allowance is used up?
Once the token allowance is used up, tokens can be topped up automatically or manually. Without a top-up, new AI requests are paused. Document search continues to work and does not consume any tokens.
Can we keep using our existing Word and Excel files?
Yes. Doc, Calc and Slides support .docx, .xlsx and .pptx files, and no Microsoft account is required. Before switching, it is best to test layouts, formatting, formulas and macros with your own sample files, and we are happy to do this with you. The files are stored in Nexoria Drive, which integrates into Windows File Explorer as a virtual drive.
How do we assess the benefit for our company?
By means of a demonstration with your own files. Document search finds matching passages by meaning and names the source document for each result, and Nex answers questions with source references. This way you can see from your own content how your team works with it.
Sources
As of
- Regulation (EU) 2016/679, General Data Protection Regulation. Publications Office of the European Union, 2016. https://eur-lex.europa.eu/legal-content/DE/TXT/?uri=CELEX:32016R0679 Retrieved on .Source for Articles 28, 30 and 35 cited on this page.
- German Civil Code (Bürgerliches Gesetzbuch), Section 14: Entrepreneur. Federal Ministry of Justice, Gesetze im Internet, 2002. https://www.gesetze-im-internet.de/bgb/__14.html Retrieved on .Source for the group of addressees to whom the stated net prices are directed.
- Mistral AI, Legal notice. Mistral AI SAS, 2026. https://legal.mistral.ai/legal-notice Retrieved on .Source for the legal form and registered office of the model provider that handles answer generation.
As of
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Practical examples for SMEs
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Prepare vehicle handovers at the car dealership, even without the responsible salesperson
Prepare vehicle handovers even when someone is absent. With a copyable handover note, clear responsibilities and findable customer agreements at the car dealership.
Note on the example
A fictitious Friday morning at the car dealership: Ms Berger arrives for her vehicle handover. The salesperson is off sick. She asks whether the extra set of wheels she ordered is ready. The stand-in finds a quote and a note with the word Friday. But what has been confirmed: the purchase, the fitting or the collection? A good handover checklist answers these questions before anyone promises the customer anything. Here you will find a copyable note and a process you can use to prepare your stand-in for this.
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Find work instructions in production and recognise the right version
Does the work instruction match the job, and is the version approved? A decision aid and four concrete search tests for your production.
Note on the example
A fictitious case from production: during the final inspection of variant B, the search returns several similarly named work instructions. One belongs to variant A, another is still a draft. To find the right document, you have to answer two questions: does the document match the specific job? And is exactly this version approved for operational use? The following decision aid and a short search test show where your file storage already holds up and where the responsible specialist needs to clarify things.
Advertisement from Nexoria Systems
Match invoices without an order number faster and prepare approvals
Correctly match an invoice without an order number. With a decision table, a template for the clarification task and a concrete way to get started with Nexoria.
Note on the example
A fictitious process from a trade business: an invoice states the material and delivery address, but no order number. The office has two similar orders. The employee adds both matches and asks the site management which project it relates to. For now, she records the reference as unclear.
Next step
The most reliable test is your own data. In a conversation, we clarify which file stores are merged, which teams get their own workspaces and what indexing your volume of data costs.