Use case examples: well prepared, from conversation to proposal

Five example scenarios from typical German SMEs. Concrete problems, concrete solutions, concrete workflows.

Note: these example scenarios reflect typical SME structures.

As of: 29.09.2026

Mechanical & plant engineering

Special machinery manufacturer with its own field service technicians

Starting point

A special machinery manufacturer has technical documentation that has grown over the years in various systems: CAD drawings in the PLM, maintenance manuals on the file server, error codes in Excel lists, internal procedural instructions in Word documents, external supplier documents in Outlook inboxes.

Challenge

A service technician in the field searches several repositories until he has found the right information on a fault pattern. New employees first have to learn the filing structure before they can find things themselves. Knowledge is lost when people retire.

How Nexoria helps

• All technical documents are uploaded to the central knowledge base
• The AI assistant answers questions with source citations from the original documents
• New employees can simply ask: 'What do I need to consider when commissioning model series X?'
• Standardised commissioning reports are created directly in the Nex AI chat, which creates documents and presentations from existing materials, true to the sources

What changes in the workflow:

• The passage on the fault pattern is available with its source, instead of having to be searched for in the PLM, file server, Excel lists and inboxes.
• New employees ask the knowledge base instead of first having to learn the filing structure.
• A solved case stays in the system as an answer with its source and does not retire along with the colleague.

Example scenario based on typical SME structures.

Law firm

Commercial law firm with lawyers and paralegals

Starting point

A mid-sized commercial law firm has a wealth of precedents, contract templates and internal know-how scattered across emails, handwritten notes, Word documents and PDF scans. Data protection is particularly critical because of lawyers' duty of confidentiality and the GDPR.

Challenge

For a new client matter, the responsible lawyer often has to spend hours researching whether there have been comparable cases. Client data is subject to lawyers' duty of confidentiality under § 43a BRAO, so the requirements for where data is processed are correspondingly high.

How Nexoria helps

• Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI
• Precedents are added to a dedicated knowledge base, strictly separated by tenant. How this separation is implemented technically is described in the security architecture with tenant separation, encryption and access control
• Lawyers can ask direct questions: 'Have we ever had a similar case of damages under § 280 BGB for software defects?'
• Draft contracts are created directly in the Nex AI chat from client input and internal templates

What changes in the workflow:

• The question about comparable cases goes to the knowledge base instead of requiring a search through old files, inboxes and PDF scans.
• Wording from earlier client matters is available as building blocks and is reused in the Nex AI chat instead of being written from scratch.
• Research stays within tenant separation. Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI.

Example scenario based on typical SME structures. Nexoria does not replace a lawyer's duty of care. AI results must always be checked by a lawyer.

Tax advisory firm

Tax firm with several branches

Starting point

A tax firm with several branches has circulars from the tax authorities, BMF circulars, rulings and internal audit guidelines collected over decades. When clients have questions on specific tax topics (e.g. the § 6b EStG reinvestment reserve), the question often passes through several employees until someone finds the answer.

Challenge

Tax law changes constantly. New BMF circulars are published every month. Without systematic indexing, important changes get lost. Clients expect fast, precise answers, not 'let me ask my colleague'.

How Nexoria helps

• All BMF circulars, rulings and internal guidelines are continuously added to the knowledge base
• The AI assistant finds relevant passages with section references and BFH case numbers
• Nexoria automates recurring audit processes (e.g. annual financial statement audits)
• Audit trail documents who accessed which information and when, important for professional liability

What changes in the workflow:

• The client's question is answered where it comes in, instead of being passed between several employees.
• New BMF circulars and rulings go into the knowledge base on an ongoing basis instead of waiting in a folder to be evaluated.
• Every answer carries a section reference and case number, and the audit trail records who accessed what and when.

Example scenario based on typical SME structures. AI answers serve as research support and do not replace advice from a tax adviser.

Medical practice / medical care centre (MVZ)

Medical care centre with multiple locations

Starting point

A medical care centre documents treatments in its practice software but keeps guidelines, billing regulations and internal quality manuals in separate systems. Administrative work is increasingly eating up time that should really be spent on patients.

Challenge

Medical data is subject to particularly high requirements for the location and route of processing. At the same time, the aim is to relieve the team, especially when writing medical letters, answering patient enquiries and researching guidelines.

How Nexoria helps

• 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 contents, payment processing via Stripe, and Microsoft Graph and Gmail when the email integration is enabled. For the optional VoiceBot, telephony is handled via Telnyx (headquarters USA, EU branch Ireland). Speech recognition and speech output are handled via Voxtral from Mistral AI. Mistral Large is integrated via Telnyx. The components and providers involved are listed under Security and privacy and in the processing register.
• Medical letters are created from templates directly in the Nex AI chat (no more dictation needed)
• Guideline research via the AI assistant with source citations
• Audit log for every data query (duty to provide evidence to the Association of Statutory Health Insurance Physicians (KV) and the data protection authority)

What changes in the workflow:

• The medical letter is created as a draft from a template and findings data, dictation is no longer needed, and approval remains with the doctor.
• Questions on guidelines and billing regulations are answered with source citations instead of being looked up in separate systems.
• Every data query is recorded in the audit log, so the evidence owed to the KV and the data protection authority is available.

Example scenario based on typical SME structures. Medical AI applications are subject to additional regulatory requirements (MDR, MPG).

Municipal utility / municipal company

Municipal utility with its own call centre

Starting point

A municipal utility receives a high volume of enquiries from the public: tariff changes, meter readings, technical faults, new connections, complaints. The call centre is overloaded, and simple routine questions tie up expensive specialists.

Challenge

Municipal bodies are particularly strict about data protection (administrative regulations, citizens' data). Traceable European data flows are therefore a key selection criterion. At the same time, politicians expect better service quality with the same staff costs.

How Nexoria helps

• The chatbot on the website automatically answers recurring routine questions with source citations. What can be configured is shown by the chatbot templates with appointment booking and live takeover by staff
• The VoiceBot handles simple phone enquiries outside call centre hours. It is an add-on and requires a Nexoria subscription. What the phone assistant can do can be found under VoiceBot: features, data processing in the EU and pricing
• An internal knowledge base brings together all process manuals so that new employees are onboarded faster
• 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 contents, payment processing via Stripe, and Microsoft Graph and Gmail when the email integration is enabled. For the optional VoiceBot, telephony is handled via Telnyx (headquarters USA, EU branch Ireland). Speech recognition and speech output are handled via Voxtral from Mistral AI. Mistral Large is integrated via Telnyx. The components and providers involved are listed under Security and privacy and in the processing register. Details can be found on the Security & privacy page and in the processing register under Art. 30

What changes in the workflow:

• The chatbot answers recurring questions about tariffs, meter readings and connections with sources, and the call centre handles the cases that need a specialist.
• Calls outside call centre hours are taken by the VoiceBot instead of going unanswered.
• The process manuals are held in a knowledge base; new employees ask there instead of gathering them from across the departments.

Example scenario based on typical SME structures. For municipal customers, we offer separate compliance consulting and adapted contracts under VOL/A or UVgO.

Does your scenario look different?

Every business is different. If your industry is not included here, you will find the requirements for Consulting, Small & medium businesses, Law firms and Public sector described separately, and they appear side by side in the industry overview. Let's use a 30-minute conversation to work through how Nexoria could help in your specific situation.

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