Most AI tools answer. AIdentify does the work.

AIdentify reads incoming emails and documents, checks the content against your rules and proposes the matching action. You confirm every action, or let proven rules run automatically. Your data stays in the EU.

Book a demo with your own case See the product in action
  • Operated in the EU
  • On your premises if you prefer
  • No US cloud providers
  • You have the final say

1 · InboxMailbox

Invoice RE-2026-131

from rechnung@brandt.example · 1 attachment

2 · AI recognizesAI

Sender
Brandt Haustechnik GmbH
Address
known · 12 documents
Document type
Invoice
Amount
€12,480.00

3 · Rule proposesYour rule

IF invoice AND sender knownTHEN file the original, notify accounting

Waiting for your confirmation

4 · TraceableHistory

  1. Received from the mailbox
  2. Sender and invoice recognized
  3. Rule proposes filing
  4. Confirmed by accounting, executed
Example case with invented data

Read, check, enter – and start over tomorrow.

A request arrives by email. Someone reads it, extracts the customer number, amount and deadline, checks the details and enters them into the target system. Four minutes for one case. At forty cases a day that is more than two hours – in every department, at every site, every day. And if a deadline is missed, it often only surfaces at the customer.

  • Documents & forms
  • Emails & attachments
  • Folders & drives

How much time goes into your standard cases?

Calculate with your own assumptions. Cases handled automatically still include a short check.

Today, all manual56.0 h/month

With rules: exceptions and checks14.9 h/month

Free for other work: 41.1 hours per month

Example calculation with 21 working days. Dark: exceptions, light: checks.

AI understands content from different sources.

Content is recognized

Emails and attachments from your mailboxes, uploaded documents and files from your Windows file shares are read, classified and prepared for further processing.

Results become verifiable

AI provides recognized content and your rules propose the matching action. It runs after your confirmation or automatically, exactly as you decide.

AI reads. You decide.

AI recognizes what a document says. Your rule proposes the matching action. It runs only after you confirm it, or automatically if you set a rule that way.

  1. AI recognizes

    What does the document say?

    Sender
    Brandt Haustechnik GmbH
    Address
    known · 12 documents
    Document type
    Invoice
    Amount
    €12,480.00

  2. Your rule proposes

    What should happen?

    Amount above €10,000
    notify the department head
    Amount up to €10,000
    file the original
    Sender unknown
    send to your team

  3. You decide

    You have the final say

    • With confirmation: the action runs after your click
    • Automatic: proven rules run right away
    • No rule fits: your team decides

Teams see what was recognized, which rule applies and which action follows. This keeps AI support controllable, even when cases move on automatically.

From the inbox to the right folder, under your control.

A case runs from arrival to the right place. With confirmation, the action waits for your click; set to automatic, it runs without a step in between. If no rule fits, the case goes to your team.

Trigger

How the case arrives

Mailboxes, uploaded documents or your Windows file shares deliver new cases.

  • Case 1Customer letter by email
  • Case 2Invoice in the accounting mailbox
  • Case 3Scan from the file share
Rule

Check before anything happens

Rules check sender, document type, amounts, responsibilities and exceptions.

IF invoice AND amount above €10,000THEN request approval by email

Every decision rests on a rule you can inspect.

Action

The matching action follows

After your confirmation or automatically, AIdentify files documents, notifies the people responsible by email or requests approval.

  • Case 1Linked to the sender's address, person responsible notified
  • Case 2Approval requested from the department head
  • Case 3Original filed, team notified

Connected today

AIdentify works with what every office already has.

Inputs

  • Mailboxes (IMAP)
  • File upload in the browser
  • Windows file shares

Actions

  • Notification by email
  • Filing on your file storage
  • Approval by your team

Your system is missing? We connect it as part of the project. Talk to us

Your own data becomes a searchable knowledge source.

In many companies, important information sits scattered across file servers, drives, in inboxes, chats or business systems. It is often unclear where the current information is, who has access and which documents belong together.

New email

“… question about invoice 2026-118 …” from buchhaltung@keller-elektro.example

matched by sender and address

Keller Elektrotechnik GmbHBahnhofstraße 12 · customer

  • RequestEmail · March
  • QuoteFile share · April
  • Invoice 2026-118Upload · May
  • QuestionEmail · new

Search preciselyBy customer, case, deadline, amount or with a freely phrased question.

Check the originalEvery hit opens the document in a preview.

You stay in control of operation and cost.

Start small, move in house later. The same software in both operating modes.

Start

Hosted

  • Monthly subscription, nothing to purchase
  • We operate, back up and update
  • Operated entirely in the EU

Move: same software, your hardware

Later, if you like

On your premises

  • Your hardware, your network, including the AI model
  • Data never leaves your premises
  • We work out the equipment together

AIdentify uses open AI models from the Qwen family: hosted at Nebius in the EU, or on your own hardware. You do not need a contract with a large US AI provider.

Your data stays under your control.

AIdentify runs entirely in the EU: at Hetzner in Germany, on our own GPU server in the Netherlands and, for the AI, at Nebius. If you prefer, you run everything inside your own network.

European Union

Hetzner · Nuremberg data centerSign-in, mailbox polling and database

  • Sign-inUser accounts and permissions
  • Mailbox pollingEmails and attachments
  • DatabaseCases and history

Own GPU server · NetherlandsProcessing, rules and file storage

  • Text recognitionOCR on our own GPU
  • Rules & workflowsRuns your rules
  • Search indexFor search and chat
  • File storageOriginals

Nebius · EUAI processing only

  • AI modelopen Qwen models

Every team works in its own, strictly separated data area.

no connection needed

Large AI providers in the US

  • GDPR-compliant
  • Encrypted in transit and at rest
  • Every dataset backed up
  • On premises: everything inside your network

Frequently asked questions

Where is my data processed?

AIdentify runs at Hetzner in Germany and on our own GPU server in the Netherlands; AI processing runs at Nebius in the EU. Processing follows the requirements of the GDPR, data is encrypted in transit and at rest, and every dataset is backed up. On request, AIdentify runs entirely inside your own network.

Can AIdentify run on our own premises?

Yes. AIdentify including its AI can be installed entirely inside your network, on standard hardware. We work out the right equipment for your number of users together.

Which AI model does AIdentify use?

Open models from the Qwen family. Hosted, they run at Nebius in the EU; on your premises, on your hardware. The model's maker is not involved in operation.

Does AIdentify carry out actions on its own?

Only if you want it to. AI recognizes content, your rule proposes the action, and it runs only after you confirm it. For proven rules you can switch on automatic execution. If no rule fits, your team decides. Every decision is logged.

See AIdentify applied to a case from your own business.

In a 30-minute call we take a typical case – a request, an invoice, a letter – and show step by step what AIdentify makes of it: which content is recognized, which rule applies and which action follows. No installation and no preparation on your side.

Request a demo

Or write directly to info@mindsandmore.eu

Prefer to try it yourself? Register in the test system and we will activate your access. Open the test system

minds and more Software
Koningstraat 17
2042 VG Zandvoort / Netherlands
Frank Ankert
0031 6 25196480
0049 176 34975214