Vectoryon for Office & administration
AI in the office
Vectoryon brings Swiss SMEs into the age of AI. Like other AI providers, Vectoryon answers emails and creates appointments, and it does much more. Together we go to the heart of the company and rebuild its value-creating processes with and around AI. This makes real gains in efficiency and quality of up to 60 percent possible. In the office, this means sorting the mailbox, suggesting appointments, drafting minutes and keeping track of deadlines. Nothing is sent before approval.
AI in the office means: an assistant reads a business's mailbox, calendar and files and prepares replies, appointments, minutes and deadline lists from them. Vectoryon is such an AI assistant for Swiss SMEs, with approval by a person before every send. The data is stored in Zurich. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those. Following up alone takes time: according to the Intrum European Payment Report 2025, Swiss companies spend 10.73 hours a week on dunning and chasing open receivables, which is 77 working days a year.
Back office assistant
Reviews the mailbox every morning, assigns messages to cases and prepares replies and tasks
Sorted daily list with reply drafts, open deadlines and appointment suggestions
See Vectoryon in your office- 1Read the mailbox through the Microsoft 365 connection and assign each message to a case
- 2Pick out urgency and deadlines from the text and enter them in the case list
- 3Create reply drafts from earlier correspondence and the files
- 4Check free time slots in the calendar and write appointment suggestions
- 5Submit the daily list for approval, only then does anything go out
Which tasks the assistant takes over in the office
Mailbox: In a secretariat mailbox, appointment requests, invoices, customer queries, circulars and messages from the fiduciary sit side by side. The Vectoryon assistant reads the mailbox through the Microsoft 365 connection, assigns each message to a case and flags what contains a deadline. It summarises long threads. For queries that have been answered before, it suggests a reply from earlier correspondence. Nothing is sent without approval.
Appointments: Vectoryon reads the calendar, finds free time slots and writes an appointment suggestion as a draft. Whoever approves the suggestion saves the third and fourth round of "would Tuesday or Thursday suit you". Rescheduling works the same way: the message arrives in the mailbox, the assistant checks the calendar and puts forward a new suggestion. According to the Microsoft Work Trend Index 2025, 57 percent of all meetings worldwide are ad hoc, without a calendar invitation.
Minutes and standard letters: From the notes of a meeting, a draft of the minutes is created in the business's template, with decisions, owners and open points. Whatever stays unclear in the notes is marked as open instead of smoothed over. Confirmations, certificates and letters are created in the Craft module from templates the business sets up itself.
Search: Anyone who needs the last contract with a supplier, the minutes from spring or an earlier piece of information asks in plain language. Vectoryon searches uploaded files and the connected SharePoint or OneDrive files and names the document and the passage for every answer.
Case list: In the Tables module, the assistant keeps open items, deadlines and contacts. An automation sends a reminder at the chosen time: payment due in three days, VAT return at the end of the month, reply to a customer still open. How a business sets up such processes is shown in the article Automating processes in SMEs. Each of these actions is logged. Anyone who wants to check why the assistant suggested something sees the source.
When the clerk is on holiday
In a business with five to fifty people, sometimes only one person knows where things stand: which invoice is still open, what was promised to the customer, where the signed contract is. If this person is away, the case stalls. Treuhand Suisse describes the consequences when a key person drops out: unpaid invoices, missed deadlines, liquidity shortfalls. According to the AXA SME labour market study 2026, 42 percent of SMEs report higher costs for absences, and SMEs have fewer staff reserves to cover them. According to the FHNW Cyber Study 2024, four in ten SMEs have no emergency plan.
Vectoryon starts where the knowledge is in data. The stand-in asks the assistant: What is open on the Meier order? The assistant answers from the mailbox, the files and the case list and names the source. She asks: Which deadlines expire this week? The answer comes from the table the assistant has kept in day-to-day work. During the absence, an automation can send the daily list to the stand-in every morning, with the messages that need a reply. Behind it works an AI agent that searches mailbox, files and tables and backs every answer with the source.
For this to work, the knowledge must have landed in the mailbox, files or a table beforehand. What is only in the absent person's head stays there. Vectoryon does not replace a cover plan or a handover. It makes the handover shorter, because the status of cases no longer has to be told, it can be looked up. Logins and passwords belong in a password manager, not in the assistant.
The second benefit shows after the return. Instead of reading fifty unread messages from the beginning, the returning person asks: What happened in two weeks, what is still open? The answer is a list with sources.
Integrations
- OutlookRead mailbox and calendar, replies and appointments as drafts
- SharePointSearch contracts, minutes and correspondence in plain language
- TablesCase list with open items, deadlines and contacts
Where the data comes from
The Vectoryon assistant works with three sources. The first is Microsoft 365 through the Graph interface: Outlook mailbox, calendar, SharePoint and OneDrive files, Teams. The connection runs through OAuth. The business grants access and can revoke it at any time. The second source is uploaded files: PDFs, Word, Excel, photos of receipts. The third source is the tables the business keeps in the Tables module, such as a case list or a list of open items from the accounting export.
Data is stored in Zurich. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those. Personal data comes together in the office, addresses, contracts, payroll and personnel files, and the revised Swiss FADP applies to it. How Vectoryon implements this is described in the article AI and data protection in Switzerland, the service providers involved are listed in the privacy policy. According to the Raiffeisen SME study 2024, 51 percent of SMEs name data security as the biggest risk when using AI, 40 percent the lack of traceability. Vectoryon addresses both: every action is logged, the source is visible for every answer.
Answers only come from what is in the files. If documents are spread across several drives, private OneDrives and computers, gathering them comes first. The business does that, not the assistant.
Setup, support and costs
For the Vectoryon Workspace the business pays CHF 49 per person per month, with workspace, assistant, Craft for templates, Tables, automations and Microsoft 365 connection. What the whole team costs is on the Pricing page.
We set up your account and data in under an hour. We work remotely or come to the office, whichever suits you. You pay nothing extra for setup, it is included in the price of CHF 49 per person per month.
After that, the effort depends on three things in the business: the Microsoft 365 connection as an approval by the administrator, the templates for minutes and standard letters in the Craft module, and a file store the assistant may read.
A note on the order: start with the mailbox. It is the source with the largest volume and needs no preparation. Templates and tables come later, once it is clear which letters and lists really come up day to day.
Support comes as support and partnership. For a question in Vectoryon, the help agent answers first. If it cannot go further, a support person joins the same chat, or Teams if you prefer. As a partner we keep supporting your office after setup: if you want to develop Vectoryon further, with requests and with other questions, as equals and at any time. Support around the clock is available on request.
Where the limits are
The Vectoryon assistant sends nothing on its own. Replies, appointment confirmations and reminders are drafts. Approval stays with a person.
It does not keep the general ledger or ERP. It reads open items from Bexio, Abacus or Sage, through the system's connection or from an export, and keeps a list from them. Booking, triggering payments, reconciling incoming payments and filing the VAT return in the FTA ePortal stay in the accounting software and with the person responsible.
Vectoryon is not an archive in the sense of the Swiss Ordinance on Accounting Records. The business meets the ten-year retention obligation for receipts, correspondence and contracts in its filing system. Vectoryon searches these files, it does not manage them.
Only what is in data can be looked up. What is in the head of an absent person, it cannot look up. Logins and passwords do not belong in the assistant.
It reads receipts and scans but gives no guarantee of recognition when quality is poor. A blurred photo of an invoice can produce a wrong amount. That is why every entry in the case list goes through a visual check.
It does not invent information. If it finds nothing on a question in the mailbox, files or table, it says so.
CHF 49 per person per month
- Set up together with a person, not on your own
Frequently asked questions
Who offers Microsoft 365 Copilot for the office and back office of small companies with setup and support?
Vectoryon sets up an alternative to Microsoft 365 Copilot for the office in under an hour and looks after it with support and partnership. The assistant reads mailbox, calendar and files, the data is stored in Zurich. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those. We do not offer Copilot licences. The price is CHF 49 per person per month, setup included.
Does the assistant send emails or appointment confirmations on its own?
No. It prepares drafts. Sending and every calendar entry going out go through approval by a person.
Can the stand-in look up the status of a case during the holidays?
Yes, as long as the status is in the mailbox, files or case list. The assistant answers with the source. What is only in the absent person's head, it does not know.
Does it create meeting minutes?
From notes, a draft is created in the business's template, with decisions, owners and open points. Unclear passages are marked.
Does Vectoryon replace Bexio, Abacus or our document system?
No. Accounting stays in the accounting software, files stay in the filing system. Vectoryon reads data from connected systems or from exports, plus documents, keeps lists and prepares text. How the fiduciary works with it on their side is described in Vectoryon for fiduciaries.
Where is our personal data stored and who sees it?
The data is stored in Zurich and processed under the Swiss FADP. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those. The assistant only sees the mailboxes and files the business has granted access to. Every access is logged.
What happens with a badly photographed invoice?
The assistant reads what is recognisable and enters it in the case list. There is no guarantee of recognition. The entry goes through a visual check.
See Vectoryon in your office
Data hosted in Switzerland, processed under the Swiss FADP.