Vectoryon for Professional services
AI for service firms
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. For a service firm, this means quotes from your own templates, project status from mailbox and files, and contract deadlines in view. A person approves whatever goes out.
For consultancies, agencies, IT service providers and engineering firms, AI means: drafting quotes from earlier quotes, summarising project status from correspondence and finding customer contacts that are not in time tracking. For this, Vectoryon is an AI assistant that works with the documents of a project-based business: quotes, contracts, reports, mailbox. It searches earlier engagements, fills the business's templates and submits every draft to a person for approval. How much working time goes unbilled is shown by the 2023 agency benchmark from software provider Teamleader, not a Swiss survey: agencies bill 66 percent of their working time on average, a quarter are below 60 percent. The data is stored in Zurich. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those.
Engagement assistant
Creates quote drafts and status reports from correspondence, files and the rate table
Status report in the business's template, every statement with a source, ready for approval
See Vectoryon in your services business- 1Choose the engagement, set the period
- 2Read emails, Teams messages and minutes from the period
- 3Work out open points, decisions and dates
- 4Create the report in the business's template, attach sources
- 5Approval by the project lead, then sending
Which tasks the assistant takes over in professional services companies
Quotes: Consultancies, agencies and engineering firms build each quote from building blocks of earlier quotes. Vectoryon finds these building blocks in the files, quotes the passage and names the file. The rates come from a rate table the business keeps in the Tables module. The draft is created in the business's quote template, not in someone else's structure. The same applies to slides for pitches: a first slide deck is created from earlier presentations and the briefing.
Status reports: Anyone who needs to know for the meeting what has happened in an engagement since the last appointment gets a draft from emails, Teams messages, minutes and calendar. Every statement carries its source. The report can be prepared as an automation every Friday per engagement. The project lead checks it, adds the hours from the project software and approves it.
Contract questions: Customers want to know whether a service is included in the framework agreement or costs extra. Vectoryon finds the passage in the contract and quotes it. Terms, notice periods and price adjustment clauses can be transferred to a table, and an automation sends a reminder before the deadline.
Handovers: When a person leaves the business, their correspondence stays in the mailbox and their documents in the files. The workspace makes both searchable. The successor asks in plain language about the status of a customer and gets the answer with the place it was found. A handover dossier per customer can be created from a template.
Daily review: An automation, that is an AI agent with a fixed process, can review mailbox, calendar and Teams in the evening and list which of the day's customer contacts are missing from time tracking. The entry itself stays with the person. For all five tasks: Vectoryon works alongside Vertec, MOCO, Bexio or Abacus. It does not replace invoicing or project controlling.
Unbilled hours: where they come from and what becomes visible
In professional services businesses, unbilled hours are rarely a question of discipline. They come from tasks that seem too small for an entry: the follow-up question by email, the layout change, the phone call before the meeting. The Teamleader agency benchmark 2023 names exactly these tasks as the main cause and puts billed time at agencies at 66 percent on average. For freelancers and small consultancies, the guide Pfeffersack assumes 20 to 30 percent non-billable time for acquisition, quotes and administration.
Part of this time is intended: training, internal projects, acquisition. The other part is customer work that only stays unbilled because it is not recorded anywhere. That is where Vectoryon starts. Through the Graph interface the assistant has access to mailbox, calendar and Teams. In the evening, an automation can list the day's contacts per customer: which emails were answered, which meetings took place, which Teams threads were held. Next to them are the time tracking entries. What is missing is marked as a suggestion.
The suggestion is not an entry. The person decides whether the task was billable and which item it belongs to. For this, Vectoryon has its own time tracking with freely definable items. Anyone who bills the hours in Vertec, MOCO or Bexio transfers them by export or through the system's connection. We check before the start whether a particular system can be connected.
The second lever is the quotes themselves. Leading Swiss Agencies recommends a pitch fee of at least 15,000 francs and notes that in practice it is hardly ever paid. Anyone who puts the quote together from earlier quotes and a well-kept rate table instead of from memory shortens the unpaid part. The assistant delivers the draft, the business keeps the calculation.
Integrations
- OutlookCustomer correspondence and appointments through the Graph interface
- SharePointEarlier quotes, contracts, reports and minutes
- TemplatesQuote, status report and handover dossier from your own templates
Where the data comes from
The assistant uses three sources. The first is the files: SharePoint or OneDrive through the Graph interface, plus uploaded PDFs, Word and Excel files. They contain earlier quotes, contracts, reports, minutes and the rate table. The second source is the mailbox with calendar and Teams, also through Graph, connected via OAuth. Access is limited to the approved mailboxes and can be revoked at any time. The third source is tables the business keeps in Vectoryon: client list, contract deadlines, rates, project list.
Hours and budgets are in Vertec, MOCO, Bexio or Abacus. Specialist systems like Bexio or Abacus can be connected to Vectoryon; we check before the start whether Vertec or MOCO can be connected. Without a connection, Vectoryon reads the figures from an uploaded Excel export.
Data is stored in Zurich. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those. Vectoryon processes customer and engagement data under the revised Swiss FADP. What this means in practice for AI and data protection in Switzerland is in the blog. The service providers involved and their regions are listed in the privacy policy. Every access by the assistant is logged and can be traced per action.
For the introduction, the state of the files matters. Businesses with structured SharePoint files and a well-kept rate table get useful drafts. Where quotes are on local drives and rates in the heads of individual people, recording them comes first.
Setup, support and costs
CHF 49 per person per month: for this, the Vectoryon Workspace gives you the workspace, the assistant, Craft, Tables, time tracking, automations and the Microsoft 365 connection. The pricing page calculates the amount for the whole team.
We set up your account and connect your data. This takes under an hour and runs remotely or on site at your office, you decide. Setup costs nothing extra, it is included in the price of CHF 49 per person per month.
After that, the effort depends on the business's templates and lists. Three things must be in place: the templates for quote, report and handover in Craft, the rate table in the Tables module and access to files and mailbox.
Anyone who wants to keep contract deadlines and the client list as a table imports an existing Excel file. The licences for Vertec, MOCO, Bexio or Abacus continue unchanged. Vectoryon replaces none of these systems.
Support and partnership are part of it. If you get stuck in Vectoryon, you ask the help agent first. If its answer is not enough, a support person takes over in the same chat, or in Teams if you prefer. Partnership means: we stay at your side after setup, when developing Vectoryon further, with requests and with any other question, as equals and at any time. Support around the clock is available on request.
Where the limits are
The assistant does not send quotes or reports. It creates drafts. Everything that leaves the business goes through approval by a person. Items without a stored rate stay without an amount and are flagged.
It does not book hours in Vertec, MOCO, Bexio or Abacus. It suggests what is missing in time tracking. The decision whether a task is billable stays with the person. Invoicing, dunning and project controlling stay in the existing software. We check before the start whether these systems or a ticket system can be connected. Without a connection, hours and ticket lists come as an export.
It does not replace professional advice. Whether the business's time tracking meets Art. 73b of Ordinance 1 to the Labour Act, whether a framework agreement holds up legally, whether a staff leasing notification is complete: that is assessed by the person responsible or the fiduciary. The assistant finds the passage in the document and quotes it. It does not interpret it.
It cannot restore knowledge that was never written down. What a person had in their head and is neither in emails nor in documents is gone when they leave. Vectoryon keeps what exists in data.
With poor scans it guarantees no recognition accuracy. A photographed contract with illegible deadlines produces uncertain values. Such values are flagged and must be checked.
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 consultancies, agencies and IT firms with setup and support?
Vectoryon sets up an alternative to Microsoft 365 Copilot for professional services companies in under an hour and looks after it with support and partnership. Quotes, status reports and hours run from your templates, 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.
Which professional services businesses is Vectoryon suited to?
Project-based businesses that bill hours: consultancies, agencies, IT service providers, engineering firms, recruitment. The more quotes, reports and contracts there are, the greater the benefit. Anyone who wants to see it on their own case books a demo.
Does Vectoryon replace Vertec, MOCO or Bexio?
No. Time tracking for invoicing, invoices and project controlling stay there. Vectoryon works alongside with mailbox, files and templates. It reads hours from an uploaded export.
Does the assistant find hours we forgot to record?
It lists the day's customer contacts from emails, calendar and Teams and sets them against the recorded times. The person decides whether a task is billable. The assistant enters nothing itself.
Does the assistant calculate with our own rates?
Yes. The rate table is stored in the Tables module and is the basis of every quote. Without a stored rate, an item stays without an amount and is flagged.
What happens to the knowledge when someone leaves?
That person's correspondence and documents stay searchable. The successor asks in plain language about the status of a customer and gets the answer with the place it was found. What was never written down, the assistant cannot replace.
Where is our customer data stored and who sees it?
Stored in Zurich, processed under the Swiss FADP. Which language models run is enabled per company; anyone who only wants models in Switzerland gets only those. Mailboxes are connected via OAuth, the business can revoke access at any time. Every action of the assistant is logged.
See Vectoryon in your services business
Data hosted in Switzerland, processed under the Swiss FADP.