Aionys Team
  • 2 Full-Stack Developers
  • AI Integration Engineer
  • DevOps
  • Quality Assurance Specialist
  • UX/UI Designer
  • Project Manager
  • CTO
Services we Provided
  • AI Engineering & Automation
  • System Integration
  • Backend Development
  • Frontend Widget Development
  • Business Process Optimization & AI-Consulting
Technologies
  • Python
  • FastAPI
  • Shopify
  • REST API
  • Slack Webhooks
  • LangChain
  • PostgreSQL
  • ChatGPT‑4
  • Docker
  • Redis
  • Prometheus
  • Grafana
  • GitHub Actions
  • Chroma
  • Embeddings API
  • OAuth 2.0
  • JWT
  • TLS
  • Data Masking
Customer chatting with AI E-commerce assistant about order return via smartphone
Client Overview

Our client is a B2B furniture manufacturing company operating through a dealer-based order model. The company processes 15–20+ incoming orders per day, with email serving as the primary order intake channel. The company used an ERP system for order execution and accounting, while CRM and Excel were used for operational coordination and interim tracking between teams. As order volumes grew, the existing process began creating operational bottlenecks. Dealer orders arrived without a standardized data format and required manual interpretation before they could be transferred into execution systems.

Clients’ Challenges
  1. Non-Standardized Order Intake

    Orders were received by email in multiple formats, including PDFs, images, scanned documents, and spreadsheets. Since there was no unified structure at the intake stage, every request required manual interpretation before processing.

  2. Growing Operational Workload

    With 15–20+ daily orders and 15–30 minutes required to process each order manually, the operations team faced increasing pressure. During seasonal peaks, the process reached its capacity limits and caused delays.

  3. High Risk of Errors in ERP Data Entry

    Furniture orders require highly accurate specifications, including dimensions, materials, configurations, quantities, and delivery details. Manual data transfer from email to ERP increased the risk of mistakes, leading to rework, returns, and financial losses.

  4. Delays at the Order Intake Stage

    A shared inbox became a bottleneck in the order processing workflow. During high-load periods, some requests were delayed or required manual prioritization, reducing response speed.

  5. Lack of End-to-End Order Visibility

    Although ERP served as the system of record for order execution, order-related data was distributed across email and operational coordination tools. This made it difficult to maintain a single real-time view of order status and process bottlenecks.

AI E-commerce assistant integrated with Shopify store chat, helping customer with product questions in real time
Our Solution

The client approached Aionys to explore automation opportunities. We developed an AI-powered order processing system that automatically receives and processes dealer orders, extracts data from emails and documents, and transfers structured information into the client’s ERP, CRM, and production systems. The solution works as a unified process pipeline, transforming every incoming request into a structured, validated, and trackable order record. The system combines: - Email classification - OCR-based document processing - AI-powered data extraction - Specification validation - Exception handling Automated routing across multiple business systems All AI components, including the LLM layer, were deployed within the client’s protected self-hosted infrastructure. This ensures full data autonomy and prevents sensitive information from being transferred to external AI providers.

Intelligent Email Order Intake

The system connects directly to the client’s mailbox and identifies order-related requests. Incoming emails are automatically classified by type, priority, and processing route, creating a controlled intake point for all dealer orders.

AI E-commerce assistant on desktop answering routine customer inquiries about delivery, returns, and support
AI E-commerce assistant connected in real time to product catalog, knowledge base, delivery, and payment data
Document-to-Data Conversion

Attachments such as PDFs, images, scans, and spreadsheets are processed using OCR and parsing mechanisms. This converts unstructured materials into machine-readable data for further AI processing.

AI-Powered Specification Extraction

The AI engine extracts structured order parameters, including product type, quantity, dimensions, materials, colors, hardware, delivery details, and production notes. The output is normalized into a structured format compatible with ERP, CRM, Airtable, and production systems.

AI E-commerce assistant seamlessly handing over complex customer requests to human support teams
Validation and Exception Handling

Before synchronization, the system checks data completeness and consistency. Orders with missing or conflicting information are automatically flagged, standard cases are processed automatically, and exceptions are routed for manual review.

Unified Order Workflow, System Synchronization, and Client Tracking

The system processes emails and attachments within a single workflow. AI extracts and structures order data, including support for multiple orders within one email, and standardizes it into a unified format. After validation, each order is saved as a system record and automatically transferred to ERP and other operational systems involved in execution. Additionally, a simple order status page is generated, allowing dealers to track order progress in real time without contacting the operations team.

E-commerce support team managing AI customer messages in Slack with real-time visibility and control
Value Delivered

AI became more than just a support tool. It became part of daily operations. Within a month, the company saw tangible results:

  • AI E-commerce automation optimizing customer support processes
    75% done automatically

    The assistant took over repetitive tasks, freeing the support team to focus on complex cases that require expertise and human empathy.

  • AI E-commerce assistant reducing response time and improving efficiency
    Response in seconds

    Previously, customers waited around a minute for a reply. With the AI assistant, responses are instant. Fast reactions keep customers engaged and build trust, as they get solutions immediately, without waiting.

  • AI E-commerce solution increasing sales performance and revenue
    Speed = more sales

    Instant, personalized responses turned support into a conversion driver. The speed and accuracy of communication increased inquiry-to-sale conversion by 22%.

  • AI E-commerce assistant supporting collaboration between human teams
    Resource efficiency

    The AI took over manual tasks, reducing staffing needs while maintaining service quality and response times at the same high standard.

Clients'
Kind Words

We take great pride in the successes of our clients, treating each one as an integral part of our extended family. Their inspiring stories prove the real impact and tangible results of our work.

  • Katerina Romanova

    It was important for us to have a flexible approach and the ability to react quickly to new tasks, especially when they required urgent realization. Working in real estate, especially with luxury property, requires a high level of professionalism and attention to details. With their technical skills and expertise, we are confident that our partnership with Aionys will continue to give quality and reliable results for our business.

    Katerina Romanova
    Co-Founder at EstateVisor
    Explore Case Study
  • Jack Arru

    Their team's dedication and ability to provide an accurate estimate were impressive. The active involvement of the CTO and co-founder in every meeting ensured that our project progressed smoothly and efficiently, allowing for seamless communication and the exploration of alternative solutions. Despite the increased scope, they went above and beyond to adhere to our budget and deliver everything on time. It was an absolute pleasure collaborating with Ivan and the entire Aionys team.

    Jack Arru
    Chief Technology Officer at BETA Technologies
  • Lacy Roberts

    Their responsiveness, dedication, and ability to consistently meet deadlines are invaluable to our project. Aionys has unrivalled problem-solving skills and provides solutions that others cannot. Their founders have technical expertise and prioritize clear communication, making us feel like more than just a client. With 24/7 availability and unwavering support, Aionys has become an integral part of our team over the past 7 years.

    Lacy Roberts
    Director of Operations at Intrex
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  • I'm impressed with Aionys Company's commitment to a collaborative and feedback-driven approach. They value our opinions on their work quality and improvements. During our first project, they exceeded expectations by completing the task in one week instead of the promised two, which resulted in extending our collaboration.

    Yuntao Jia
    Co-Founder at One Market
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  • Andrea Woll

    The Aionys team was tasked with developing a solution to streamline the bike rental process while increasing convenience, transparency and user engagement. They rose to the challenge, exceeding our expectations with their out-of-the-box ideas. Thanks to the teams’ professionalism and dedication, the application attracted new customers and positively influenced our sales.

    Andrea Woll
    Co-Founder at Bikepro
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  • Natalija Jonušienė-Lermontova

    We have enjoyed working with Aionys for about three years, and we are pleased with the results. Dealing directly with the company’s owners was crucial for us to ensure that our feedback is heard and incorporated into their work. Working with Aionys gave us access to their specialized knowledge, the resources we need, and the ability to delegate tasks to a qualified team.

    Natalija Jonušienė-Lermontova
    Chief Executive Officer at DocLogix
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  • The Aionys team shares our values and work approach. In our first meeting, they listened carefully to what we wanted for a project about managing resources and security in our cottage community. They suggested a plan with a detailed description of steps, technologies, timelines, and costs. Everything was clear and fast. Thanks to our teamwork for the past 2 years, we were the first to use such a solution for real estate in our region.

    Oleksandr Kasimirov
    Chief Executive Officer at NEWSIDE
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  • Sergey Plotnikov

    Aionys’ quality and timing of deliverables were excellent and in line with the client's plan, earning them positive remarks. They stayed within the target cost range and led an efficient workflow. Overall, their communicative approach made the partnership a fruitful one.

    Sergey Plotnikov
    Head of Software Development at OGResearch
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  • Juan García

    This was an ambitious project, and the Aionys team demonstrated not only a deep understanding of our industry and technical expertise, but also the ability to adapt to the unique requirements of our business. They took over all the stages of the process and ensured its successful implementation and support. We appreciate their strategic vision and ability to provide solutions that offer new perspectives in the emerging market.

    Juan García
    Chief Information Officer at CargoTech Solutions
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  • Helena Thompson

    The implementation of the solution has become a key factor for improving time and productivity control, while also enhancing comfort and convenience for our employees. The integration of technical solutions and an online training portal have significantly improved the development of our employees and strengthened our corporate culture. The results speak for themselves: increased staff efficiency and reduced staff turnover.

    Helena Thompson
    Director of Human Resources at Maxie
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  • Yoani Matsakis

    Despite doing it entirely via e-mail and by phone, Aionys communicated effectively with the client to assist in repairing hardware. The external team was complimented for their dedicated and timely approach to the operation.

    Yoani Matsakis
    President, Chief Executive Officer at Telemedicine Technologies
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  • Felix Cameron

    Thanks to Aionys' initial efforts, the client sees a significant improvement in their overall performance. The team is great at communication and is receptive to feedback. They prove that they can deliver tasks on time.

    Felix Cameron
    Chief Technical Officer at Navian Investment Group
  • Mindaugas Vaicius

    Working with an outsourcing company, especially from another country, was new to us, and Aionys was our first experience in this regard. When we started creating a new product, we needed a partner with expertise. Talking to your developers, especially Alina, left a lasting impression. These experienced individuals resonated with us and gave us confidence in our partnership.

    Mindaugas Vaicius
    Chief Operating Officer at DocLogix
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  • Vytis Valentinavičius

    Aionys impressed us with their top-notch work and timely delivery, aligning perfectly with our goals. What really stood out was their open and friendly communication, which made working together plain sailing and led to a great partnership experience for both sides.

    Vytis Valentinavičius
    Chief Technical Officer at Upcoming Health UAB
  • Wilfried Mausz

    Aionys impressed me with their technical materials, open discussions and competence in solving our problems. They have exceptional communication skills, providing quick and transparent responses. The two-week trial period for developers was a great opportunity to evaluate their capabilities before contracting. Overall, I highly recommend Aionys for their reliability and professionalism.

    Wilfried Mausz
    Chief Executive Officer at Dataformers GmbH
Ready to Discuss your project with us?
  • In touch 24 hours a day, 7 days a week
  • Individual attitude to clients
  • Unique solutions for each project
  • Flexible adaptation to needs
  • Support in Critical situations
Alexey Alexey Co-Founder & CEO
Ivan Ivan Co-Founder & CTO


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