Other modules

The first screen after logging in is a report, not a menu page: what has happened since yesterday, what now requires your decision, and a suggestion from AIRIS.

• Since yesterday: published posts, new prospects, customer inquiries answered by AIRIS, sent emails, paid invoices with total amount, completed tasks.
• Awaiting your action: a maximum of three items, each clickable and leading directly to the right place — open approvals with amount, expiring proofs, overdue defects, escalated discussions.
• For new accounts, additionally: a welcome card with the next logical step and a setup checklist with progress in percentage.
• Industry Quick Wins: up to three initial tasks tailored to your industry, each leading directly to the function.

The auditor's view for every call handled by AIRIS: timestamp, caller, summary, full conversation transcript — and every single AI action with arguments, result, and risk class. For your oversight and as evidence for auditors.

• List of all calls with key metrics: how many have a documentation gap, how many are missing the transcript or summary, and how many had an unknown caller.
• A single click opens the call record — displaying the summary, conversation transcript, and the AI's actions in chronological order.
• Each action is assigned a risk class: Info Lookup (read-only), Create Record (a data record is created), or External Send (something was sent to the customer and cannot be undone).
• Gaps are disclosed rather than hidden. An auditor's view that conceals missing records would be worthless.
• The AI disclosure notice, as per EU AI Act Article 50, is included in every record.

Work directly with customers and suppliers: if they also use DivineMind, you can place orders and view business documents directly, without the detour of PDF emails. Important: The system never reveals whether another company uses DivineMind — a connection is only established if both parties agree.

• Request connection: Open the contact or supplier and click "Direct Connection". The button always looks the same — if the company uses DivineMind, they will receive your request; if they do not use it yet, it becomes an invitation.
• The other party confirms under "Partner Network" → "Requests to you". Only then will you see each other; if a request is declined, no notification is sent.
• Ordering: With an active connection, open the partner's product range, enter the quantities, and send the order. The prices stored for you by the partner will apply.
• An accepted sales order with an order confirmation is immediately created for the supplier, and the corresponding purchase order for you — both are linked to each other.
• On the right, you can continuously view the sales orders, delivery notes, and invoices that your partner has created for your orders.
• Disconnect at any time: The connection will be ended, and existing business documents remain unchanged.

For companies with multiple independent entities: a shared financial overview and inter-company stock transfers, without compromising client separation.

• Create Corporate Group — the currently active company becomes the head office; add additional companies with roles (branch, central warehouse, holding).
• Group Overview: monthly revenue, outstanding receivables, inventory, and team size as a total and per company.
• Create Stock Transfer: select recipient company, product, and quantity — currently one product item per transfer.
• The recipient company books the receipt; only then does the inventory change.
• Optionally bill afterwards: generates an invoice draft that you can review and send in the invoicing module.

The cockpit for all company vehicles, with three tabs: Overview, Owner Liability, and Rental.

• Overview with traffic light status per vehicle: main inspection overdue (red), due in eight weeks (yellow); also mileage, who is currently using it, and costs for the last twelve months.
• Receipt assignment is a two-step process: first, a dry run showing clear license plate matches and doubtful cases, then adoption at the push of a button.
• Owner Liability: document driver's license checks, instructions, and UVV inspections per driver and vehicle, with date, result, and next due date.
• Drivers who never drive can be exempted from control with a justification; the proof can be downloaded as a CSV file.
• Rental: create rates (daily rate, free kilometers, price per additional kilometer, deposit), assign to each vehicle, and enable online reservations; copy the public rental link here.

Each handover of a pool vehicle to customers or employees as a separate process — from courtesy cars and test drives to paid rental cars.

• Select the process type (six types) — the cost center is pre-filled appropriately, for example, a warranty case at the manufacturer's expense or a free workshop courtesy car.
• Enter the period; only vehicles that are actually available during this period are offered.
• Record the condition upon handover: mileage and fuel level; for paid processes, also daily rate, included kilometers, and price per additional kilometer.
• Open the rental agreement as a PDF and have it signed.
• Upon return, record mileage, fuel level, and damages — the system calculates the final sum based on days and additional kilometers.

Public tenders and private demand signals, filtered to match your profile — plus a file for your ongoing applications.

• Filter by country, type, contract size, source, and industry; quick filters for home market, recommendations, and saved items.
• The table sorts by relevance or deadline; deadlines under seven days are highlighted.
• Expand row: AIRIS explains why this tender is currently relevant and, upon request, drafts an application.
• Add to file: The process moves to your application list with status, deadline, and value.
• In the file: Maintain status, create a Cloud folder, upload documents, and attach evidence such as references or videos.

The tool for the initial meeting with a prospect: fill out a questionnaire during the conversation, from which AIRIS generates a report with concrete savings levers.

• Create analysis and capture master data: company, contact person, industry, number of employees.
• Questionnaire in six blocks — Operations, Accessibility, Sales, Administration, People and Processes, Goals; a counter shows how many questions have been answered.
• Generate report: Summary of current operations, a leverage table with cautiously estimated savings per topic, recommended starting point, and next steps.
• Save as PDF and provide to the prospect — the report is designed for A4 with letterhead.

Reference work for company data from Austria and Germany — for verifying information before initial contact or an order.

• Select country, enter company name, review hit list: Name, Status, Company Register Number, Location, Legal Form, and competent court.
• For Germany, additionally filter by register type and jump directly to Bundesanzeiger and Unternehmensregister.
• For Austria, detailed filters are available: search area, legal form, court, location, and exact search.

As of today, the process ends with the hit list: the detailed view of individual companies and document retrieval are not yet built, and hits cannot yet be directly adopted as contacts.

The Law Firm module is designed for law firms: files with case numbers, conflict checks, deadlines, and follow-ups, time tracking per case, and generating fee notes from it. In the law firm's menu, you will find "Files" and "Deadlines"; tax advisors and other companies can access the module directly at Matters. Your clients are contacts or companies in the CRM.

• Overview at Matters: Open Files, Overdue Deadlines, Due in 7 Days, and the Unbilled Amount; search files by case number, subject, client, or opponent, and filter by Open, Pending, or Archived.
• "Upload Document" in a file attaches the document to the file and simultaneously to the client's CRM file; documents can be renamed; "Delete" also removes them from the CRM file.
• Only time recorded for a Law Firm file will be included in the fee note. Time recorded in the time tracking system or from DivineTasks will not automatically generate an invoice.

Each company sends its accounting data to its tax advisor as a file — without the law firm needing an account. There is no interface to DATEV, RZL, or BMD; the law firm imports the files themselves.

For practices, DivineMind serves as the office and administrative software alongside the Practice Management System (PVS) — it is not the PVS itself. The general modules described in this handbook apply.

• Patients as contacts in CRM with emails, documents, and invoices — without medical records.
• Booking page where patients without an account can select an appointment themselves; you can invite appointment guests in the calendar.
• Invoices and quotes, e.g., for self-pay services, dunning levels (automatic only if you enable it), incoming invoices via AI, and export to the tax advisor.
• DivineMail with AI draft responses, tasks, cloud storage, time tracking, duty roster and vacation planning, DivineMeet, and workflows, just like in any company.
• Data is stored in the EU (database in Frankfurt, files in Berlin), each company is isolated from others, and uploads containing personal data remain private.

Service providers without their own industry-specific module work with the general modules: client file, DivineMail, calendar with booking page, quotes to invoices, tasks, cloud storage, time tracking, workflows, and AIRIS. This section covers processes particularly important for service providers.

There are no pre-supplied sample templates — you use your own documents. If the customer does not have an email address, the offer will remain a draft.

• Time Tracking with Location Rule: In the user menu (top right), click "Clock In" or "Clock Out". Under Time Tracking → "Time Clock", management can enable "Clock In Only at Location" (radius in meters, default 50); clocking in will be rejected outside the radius or without location sharing enabled in the browser. A larger radius is recommended for large venues.
• Team Mailbox: In DivineMail, under Settings → "Accounts", for a mailbox, select "Share Access", choose the person, set "Can Only Read" or "Can Write", and click "Share". Only the mailbox owner can grant or revoke access.
• Private Storage in DivineCloud: New files are private and only accessible via time-limited links. You can consciously share a folder externally via "Share" → "Public Link" — with a password, expiration date, or maximum number of views; "Revoke" disables the link.
• Meeting Transcription with Consent Only: The host starts "Start Transcription", and each participant chooses "Agree" or "Do Not Transcribe Me". Only text is transcribed, not audio; if the meeting is associated with a client, the transcript will be saved in their client file.
• DivineNote: Pages and subpages for minutes, briefings, and knowledge — "New Page", templates, favorites; use "Share" to invite team members to view, comment, or edit, and export as PDF or Markdown.