How Euromobil was able to save 24 person-months with the automatic aiio AI import.
From 800 pages of dead knowledge to 83% more efficient processes – in just a few weeks.
The VW Group's car rental company saved half a year of working time. With a single decision.
The VW Group's car rental company saved half a year of working time. With a single decision.
The challenge: 800-page manual. No one reads it.
That's how Sebastian Wellmann, Head of Process Management & Internal Services at Euromobil, put it. As part of the Volkswagen Group, Euromobil operates the replacement car business in VW AG car dealerships throughout Germany – a complex task with individual requirements at each of the 74 locations.
The rapid growth from 30 to 400 employees had left its mark. Processes that once worked for a small team became a challenge for a distributed organization. The result: an 800-page process manual called "EMELI" that was actually supposed to reduce complexity but did the opposite.
The complexity in numbers
The problem became particularly clear during the reservation process: "We have thirty-eight processes just for check-in that we have to consider", explains Wellmann. Each reservation required decisions about the type of rental (workshop replacement, accident replacement, or direct rental), the cost bearer (customer, insurance company, or car dealership), and the corresponding contract conditions. This one process alone was dedicated over 30 pages in the manual.
"If you ask the colleagues, the processes are good. There is nothing to improve" - Sebastian Wellmann
The reality was different: Each location interpreted the specifications differently, errors piled up, and rework cost valuable time.
The reality was different: Each location interpreted the specifications differently, errors piled up, and rework cost valuable time.
The turning point: From Post-its to digital transformation
Euromobil had already embarked on the classic path of process management. "We started very traditionally with Lean Management, we invited colleagues, we did workshops," Wellmann recalls. The processes were printed on 30-meter-long foils and glued to the walls of the meeting rooms. Employees from all over Germany traveled to discuss improvements with Post-its.
Then came Corona. "Then it was over with workshops, then it was over with we go to Munich, we go to Stuttgart", says Wellmann. What initially looked like a disaster became a catalyst for real innovation. The enforced distance made it clear: other solutions were needed. Digital solutions. Better solutions.
Then came Corona. "Then it was over with workshops, then it was over with we go to Munich, we go to Stuttgart", says Wellmann. What initially looked like a disaster became a catalyst for real innovation. The enforced distance made it clear: other solutions were needed. Digital solutions. Better solutions.
The discovery of aiio
When searching for a solution, the requirements were clear: The team needed a platform that enabled collaborative work on processes, integrated seamlessly into the existing Microsoft Teams environment, and – most importantly – supported optimization, not just documentation.
"We then started introducing aiio at some point to be able to work digitally on a process with colleagues," reports Wellmann. The decision would have far-reaching consequences.
The transformation begins: Processes that everyone understands
The first breakthrough came with the new process visualization. The previous abstract diagrams had a fundamental problem: "Everyone looked at us a bit blankly and said, I don't understand, because I can't find myself in it," Wellmann recalls.
With aiio, an intuitive process landscape was created that divided Euromobil's business into three clear phases: Pre-Rent (preparation and reservation), Rent (during use), and After-Rent (after return). "This has become tangible. The process landscape now accurately reflects our core business," Wellmann is pleased to say. Suddenly, employees could find themselves in the processes, understood connections, and saw where their work fit in.
AI as a neutral advisor
The second game changer was the integration of artificial intelligence. Instead of days of workshops, the AI expert from aiio analyzes processes in seconds and delivers concrete optimization suggestions. For the reservation process, the AI identified three main improvements: optimized communication between the car dealership and the rental station, the switch to a real-time reservation system instead of 15-minute intervals, and intelligent key management.
"It's also nice when you talk to a department and open it up and say, look, I don't know, that's what the system suggested to you," Wellmann explains the decisive advantage.
The neutrality of the AI recommendations led to suggestions that previously petered out in endless discussions suddenly being implemented.
The breakthrough with the aiio AI import:
6 months of work in just a few minutes
The biggest surprise came with the pdf2process function from aiio. Transferring the 800-page EMELI manual digitally into structured processes would have taken at least six months, according to estimates – a mammoth task that realistically would never have been tackled. The AI analyzed the PDF documents, identified process steps, and automatically converted them into standardized BPMN notation.
"We saved a whole six months of working time just because we started using aiio"
Sebastian Wellmann
Head of Process Management & Internal Services
Euromobil GmbH
Wellmann was skeptical: "I was a little surprised when I saw the first result, because I personally didn't believe that it would be such a good result." But the quality convinced him. The reservation process was transformed from over 30 pages of unstructured text into a clear process with six core steps. The AI even recognized logical gaps in the original documentation and suggested sensible additions.
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