How Euromobil saved 24 person-months with 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 work time with a single decision.
The VW Group's car rental company saved half a year of work time with a single decision.
The challenge: an 800-page manual. Nobody reads it.
This is how Sebastian Wellmann, Head of Process Management & Internal Services at Euromobil, summed it up. As part of the Volkswagen Group, Euromobil operates the replacement vehicle business at VW AG dealerships throughout Germany – a complex task with individual requirements at each of its 74 locations .
The rapid growth from 30 to 400 employees 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," which was intended to reduce complexity but had the opposite effect.
The complexity in numbers
The problem became particularly clear during the reservation process: "We have 38 processes to consider just at check-in," explains Wellmann. Each reservation required decisions about the type of rental (workshop replacement, accident replacement, or direct rental), the cost carrier (customer, insurance, or dealership), and the corresponding contract terms. Over 30 pages of the manual were devoted to this one process alone.
"If you ask our colleagues, the processes are good. There is nothing to improve" - Sebastian Wellmann
The reality was different: Each location interpreted the specifications differently, errors accumulated and reworking cost valuable time.
The reality was different: Each location interpreted the specifications differently, errors accumulated and reworking cost valuable time.
The turning point: From Post-its to digital transformation
Euromobil had already taken the traditional approach to process management. "We started with lean management in a very traditional way. We invited our colleagues and held workshops," recalls Wellmann. The processes were printed on 30-meter-long transparencies and pasted on the walls of the meeting rooms. Employees traveled from all over Germany to discuss improvements using Post-it notes.
Then came the coronavirus pandemic. "Then the workshops were over, then the days of "let's go to Munich, let's go to Stuttgart" were over," says Wellmann. What initially seemed like a catastrophe became a catalyst for true innovation. The enforced distance made it clear: other solutions were needed. Digital solutions. Better solutions.
Then came the coronavirus pandemic. "Then the workshops were over, then the days of "let's go to Munich, let's go to Stuttgart" were over," says Wellmann. What initially seemed like a catastrophe became a catalyst for true innovation. The enforced distance made it clear: other solutions were needed. Digital solutions. Better solutions.
The discovery of aiio
When looking 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.
"At some point, we started introducing aiio so that we could also work digitally with our colleagues on a process," 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 aghast and said, 'I don't understand, because I can't identify with it,'" Wellmann recalls.
With aiio, an intuitive process map 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 map now accurately reflects our core business," says Wellmann happily. Suddenly, employees could identify with the processes, understand connections, and see where their work fit in.
AI as a neutral advisor
The second game changer was the integration of artificial intelligence. Instead of days-long workshops, aiio's AI experts analyze processes in seconds and provide concrete optimization suggestions. The AI identified three key improvements for the reservation process: optimized communication between the dealership and the rental station, switching 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, the person who said that, the system suggested it to you," Wellmann explains the decisive advantage.
The neutrality of the AI recommendations meant that suggestions that had previously been lost in endless discussions were suddenly implemented.
The breakthrough with aiio AI import:
6 months of work in just a few minutes
The biggest surprise came with aiio's pdf2process feature. Converting the 800-page EMELI manual digitally into structured processes would have taken at least six months, according to estimates—a mammoth task that, realistically speaking, would never have been attempted. The AI analyzed the PDF documents, identified process steps, and automatically converted them into standardized BPMN notation.
"We saved half a year 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 bit surprised when I saw the first results because I personally didn't believe it would be such a good outcome." But the quality was convincing. The reservation process was transformed from over 30 pages of unstructured text into a clear workflow with six core steps. The AI even identified logical gaps in the original documentation and suggested useful additions.
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