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Notice periods, response times, follow-up dates: they live in people's heads, on sticky notes and in mailboxes. That works as long as everyone is healthy, present and paying attention. The Business Optimizer attaches the deadline to the case, calculates it against calendar and public holidays, warns before it ends and reports when it has passed. If the case still sits untouched, the alert goes to the administrators.
On a Friday afternoon, a termination notice arrives in the shared mailbox. Whoever reads it knows a reply has to go out early next week. Then comes the weekend, on Monday the colleague is off sick, and the stand-in has never heard of the deadline. The mail sits unread among many others. By the time someone finds it, the deadline is gone.
This is not the failing of individuals. A deadline that exists only in one head or one mail is invisible to everyone else. And weekends, public holidays and absences make even simple arithmetic hard: when exactly does a deadline of a few working hours run out?
Missed deadlines cost trust first: the customer waits for a reply that never comes and asks again. Then they cost time, because someone has to reconstruct the case, apologise and catch up. Sometimes they cost an order, or a contract that quietly renewed because nobody reacted in time.
Add the frustration inside the team. When deadlines depend on memory, there is a constant feeling of having forgotten something. That ties up attention the real work needs.
The calculation is done by software, not by the AI: the AI reads the incoming item, while the code knows calendar, public holidays and time of day and decides whether a deadline is running, at risk or exceeded.
You define a deadline for each case type, for example for terminations or quote requests. It is counted in working hours, Monday to Friday, using the calendar and public holidays of your federal state. Weekends and holidays do not count.
The Business Optimizer does not wait until it is too late. It alerts before the deadline ends, so the handler still has time to act while something can be saved.
Once a deadline is exceeded, the handler is notified. If the case still sits untouched, it escalates to the administrators. Open cases are checked every 15 minutes, regardless of who happens to be in the office.
A case can be given a follow-up date. When it falls due, a notification arrives, the case resurfaces, and the history shows what happened before. Nothing hangs on a note stuck to a monitor any more.
This is how a case with a deadline runs when it arrives on a Friday afternoon. All dates and times are invented sample data.
Subject: Termination of maintenance contract
From: purchasing@example-customer.com
"We hereby terminate the maintenance contract at the earliest possible date. Please confirm receipt."
Received: Friday, 6 November 2026, 14:00
The mail opens a new case of the type "Termination / contract change". A deadline is stored for this type, nine working hours in the example. Friday contributes three of them, the rest falls on Monday.
Every alert is timestamped in the case history and in the live monitor. When the deadline runs out is calculated by code, not by the AI.
In an intro call we go through your case types and work out where a deadline belongs.
The Business Optimizer makes sure a deadline is seen. What follows is decided by people: whether a termination is accepted, whether to renegotiate, what the reply says. The reply waits as a draft in the Outlook drafts folder, and a person sends it. You decide which deadline applies to which type and who the administrators are that cases escalate to.
How things start even earlier, at the inbox, is covered on Requests left waiting. How to reduce follow-up questions and calls is on Fewer calls, more clarity. And what all this can mean in time for your business, you can work out in the time savings calculator with your own assumptions. For the full overview, see the Business Optimizer page.
We show you, using your own cases, what deadlines, early warnings and escalation can look like. Setup and billing on a time-and-effort basis.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
You define a deadline in working hours for each case type, for example for terminations or quote requests. It is counted Monday to Friday using the calendar and public holidays of your federal state. Weekends and holidays do not count.
No. The AI reads the incoming item and assigns a case type. The deadline itself is calculated by software with fixed rules, so the result is the same and traceable every time.
The handler is notified. If the case still sits untouched, it escalates to the administrators. Open cases are checked every 15 minutes for this, and every alert is timestamped in the case history.
Yes, the early warning before the end of a deadline is part of the service. It is meant to give the handler time to act before a deadline actually passes.
Yes. A case can be given a follow-up date. When it falls due, a notification arrives and the case resurfaces. The history shows what happened in the meantime.
No. It makes sure the deadline is seen. The reply waits as a draft in the Outlook drafts folder, and a person decides and sends it.