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01How it works

This is how X3 Automation works. Every step visible.

A permission check before every action. Data in Germany, with an optional local server in your office.

Workflow editor “New inquiries into the CRM”: trigger, steps, test and activation
Sample data
Workflow editor on the phone
Sample data

02Flow: chat

A question for your assistant

From the question to the approved answer

  1. You ask in the browser or the app: “Write to the Köhler family that Thursday works.”

    • Web
    • App
    • Assistant

  2. Your assistant reads the mailbox with the right AI model and writes a draft.

    • Assistant
    • AI models
    • Email

  3. Before sending, X3 Automation checks your permissions. In your group, sending needs an approval.

    • Permission check before every action

  4. You approve after a quick look at the text, the email goes out and is recorded in the audit log.

    • Approvals
    • Email
    • Audit log

+1,500 more apps

Assistant: answer with completed actions in HubSpot and Gmail, four follow-up drafts waiting for approval
Sample data
Approvals on the phone
Sample data

03Flow: local data

Customer data from the local server

Personal data stays within your business

  1. Your assistant asks for the Köhler customer file. First, X3 Automation checks whether you're allowed to read it.

    • Assistant
    • Permission check before every action

  2. Your local server reads the file in the office, using the local AI model.

    • Customer files & documents
    • Local AI model

  3. Names, addresses and phone numbers become placeholders before anything leaves the server.

    • Placeholders

  4. When you send a draft back, the server puts the real data back in and sends it from the office.

    • Placeholders
    • Email
    • Audit log

+1,500 more apps

In the officeLeaves the server

  • The Köhler familybecomes[Customer 1]
  • Heinrichstraße 12, 64283 Darmstadtbecomes[Address 1]
  • 0151 2345 6789becomes[Phone 1]
Example · the mapping stays on your server

04Flow: workflow

Receipts to DATEV

A fixed process with the same rules

  1. An incoming invoice arrives as a PDF in your inbox, and the workflow starts.

    • Email
    • Workflows

  2. Every step that touches an app goes through the same permission check as your assistant.

    • Workflows
    • Permission check before every action

  3. After your approval, the receipt goes to the DATEV Unternehmen online upload address your accountant gives you.

    • Approvals
    • Accounting

  4. The status and duration of every run are recorded in the audit log.

    • Audit log

+1,500 more apps

Workflows: list with trigger, apps, last run and errors
Sample data
Workflows on the phone
Sample data

05Your data

What lives where.

Data is stored in Germany. With a local server, personal data stays within your business.

  • Stored in Germany

    Data centres in Germany, encrypted

    • Chats and memory
    • Permissions, groups and approvals
    • Workflows and audit log

  • Briefly with providers

    AI models and app connections, also in the USA

    • the text of a request to the AI model
    • access to your apps
    • no training on your data

  • Stays in your business

    with a local server

    • Names, addresses, phone numbers
    • Customer files and folders
    • the placeholder mapping

Subprocessors

ProviderPurposeLocation
Vercel and Neon (Amazon Web Services)Hosting, database and filesFrankfurt am Main · US-based providers, Data Privacy Framework and standard contractual clauses
Vercel AI GatewayRouting AI requests to the modelUSA · Data Privacy Framework and standard contractual clauses
AnthropicAI answersUSA · standard contractual clauses
OpenAIoptional AI modelUSA · standard contractual clauses
ComposioConnections to your appsUSA · standard contractual clauses
StripePayments and invoicesIreland, EU

06For IT managers

The details, briefly explained.

Zones

The interface and data storage run in data centres in Germany. AI models and app connections are external services that are only reached through the permission check. The local server is a separate, optional zone on the customer's premises.

Company separation

Every row in the database carries the company, and personal data also carries the person. The database enforces this separation even if the code has a bug. Every company has its own access to its apps.

Encryption

3 for every connection, AES-256 for stored data. App credentials are stored separately from all other data and are never passed to AI models.

Local server

Also called a local instance: a small server on your premises that opens an outbound, encrypted connection. No open ports, signed updates with automatic rollback, logs without customer content.

Sign-in

With your X3 Konto: email and a password of at least 8 characters, or a sign-in link by email. AI apps sign in with the person's permissions.

07Get started

Start today. For free.

Sign up, connect your apps, test your first workflow from a template.Rather do it together with us? Then book a setup session.

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