Quotes from price lists and customer records
A sales rep names the customer and the products, and the system builds a PDF quote on your template. Prices and discounts come straight from Optima, so nobody retypes them and nobody gets a zero wrong.
ERP integration
Comarch ERP Optima integration with AI
Comarch ERP Optima, one of Poland's most widely used ERP systems, knows everything about your customers, prices and sales. The trouble is that getting anything out of it means someone sitting down, clicking through five windows and retyping the result into an email. We connect an AI assistant to it that does this for them.
65 min process auditQuote in writingNo ERP change
Optima stays. AI gets access to it.
We don't replace the system that runs your accounting, warehouse and invoicing; that would be a separate, risky project. We do something simpler: Optima's data becomes available to an AI assistant and to automations. A sales rep asks about a customer in one sentence instead of clicking through the customer record, a quote is built from the current price list, and the Monday report puts itself together. Accounting documents, e-invoices and KSeF, Poland's national e-invoicing system, stay in Optima, exactly as they are today.
Ask Optima
Pick a question and see how the assistant answers from Optima data: a report, a quote from the price list, a stock check. Saving a new customer waits for approval. Sample data.
Ask Optima
Sales rep
How much did we sell to Hydro-Tech this quarter?
Assistant
Checking in Optima: sales invoices · customer record
The assistant reads Optima data within the user's permissions. Any write, such as a new customer, always waits for a person to approve it.
What we do with Optima data
Sales reports and analysis
Sales by customer, by sales rep, by product group, compared with last year. The reports someone builds in Excel from an export today are produced automatically or with a single question.
Answers on stock and documents
Is the item in stock, has the customer paid the invoice, when was the last order. You ask the way you would ask a colleague, and the answer comes from the data, not from memory.
New customers and enquiries
Details from a business card, an email or a form reach Optima as a draft customer or order. A person checks and approves it. Nothing lands in the accounts without their sign-off.
What it looks like in practice
Examples from projects we run for companies working on Optima. Client names stay with us.
Machine manufacturer: quotes after a trade fair
After a trade fair there is a pile of business cards and dozens of quotes to write by hand, each with prices copied from Optima. We build an assistant to which the sales rep sends a photo of the business card and a list of machines. The system finds the customer in the records or creates a new draft, and calculates the quote from the price list. The language model never invents a price; it only points to the items.
Email campaigns to your own customer base
Optima's customer records often hold thousands of companies nobody has written to in years. We connect them to a sending system, segment them by what they bought and run personalised campaigns. Replies go to the sales rep together with the customer's full history from Optima.
Owner's report without exports
Instead of asking the accountant for a summary, the owner asks the assistant: how are sales going this month, who is behind on payments, which stock isn't moving. The answer arrives in seconds, with figures from Optima.
When it pays off
An ERP integration makes sense when people need data from Optima more often than they can get it out.
You write quotes by hand, but the prices live in Optima
Every retyped price costs minutes and risks a mistake that only shows up at the customer's end.
Reports are built from Excel exports
If someone exports data and stitches a spreadsheet together every week, that work can be taken off their plate entirely.
Only one person knows how to find data in Optima
When that person is on holiday, the rest of the company waits. The assistant answers anyone who has permission.
Your customer records sit unused
Thousands of customers nobody goes back to are the cheapest sales channel there is.
How the Optima integration works
We integrate with Comarch ERP Optima both on a company's own server and in typical network setups. During the audit we check your version and configuration and choose a way to connect that is secure and doesn't change how your accounting team works. We usually start with reading data only, and add writing back once the team trusts the system.
Data and accounting security
We stick to three rules. First, the assistant starts with read-only access. Second, anything that would go into Optima is created as a draft for a person to approve. Third, prices, discounts and amounts are calculated by code from the system's data, not by the language model. We use AI services that don't train their models on company data.
Optima and KSeF e-invoicing
E-invoices and submission to KSeF, Poland's national e-invoicing system, stay where they are: in Optima and with your Comarch partner. We don't build a second invoice flow alongside them, because that is a straight road to discrepancies. The assistant can, however, read invoices and their statuses to answer questions and keep an eye on payments.
What an Optima AI integration costs
Three things set the cost: your Optima configuration, whether reading is enough or documents also need to be written back, and how many processes you want to cover at the start. The integration itself is usually the smaller part of the project; the larger part is the processes we build on top of it. You receive a written quote after the audit.
Frequently asked questions
Can Comarch Optima be connected to AI?
Yes. We integrate with Comarch ERP Optima and connect an AI assistant and automations to it. We choose how to connect for your version and configuration during the audit, before we quote anything.
Can AI break anything in the accounts?
Not if the system is built properly. At the start the assistant only has read access. If later something should go into Optima, such as a draft order or a new customer, it goes through a person's approval.
Do we need to change our Optima version or buy extra modules?
Usually not. If your configuration needed an extra module or licence, you would see it in the quote before we start, not after the fact.
Does it work with Optima in the cloud?
Yes, we work with different Optima installation types. We check the details during the audit and tell you plainly what can be done in your configuration.
Do you also work with Comarch ERP XL?
XL is a different system, so we treat it as a separate project. The principle is the same: reading and drafts for approval first, automations after that. We agree the scope during the audit.
Where does the Optima data go?
The assistant only receives what a given task needs. We use AI services that don't use company data to train models, and a copy of the data, if one is needed, sits on infrastructure in the European Union or on your own premises.
Data security: nine principles we follow on every project.How we protect data
Let's see what your Optima can give you
A 65-minute call. We walk through how you work with Optima today, where data is retyped by hand and which way to connect to it is safe. You leave with a list of processes and a written quote.
Book a consultation