Artificial intelligence applied to Italian SMEs

DialogSphere

DialogSphere started from a simple idea: artificial intelligence is genuinely useful when it solves a concrete, costly problem, not when it makes headlines. We are an Italian company and we work with Italian businesses, the kind that know their own problems well and have little time to waste.

We don't sell "AI" as a slogan. We build software a company switches on that, from the very first days, saves it hours on work that today ties up a real person. Technology matters, but to us it's a means: what counts is the time we give back to the people doing the work.

What we mean by "applied AI"

By applied AI we mean something precise: take a boring, repetitive, error-prone task, let the machine do it, and keep the person where their judgement actually matters. Not a magic box that decides for you, but a tool that does the heavy lifting and stops whenever it has a doubt.

In the back office of almost every trading company there's a mountain of documents to read and retype: orders, delivery notes, confirmations, invoices. It's quiet work that never shows up on the balance sheet but costs hours every day. That's exactly where applied AI makes the difference: it reads, understands and proposes the data; the person checks and approves.

Three principles guide everything we build:

• Concrete — it solves a problem the company has today, measurable in hours and in errors avoided.
• Verifiable — the final decision stays with a person, with the uncertain points highlighted.
• Secure — data stays in Europe, encrypted, with a record of every access.

Our product: Capture

Capture is the software where all of this comes together, and it's the heart of what we do today. Every day your company receives orders, delivery notes, confirmations and invoices: someone opens them one by one and retypes the data into the management system, line after line. Capture makes exactly this work disappear.

It turns those documents, just as they arrive, into data that's ready for your management system, with no one retyping anything by hand. It's not OCR and it doesn't replace your management system: it sits in between the documents you receive and the software you already use, and removes manual entry.

The document comes in however you prefer (a forwarded email, a PDF, a photo taken in the warehouse, a file in a cloud folder), artificial intelligence reads it and extracts the data, a set of checks makes sure everything adds up, and the verified data lands in your system. A person steps in only where there's a real doubt: control always stays with the people in charge.

This is the summary. How it works step by step, which documents it handles, how it connects to your management system and how it keeps data safe: it's all laid out on the page dedicated to Capture.

Who we work for

Capture is built for Italian small and medium businesses that receive a lot of documents from customers and suppliers and have to get them into a management system. The more the company grows, the more documents arrive, but the hours in the day stay the same: that's when the problem really bites.

They often recognise themselves in these situations:

• Distribution and wholesale, with dozens of orders and delivery notes a day from different suppliers.
• Manufacturing, where order confirmations and delivery notes have to be reconciled with what was ordered.
• Logistics and transport, with documents that are born in the warehouse, often as photos.
• B2B services, where the backlog of documents to record becomes a bottleneck.

The documents that go into Capture

Capture specialises in structured commercial documents, the ones with a header and line items, that waste the most time today:

• Purchase orders
• Delivery and transport notes
• Order confirmations
• Quotations and supplier offers
• Foreign suppliers' invoices (Italian e-invoices already arrive structured via SDI)

If your industry needs particular information, custom fields are added without disrupting anything. And when a delivery note comes in, Capture finds the linked order and compares, line by line, what arrived with what was ordered.

What changes, in practice

Putting Capture to work shows up immediately in the day of whoever handles documents, in a measurable way:

• Hours given back: the time spent retyping data goes to work that matters more.
• Fewer errors: no more typos discovered too late, downstream.
• No backlog: documents no longer pile up on the desk, not even on Monday morning.
• More control, not less: the operator only sees what needs attention, with the doubtful points already highlighted.

And the more the company grows, the bigger the advantage: documents can double without the work having to double too.