Everything people ask us before getting started.

Ovia builds tailor-made artificial intelligence systems for professional firms and SMEs in Italy. They handle repetitive work, such as email, documents, calls, deadlines and new enquiries, while you and your team focus on clients. We don’t sell software to install: first we observe how you work, then we build the system around you.

In where we start. Anyone today can buy a subscription to an AI tool. The value lies in deciding what to automate, how to protect your clients’ data and how to measure the result. For us, strategy and security make the money; AI is the tool. That’s why every project starts from an analysis of your workflow, not from a product demo.

Mainly accountants, lawyers, payroll consultants and other professional firms, and SMEs handling many clients, cases or requests. The typical profile is a firm that loses hours every week sorting email, chasing documents or reconstructing what was said on the phone.

No. The Ovia method works the other way round: we connect the tools you already use (email, certified email, phone, folders, practice software) and build the system around your people. The repetitive work changes, not your professional habits.

That isn’t the goal, and it isn’t how we design systems. AI takes the repetitive work, such as sorting, transcribing, reminding and filling in forms, so the people in your firm can focus on what requires expertise and client relationships. Whoever does the work by hand today usually becomes the person supervising the system.

Ovia is a project of L3 Innovation Srl (VAT no. 02882330901), an Italian company. We work with a few clients at a time, because every system is built and supported to measure.

It’s the first step: thirty minutes on a video call about your real workflow. We look at where the time goes, what gets repeated and where information gets lost. At the end you know which tasks can be safely automated, how much time can be recovered and where it’s best to start. No jargon.

No. It’s an analysis with no obligation. If we see that we can deliver a measurable result, we suggest where to start. If not, we tell you frankly.

Nothing technical. It helps to have in mind the two or three tasks that waste the most time (for example email, chasing documents, phone calls) and a rough idea of how many people work on them. We’ll work out the rest together.

A snapshot of your firm: the tasks that can be automated, an estimate of the time that can be recovered and the best place to start. If you decide to go ahead, we prepare a proposal with measurable goals on that basis.

No. We use providers and configurations that exclude the use of data for model training, and we put it in writing. Your clients’ information stays in your system and isn’t read by anyone outside your firm.

We decide together in the project, based on how confidential your data is. Options range from the cloud with selected providers to a dedicated (on-premise) installation for firms that want the data on their own infrastructure.

Permissions are set person by person: only those handling a client or case can see it. The same goes for AI assistants: the system only answers with information the person asking is authorised to see. Every access is logged.

Not by default. The system prepares, you approve: no sensitive communication goes out without your yes. You can choose to automate only low-risk messages, such as receipt confirmations.

Yes, and it’s the most common risk. When a staff member pastes a client’s email or accounts into a public chatbot, the firm loses control over where that data goes. Banning everything rarely works. The solution is to give the team authorised tools, as convenient as the free ones, inside a secure perimeter.

From the start of the project, not at the end: privacy notices, legal bases, retention periods, access and data-processing roles are defined before any automation is switched on. For sensitive activities, such as call recording, we set up notices and procedures before starting.

Yes. Art. 13 of Italian Law 132/2025, in force since 10 October 2025, allows professionals to use AI for instrumental and support activities, provided that intellectual work remains predominant and the client is informed in clear language. Ovia systems are designed exactly this way: the system proposes, the professional decides. We cover it in detail in this article.

For intellectual professions in Italy, yes, under art. 13 of Law 132/2025. A clear clause in the engagement letter, referenced in the privacy notice, is usually enough. We help you set it up consistently with the systems you actually use.

For most uses in a professional firm it doesn’t impose heavy obligations, but it does require transparency: for example, anyone talking to a virtual assistant must know it’s an AI system. In our projects, assistants always introduce themselves as such.

Professional responsibility stays with the professional, which is why Ovia systems don’t decide for you. Every output goes through human review and, where possible, cites its source, so checking is quick and documented.

Seven systems that can be combined: Ovia Second Brain (the firm’s memory), Ovia Inbox (email), Ovia Lead Generation (new clients), Ovia Calls (from phone call to action), Ovia Documents (collection and reminders), Ovia AI-Ready Websites and Ovia CRM.

The one that solves the problem costing you the most. Often it’s email, document collection or the work after phone calls. That’s exactly what the Process Check is for: we start with one area, measure it, and the system only grows if it works.

Yes. Each system works on its own. But they’re designed to feed each other: calls and emails update the CRM, and Second Brain makes everything searchable. Many clients start with one and add others over time.

Yes. If a specific need emerges in the Process Check, for example a workflow particular to your sector, we assess frankly whether we can build something tailor-made with a measurable result.

Yes. We connect to the inboxes and channels you already use, PEC included, without asking you to migrate.

Where your software allows it, yes. When a direct connection isn’t possible, Ovia CRM acts as a dashboard alongside it, without replacing it.

Normally not. For in-person meetings we sometimes suggest a dedicated recorder, but we always choose the simplest option for the way you work.

We choose the most suitable and reliable models for each task, with configurations that exclude training on your data. AI is the engine, not the project: when a better model comes out we can switch without touching your way of working.

The data is yours. When the relationship ends we return your information in standard, reusable formats, as set out in the contract.

It depends on what we build, because every system is tailor-made. In general there’s a set-up fee and a monthly fee covering maintenance, updates and human support. We give you precise figures only after the Process Check, when we know what’s really needed and how much time it saves you.

Because an AI system isn’t a file you deliver and forget: it needs maintaining, updating when tools and models change, and improving based on how your team uses it. The fee covers that work and support from a real person.

We measure it. Every project starts from a measurable promise, such as hours recovered, response times or reminders eliminated, and we check it together after the first weeks. On each service page you’ll find a calculator for a first estimate in euros.

The first working core usually arrives 3–4 weeks after the Process Check, on one area and a small group of clients. We start small on purpose: first we measure, then we extend.

Very little, because the system mirrors the way you already work. We still run launch sessions with the people who’ll use it and, in the first weeks, monitor how it’s working together.

Us, a real person, not a call centre. Human support is part of the service and response times are set out in the contract.

No. We work with firms and companies all over Italy. The Process Check, design and support work perfectly well remotely.

A website designed to be found and cited not only by Google, but also by assistants such as ChatGPT, Gemini, Perplexity and Google’s AI answers. Clear content, structured data and direct answers to your clients’ real questions, with an assistant that answers and books for you.

No, and be wary of anyone who does: nobody controls search engines or AI. We can measurably increase the likelihood of being found and cited, with documented methods, and show you the results month by month.

Yes. For websites we start with a free demo using your content, ready in about 48 hours: you look at it calmly and only decide afterwards. Details for professional firms and local businesses.

Not always. After an analysis we tell you frankly whether it’s better to improve the existing site or rebuild it. Often, adding service pages, FAQs and structured data to a technically sound site is enough.