Incoming invoices
Check, match to the order, flag deviations, submit for approval.
LeanRoutine
The office staff you cannot find.
Routines check invoices, sort receipts and chase open items. In Outlook, Excel, DATEV and trade software. No system change. Process first. Automation second.
88 projects since 2012 · BMW · Faber-Castell · Hörmann Automotive
Start
Four doors. One decision.
No long scroll required. Check first — a call if you want one.
The problem
Paperwork does not run on the side. It eats the evening.
No one to hire
An office worker you can neither find nor afford.
Receipts, for the third time
The tax adviser asks. Again. The box is full.
The variation order never written
The work is done. The invoice is not.
E-Rechnung 2027
Anyone who only changes the format does the work twice.
The product
LeanRoutine takes over the manual steps for which you would not hire anyone.
The usual way out is to look for a person. The other way: routines that run in your existing environment. No migration. No agency between you and the work.
No system change
Outlook, Excel, DATEV, trade software and WhatsApp stay. The routines sit on top of them — no data migration, no months of implementation.
Your data stay with you
No server holding your receipts. The routines run in your environment. You can revoke access at any time.
You keep control
Anything that touches money or deadlines is confirmed by a person in your firm. The routine prepares. It does not decide.
The sequence
Anyone who automates a poor process gets a poor process — only faster.
01
Omit
Does this step need to exist at all?
02
Simplify
If yes — can it be shorter?
03
Standardise
Does everyone do it the same way?
04
Automate
Only then does a routine take over.
The toolkit
Seven routines that arise in every business.
Receipts
Capture, sort, check completeness, hand over in structured form to the tax adviser.
Quotes
Create from your templates and prices. Follow up before the matter goes cold.
Collections
Track open items, prepare reminders, observe escalation stages.
Filing
File documents and keep them findable — traceable and stored unaltered.
Time tracking
Consolidate hours, highlight variances, prepare month-end.
Reports
Produce recurring analyses instead of assembling them from scratch every time.
Live calculation
How much time sits with you?
Hours per week, 45 working weeks, 55 percent removable. The figure is an estimate. The Kurz-Check calculates with your own inputs.
Half office, half productive — the average of the two rates
540
admin hours / year
297
of which removable (55 %)
€8,600
calculated annual value
Your world
Outlook. Excel. DATEV. WhatsApp. Trade software.
I am not selling you a new platform. The routines work with what you already have. The technology stays invisible — as a good process should.
A figure you can recalculate
Ten people. 1,600 hours. €21,000 you do not hire.
Sample construction firm: owner, master craftsman, two foremen, one office worker, five trade staff. Calculated, not measured. Every assumption is in the calculation path.
1,600
hours a year that nobody pays for today
€21,000
half an office position you do not fill
€27,500
additional output if 40 % of the time is sold
Deadline
E-Rechnung 2027 is not a software question.
You have had to receive e-invoices since 2025. You must issue them from 2027 if you exceed €800,000. Anyone who only switches format does the work twice. Anyone who automates invoice intake at the same time does it once.
Applies to businesses in Germany.
What clients say
About the method. Not about the subscription.
LeanRoutine is new. The first businesses are just starting. The quotations come from 88 consulting projects since 2012 — the same sequence, a different delivery path.
“Mr Kubenz is able, in a very short time, to analyse complex administrative processes and interrelations in detail.”
Controller, Lean Administration · D. Lechner GmbH
“The systematic approach revealed many improvement potentials, which were then translated into implementation measures.”
Head of Corporate Systems · Hörmann Automotive Gustavsburg
“In a very short time he managed to present complex interrelations in simplified form using practical examples.”
Lecturer in Production Economics · Hochschule Koblenz
“Step by step he enabled us to optimise processes ourselves. With great perseverance and persistent questioning he jointly optimised core processes with our staff.”
Managing Director · VSA Mittelbaden
Quotations translated from German.
BMW · eleven projects, 2014–2023Faber-Castell · Lean transformationHörmann Automotive · Lean AdministrationD. Lechner · Target-process design
Further fields
Consulting, seminars and the book continue.
Many businesses do not need a project; they need lasting relief — that is what LeanRoutine is for. Anyone who needs a project will find it here.
News
21.09.2026
E-Rechnung: what 2027 brings — and what you must already be able to do today
The duty to receive has applied since 2025. The duty to issue applies from 2027 for businesses above €800,000. Most will handle this in isolation. That is a wasted opportunity.
21.09.2026
Why AI projects fail in the Mittelstand
Anyone who automates a poor process gets a poor process — only faster. The sequence decides.
21.09.2026
What administration really costs in a ten-person firm
Not the average across all heads. Calculated by role: owner, master craftsman, foreman, office, trade staff.
Next step
Fifteen minutes. Nine questions. Then one figure.
After that you know how much time sits with you — and which routine pays first. If it does not add up, I will tell you. What it costs we discuss afterwards — then the amount sits next to the saving.