HERO Software für Handwerker Integration with meinGPT: Trade Digitalisation at the Highest Level | meinGPT | AI platform for companies

Introduction

HERO Software is a leading solution for trade businesses that covers every aspect of order processing – from invoicing software to order handling and quotation creation. As the test winner in the trade software category, HERO offers a comprehensive platform that lets tradespeople handle their office work in no time via drag and drop, including the ZUGFeRD standard, measurement taking, partial invoicing, post-calculation and GoBD compliance.

HERO is cloud-based software with a mobile app in which tradespeople can manage their projects and orders digitally – from first contact through execution to invoicing. Whether in the office at a PC or out on site on mobile, every employee is always up to date and can add project data, log working hours and manage appointments.

Integrating this powerful trade software with meinGPT's AI workflows opens up entirely new possibilities for trade businesses. By combining HERO's structured data management with meinGPT's AI-powered process automation, trade businesses can boost their efficiency, save time and secure a decisive competitive advantage.

In this blog post, you'll learn how the integration of HERO Software with meinGPT workflows works, what concrete benefits it offers, and how to make the most of this combination for your trade business.

Why integrate HERO Software with meinGPT?

HERO Software offers a holistic solution for trade businesses with features such as a project pipeline, quotation creation, invoicing, mobile time tracking, employee management, document management, a digital planning board and site planner. As cloud-based software with a mobile app, HERO enables businesses across all trades to digitalise their operations and do away with notes, faxes and paper files.

Integration with meinGPT complements these features with powerful AI processes that run on the GDPR-compliant meinGPT platform. While HERO provides the structured data foundation and process management, meinGPT brings advanced AI models and automated workflows that take over repetitive tasks and intelligently handle complex requirements.

The combination of HERO Software and meinGPT workflows creates unique added value for trade businesses:

Function area	What HERO Software offers	What meinGPT adds	Combined added value
Customer communication	Structured customer data and communication history	AI-powered text generation and analysis	Personalised, prompt communication in a consistent company tone
Quotation creation	Digital templates and item management	Intelligent text generation and data analysis	Faster, more precise and more compelling quotations
Project documentation	Mobile document capture and management	AI-powered evaluation and summarisation	Automated creation of meaningful reports and documentation
Process optimisation	Digital workflows and planning board	AI-based process analysis and optimisation	Continuous improvement of work processes through intelligent data analysis

HERO offers extensive API capabilities that enable integration with external services such as meinGPT. Via the Lead API or GraphQL, HERO can be connected to other systems – for example to automatically generate projects from a contact form or import enquiries from lead portals. These technical capabilities form the basis for seamless integration with meinGPT's AI workflows.

meinGPT is an AI platform specifically optimised for German and European companies, offering GDPR-compliant access to state-of-the-art AI technologies. As a central platform for all AI applications, meinGPT brings together various models and functions in a secure environment hosted in Europe.

The platform stands out through several core benefits:

GDPR compliance: All services are hosted in Europe and meet the strictest data protection requirements
Central AI platform: Access to all leading AI models through a single interface
Versatile AI tools: From text generation to meeting transcription to image and video generation
Tailored workflows: Automate recurring tasks with individual AI workflows
Enterprise integration: Seamless connection with existing systems and business processes
Expert support: Comprehensive advice and support with introducing and using the platform

A distinctive feature of meinGPT is its workflows, which make it possible to automate recurring tasks and make processes more efficient. Each workflow can be individually customised – from selecting the right AI model to defining specific variables and documents. This flexibility allows workflows to be precisely tailored to the requirements of your trade business.

Integration with Make (formerly Integromat) makes it possible to connect meinGPT workflows with over 1,000 apps and services – including HERO Software für Handwerker. With this integration, you can build visual automated workflows that link both platforms. You can choose from thousands of ready-made apps or use the no-code toolkit to connect apps that aren't yet in the library.

Key Use Cases: HERO Software and meinGPT in Action

1. Automated Quotation Creation with AI Support

The challenge: Everyday life in the trades often involves a lot of office work. When a quotation needs to be created, it usually takes many work steps. It would be desirable to have a faster solution to find all the data in one place and always work with current prices. The clear benefit: the tradesperson can create a quotation faster, and more orders can be processed.

The solution with HERO Software + meinGPT: The workflow begins in HERO, where a new customer enquiry arrives. Via the Make integration, this enquiry is automatically forwarded to a meinGPT workflow. Here, an AI model such as GPT-4o analyses the customer enquiry, identifies the services required and creates a compelling quotation text.

The meinGPT workflow uses variables such as {{Kundenname}}, {{Projektbeschreibung}} and {{Besonderheiten}}, which are populated from HERO data. Additionally, the workflow can access the meinGPT Data Vault, where your company policies, pricing strategies and text modules are stored, to always communicate in your company's tone.

The finished quotation can be created directly on site with the customer. If, for example, you want to install a new heating system, you select the appropriate heating type and manufacturer from the wholesaler's item catalogue, add these items to your invoice and place the delivery order immediately – with no detour via the office. Combined with a smartphone app, you always have all your master data in your pocket, ready at hand.

The AI-generated quotation text is then sent back to HERO, where it's inserted into the appropriate template and provided with the correct item data and prices.

The main benefit: Combining structured data from HERO with meinGPT's intelligent text generation leads to faster, more consistent and more compelling quotations. Preparation time is significantly reduced, and quotation quality rises thanks to AI support.

2. Intelligent Site Documentation and Report Creation

The challenge: Site documentation, project management, time tracking and internal company communication are essential but time-consuming tasks. Accompanying projects from the "new first contact" status through execution – where reports are created on mobile, digitally signed and various photos taken – through to completion requires a lot of manual work. Evaluating and summarising this data for customers and internal purposes is often laborious.

The solution with HERO Software + meinGPT: Employees capture site data as usual in the HERO app, including images for site documentation and notes, comments and drawings directly on the image. They create mobile documents such as site reports, work reports and acceptance protocols and have them signed on the spot.

Via the Make integration, this collected data is automatically sent to a meinGPT workflow. The workflow uses the Claude 3.7 Sonnet model to analyse the image data, evaluate the text data and automatically generate a structured, professional report.

The meinGPT workflow can create different types of reports depending on the target audience: detailed technical reports for the internal team, easy-to-understand summaries for customers, or formal documentation for regulatory purposes. The generated reports are saved back to HERO and available there for further use.

The main benefit: Automatic processing of site documentation saves considerable time while also improving the quality and consistency of reports. The AI can recognise patterns, identify potential problems and make sure no important details are overlooked.

3. AI-Powered Customer Enquiry Analysis and Prioritisation

The challenge: In a trade business, new customer enquiries arrive constantly, whether via contact forms on the website or through various lead portals. Manually assessing and prioritising these enquiries is time-consuming, and there's a risk that lucrative jobs get overlooked or handled too late.

The solution with HERO Software + meinGPT: With the appropriate interface, tradespeople can bring customer enquiries received via various portals into HERO. Tradespeople thus benefit from new enquiries and orders arriving automatically.

These enquiries are automatically forwarded to a meinGPT workflow via Make. The workflow uses the Perplexity Online model to analyse each enquiry and assess it against several criteria:

- Urgency of the order

- Potential order size

- Fit with the company profile

- Estimated profitability

- Geographic proximity to other orders

The workflow creates a detailed assessment of each enquiry and sends this information back to HERO, where it's assigned to the corresponding contact. Additionally, the workflow can automatically categorise and prioritise enquiries, so the team can immediately see which enquiries should be handled first.

The main benefit: AI-powered analysis enables an objective and consistent assessment of all incoming enquiries. This leads to efficient resource allocation, higher conversion rates and ultimately more revenue.

4. Automated Post-Calculation and Process Optimisation

The challenge: Post-calculation of projects is an essential but often neglected area in the trades. Simple time tracking is an important tool here, but analysing the captured data to improve future calculations requires time and expertise.

The solution with HERO Software + meinGPT: After a project is completed, all relevant data from HERO – including calculated and actual costs, time spent, material consumption and other expenses – is passed to a meinGPT workflow via Make.

The meinGPT workflow uses the o3-mini model, which is optimised for STEM tasks, to carry out a detailed analysis of the project data. The AI compares the plan with actual execution, identifies deviations and their causes, and generates concrete recommendations for future calculations.

The analysis includes:

- Comparison of planned and actual costs per cost item

- Identification of recurring deviation patterns

- Analysis of productivity factors

- Detection of optimisation potential

The results are delivered back to HERO in the form of a clear report and assigned to the corresponding project. The findings are also stored in the meinGPT Data Vault so they're automatically taken into account in future calculations.

The main benefit: Continuous, data-based optimisation of calculations leads to more accurate quotations, better predictability and higher margins. Over time, the system builds an increasingly precise model of operational performance, resulting in strategic competitive advantages.

Use case	Complexity level	Setup time	Maintenance effort	Ideal for
Automated quotation creation	Medium	1–2 days	Minimal	All trade businesses
Intelligent site documentation	High	2–3 days	Occasional adjustments	Construction and installation businesses
Customer enquiry analysis	Simple	0.5–1 day	Minimal	Businesses with high enquiry volume
Post-calculation and process optimisation	Medium–high	2–3 days	Regular review	Larger businesses, complex projects

Setting Up Your HERO Software and meinGPT Integration

The integration of HERO Software für Handwerker with meinGPT takes place via Make, where you can build visual automated workflows. Make offers a seamless connection between both platforms, with the HERO Software app directly supported and maintained by the provider. In Make, you can create custom HERO Software workflows by defining triggers, actions and search queries. A trigger is an event that starts the workflow, while an action represents the actual event.

The basic setup process involves the following steps:

Account setup: Make sure you have active accounts with both HERO Software and meinGPT.
Create a Make account: Sign up at Make.com and create a new scenario.
Add the HERO module: Search for "HERO Software für Handwerker" in Make's app list and add the module.
Add the meinGPT module: Also add the meinGPT module to your Make scenario.
Establish connections: Connect both modules to your respective accounts.
Define the workflow: Determine which events in HERO should trigger the workflow, which data is sent to meinGPT, and how the results flow back into HERO.
Test and optimise: Run test runs and optimise the workflow as needed.

For a detailed guide and further information on integrations, visit the meinGPT integrations page.

Comparing different integration approaches:

Integration type	Use case	Benefits	Setup effort	Recommended for
Make-based integration	Connecting HERO with meinGPT workflows	Visual design, no coding knowledge required	Low to medium	All business sizes, even without an IT department
Direct API integration	Deep integration into existing systems	Highest flexibility, individual customisation	High	Larger businesses with their own IT
Lead API usage	Automatic project creation from external sources	Simple implementation for specific requirements	Low	Businesses with high enquiry volume
Webhook-based integration	Event-driven actions	Fast implementation, modular structure	Low	Quick proofs of concept, simple workflows

Getting Maximum Value: Tips for Your HERO–meinGPT Workflows

To make the most of integrating HERO Software with meinGPT workflows, keep these tips in mind:

Choose the right AI model: meinGPT offers various specialised AI models:
Use GPT-4o for creative text creation and complex tasks such as quotation creation
Use Claude 3.7 Sonnet for technical analyses and documentation
Use o3-mini for calculations and data analysis
Use Perplexity Online for research and current information
Use variables effectively: meinGPT variables ({{Variable}}) allow flexible customisation of your workflows:
Define clear, specific variables for different data types from HERO
Use variables for recurring information such as customer data, project parameters or prices
Create selection variables for common options to speed up workflow execution
Integrate your company knowledge: The meinGPT Data Vault makes it possible to make specific trade knowledge available to your AI processes:
Store your calculation bases, typical project workflows and best practices
Integrate product catalogues, technical specifications and work instructions
Update the Data Vault regularly to benefit from continuous learning
Start with simple workflows: Begin with manageable automations and expand them step by step:
First implement a single use case and optimise it
Gather experience and feedback from your employees
Expand your workflows based on the insights gained
Optimise your prompts: How instructions to the AI are phrased is crucial for good results:
Be precise and specific in your requirements
Define clear output formats and expectations
Test different prompt variations to achieve optimal results

Frequently Asked Questions About the HERO–meinGPT Integration

Question: How secure is the integration of HERO Software with meinGPT for my company data?

Answer: HERO Software was developed in the European Union (EU) and is hosted there. According to the manufacturer, the software fully complies with GDPR. meinGPT is also specifically designed for GDPR compliance and hosts all services in Europe. Both platforms place the highest priority on data security.

Question: What technical requirements do I need for integrating HERO Software with meinGPT?

Answer: You only need active accounts with HERO Software and meinGPT, as well as a Make account for the integration. No special technical knowledge or hardware is required, as the integration takes place via Make's user-friendly interface.

Question: Can I also use the integration for complex, trade-specific use cases?

Answer: Yes, HERO Software can be used across all trades and works effectively both in HVAC (SHK) businesses and in photovoltaic installation. HVAC businesses particularly benefit from direct communication between the site and the office. You can write quotations and invoices in HERO in record time, whether you're an electrician or a roofer. Among other things, the import and export function for GAEB files ensures efficient work in the construction trade. Combined with meinGPT's flexible AI workflows, specific solutions can be developed for all trades.

Question: What are the costs for integrating HERO Software with meinGPT?

Answer: The costs are made up of the subscription fees for the individual services. HERO costs from 49 euros per month and user account in the "Starter" plan. Users get the full feature set with the "Pro" edition from 59 euros per month and licence. For businesses with more than 50 employees, HERO also offers the "Enterprise" plan. Pricing and terms for the Enterprise plan are available on request from HERO's sales team. The costs for meinGPT and Make depend on your chosen package. Check the respective pricing pages for current offers.

Question: How can I see whether the integration is right for my trade business before committing?

Answer: You can try HERO Software free for 14 days. The HERO team will show you in a no-obligation, personal demo how both larger trade businesses and self-employed tradespeople can benefit from the software. meinGPT also offers demo appointments where you can get to know the platform and its workflows. This lets you check the suitability of both systems for your specific requirements before you invest.

Question: What types of documents can be automatically created through the integration?

Answer: Through meinGPT's document output, various document types can be automatically generated, including quotations, reports, invoices, work instructions and analysis documents. These can be output as .docx, .pdf, .txt (for documents), .xlsx, .csv (for spreadsheets) or .pptx (for presentations) and integrated seamlessly into HERO's document management.

Conclusion

The integration of HERO Software für Handwerker with meinGPT workflows represents a new era of digitalisation in the trades. By combining HERO's comprehensive project management and documentation features with meinGPT's advanced AI capabilities, trade businesses can boost their efficiency, improve the quality of their services and gain a decisive competitive advantage.

HERO Software offers a simple and efficient digitalisation solution for your business. Through its innovative cloud technology and mobile app, it enables flexible access to project data and optimises workflows. HERO enables comprehensive handling of projects, from first contact to payment receipt, including document management. Integration with meinGPT extends these capabilities with intelligent automation, AI-powered analysis and advanced text generation.

The use cases presented – from automated quotation creation to intelligent site documentation to process optimisation – show the enormous potential of this integration. With relatively low setup effort, significant time and cost savings can be achieved, while at the same time the quality and consistency of work results improve.

At a time when the skilled labour shortage in the trades is becoming increasingly noticeable, the combination of HERO Software and meinGPT workflows offers the opportunity to conserve valuable resources and relieve the existing team. This allows your employees to focus on what really matters: high-quality craftsmanship and satisfied customers.

Take the Next Step with meinGPT

Ready to take your trade business's digitalisation to the next level? Here are your next steps:

Discover meinGPT and learn more about the GDPR-compliant AI platform for businesses
Book a personal demo to experience meinGPT workflows live
View case studies to see how other companies benefit from meinGPT
Contact the meinGPT team with questions about the integration with HERO Software
Check the pricing plans to find the right solution for your business

Take the opportunity to make your trade business fit for the digital future with the combination of HERO Software and meinGPT. Intelligent automation will relieve your team, optimise your processes and give your customers an even better experience.