Frequently asked questions

Cloud or your own server – which is better?

Both are possible. The cloud is faster to start and cheaper to run. Your own server makes sense when internal policies or regulations require it – but then maintenance and availability are on you.

Can existing customer data be migrated?

Yes – from Excel, Outlook, a database or a legacy system. The effort rarely lies in the import itself but in cleaning up: duplicates and inconsistent spellings should be resolved first, otherwise the mess moves along with the data.

Can the CRM be connected to email, calendar and invoicing?

Yes. Through interfaces we connect mailboxes, calendars, accounting, ERP systems and web shops, so data only has to be entered once.

What is Ouhud CRM?

Ouhud CRM brings contacts, sales processes, tasks, appointments and reporting together in one platform. It is tailored to each company instead of shipped as a finished product. Available at crm.ouhud.com.

Should I build CRM software or buy one?

Buying is faster at the beginning. Custom development becomes valuable when your processes strongly differ from standard CRM workflows or require deep integrations.

When is custom CRM development more economical than standard CRM?

When recurring workarounds consume time, reduce data quality, or strategic processes cannot be mapped cleanly.

Can we migrate from standard CRM to custom software later?

Yes. With clean data migration and a phased transfer of core functions, a controlled transition is very feasible.

What does CRM development cost?

Depending on process depth and integrations, projects often range from EUR 15,000 to EUR 120,000.

Can an existing CRM be extended?

Yes. We extend existing systems through modules, API bridges, or dedicated portals without replacing everything.

Which functions matter most?

Pipeline transparency, task logic, clean contact history, automation, and reliable reporting are usually the key drivers.

Can dynamic QR codes be used in compliance with the GDPR?

Yes, if the analytics are set up properly. Scanning produces an IP address, which is generally treated as personal data. Plain counting without recognition can rest on legitimate interest; recognising devices or building profiles requires consent.

Can QR code scans be analysed?

With dynamic codes, yes: number of scans, time, approximate location and device type. Static codes cannot be measured at all because no server is involved.

Can the destination of a printed QR code be changed afterwards?

With dynamic codes, yes, at any time. With static codes, no – and a printed static code cannot be turned into a dynamic one later. That decision has to be made before printing.

What is the difference between static and dynamic QR codes?

A static code carries the destination inside the pattern – once printed it cannot be changed and cannot be measured. A dynamic code redirects through a server: the target can be changed anytime, scans can be counted, and the pattern stays coarse and easy to scan.

What is a dynamic QR code?

A dynamic QR code does not contain the destination itself but a short redirect address. The actual target sits on a server and can be changed at any time without reprinting the code.

Does the e-invoicing obligation also apply in Switzerland?

There is no general obligation for business-to-business transactions in Switzerland. Electronic invoicing is only mandatory for suppliers to the federal administration above a contract value of CHF 5,000. The QR-bill is a separate matter: it is a payment instrument, not an e-invoice.

What is the difference between XRechnung and ZUGFeRD?

XRechnung is a pure XML file with no visual form and is the usual route for public authorities. ZUGFeRD is a PDF with embedded XML – readable by people and software alike. Both meet the requirement, but ZUGFeRD only from profile EN 16931 upwards.

Is a PDF invoice enough to count as an e-invoice?

No. A PDF is readable for people but for software it is just an image of letters. Without structured data it does not qualify as an e-invoice – not even when sent by email.

When does e-invoicing become mandatory in Germany?

Every domestic company has had to be able to receive e-invoices since 1 January 2025 – with no transition period. For issuing: from 1 January 2027 for companies with more than EUR 800,000 turnover in the previous year, and from 1 January 2028 for all domestic B2B transactions.

What is an electronic invoice?

An e-invoice is an invoice in a structured format that machines can read and that complies with the EN 16931 standard. A scanned document or an ordinary PDF does not meet that requirement.

Who is HealthFusion for?

For medical practices, private practices and health centres that want patient administration, appointments, documentation and team workflows in one system instead of several side by side.

Which tasks does HealthFusion take over automatically?

Appointment reminders, follow-ups, document assignment, status notifications and recurring reports run automatically. The principle behind it: automate what repeats and involves no judgement. Anything requiring clinical assessment stays with the care team.

How does AI support documentation in the practice?

AI can structure free text, prepare findings and letters, and summarise long documents with a reference to the source passage. It produces suggestions, not entries: every text is released by a person. That separation is not optional – it is what keeps the software from making a medical decision.

Who is liable if an AI suggestion is wrong?

Clinical responsibility always remains with the care team. That is exactly why HealthFusion is built so that every AI suggestion is visibly marked as a suggestion and only enters the record after approval. Software that makes medical decisions itself would be a medical device and would need a conformity procedure.

Does HealthFusion run in the cloud or in the practice?

HealthFusion is designed as a cloud application – no server in the practice, with updates and backups handled in operation. Where internal policies require it, running on your own infrastructure is possible in principle; maintenance and availability are then on your side.

What about the connection to the German telematics infrastructure?

For regular practice operation in Germany, a connection to the telematics infrastructure is required. It is part of our development goal but depends on an approval by gematik, which is not in place. As long as that is missing, HealthFusion does not replace an approved practice management system.

Can HealthFusion replace an existing practice software?

Not completely at this stage – see the question on the telematics infrastructure. What HealthFusion is useful for today is everything alongside the practice management system: appointment organisation, internal workflows, document management and team communication.

How is patient data protected?

Health data falls under the special categories of personal data in Art. 9 GDPR. Encryption, role-based access restrictions and complete audit logging are therefore mandatory – as is medical confidentiality under § 203 of the German Criminal Code, which also binds service providers.

Is HealthFusion an approved medical device?

No. HealthFusion is a research and development project and is not offered as a diagnostic or therapeutic system. As long as no conformity assessment under EU Regulation 2017/745 exists, its use is limited to administration and documentation. We state this explicitly because this line is often blurred in our industry.

What is Ouhud HealthFusion?

HealthFusion is our practice software for patient administration, appointments, documentation and team workflows – cloud-based, with a role and permission model.

What is AI-supported automation?

Classic automation follows fixed rules: "if subject X, then folder Y." AI comes in where the input is unstructured – a freely written email, a scanned delivery note, a set of minutes. The model provides an assessment, not a certainty. Everything around it stays conventional software with clear rules and a review step.

Which AI models do you use?

It depends on the task and the data: cloud models such as OpenAI GPT or Anthropic Claude when quality matters and the data is uncritical – or open models such as Llama and Qwen on your own hardware when data must not leave the building. The choice follows the use case, not a preference.

Does our data stay with us?

That is your decision. With a cloud provider, their terms apply and a data processing agreement is required. With a model on your own or rented hardware, no request leaves your environment. A middle path is often sensible: pre-process and redact sensitive parts locally, send the rest externally.

When is your own AI server worth it?

When you regularly process data that must not leave the building, when volume is high enough for per-request cost to matter, or when a regulation rules out processing outside the EU. Against it: low volume, very high quality requirements, and no one to run it – an AI server is not a device you set up and forget.

How do you deal with wrong AI answers?

Language models occasionally invent statements that sound plausible. No promise helps against that – only architecture: answers are backed by sources from your own documents, the model states how confident it is, and anything below a defined threshold goes to a person for review. Every decision is logged.

Where should AI not decide?

Wherever a wrong assessment costs money, legal standing or trust: creditworthiness, terminations, medical questions, legal advice. Here a model may assist but not decide. For fully automated decisions with significant effect, Art. 22 GDPR also applies – a human review step is then generally mandatory.

What does the EU AI Act change for our company?

From 2 August 2026 the transparency obligations under Article 50 apply: chatbots must identify themselves as such, and artificially generated content must be labelled. The broader obligations for high-risk applications were postponed in July 2026 – to December 2027 and August 2028 respectively. For most companies, only the labelling is relevant for now.

How do you start with AI in a company sensibly?

With the step that occurs most often and costs the most time – not the technically most exciting one. A process that fires ten times a day is worth more than five that run once a quarter. Then measure whether it actually saves time, and only then expand.

Which processes are suitable for automation?

Mainly repetitive, rule-based tasks with clear inputs: document processing, FAQ support, classification, routing, and pre-checks.

How quickly do you see results?

A first pilot is often possible in 2 to 6 weeks. After that, scaling happens step by step based on real data.

How does the solution stay controllable?

With human-in-the-loop, monitoring, thresholds, and clear fallback processes, automation remains reliable and controllable.

How do I scale a digital business?

Three key levers: automated core processes, a reliable data foundation, and modular architecture for rapid extension.

What are the concrete benefits of digital transformation?

Typical outcomes are shorter cycle times, fewer errors, better data quality, and teams that scale more efficiently.

Do you support digital transformation projects?

Yes. We support you from the idea to a professional system – including planning, development, integration and training.

What does a typical project look like?

Analysis → Prototype → Development → Testing → Delivery → Ongoing support.

How much does a web development agency cost?

Depending on scope, projects usually range from €5,000 to €80,000. Small portals start lower, while complex platforms with roles, integrations and automation are significantly higher.

How long does a web project take?

An MVP is often realistic in 6 to 12 weeks. Larger systems with multiple integrations and role models usually take 3 to 9 months.

Do you also take over existing projects?

Yes. We can analyze, stabilize, and gradually further develop existing applications without rebuilding everything from scratch.

Fixed price or time-and-material — which is better?

A fixed price works well for clearly defined scope. For dynamic requirements, time-and-material with clear prioritization is often more economical.

How can I reduce project costs early?

Use a clearly scoped MVP, gather early user feedback, and prioritize core features consistently.

Do you use templates?

No. We build fully custom software, tailored to your company – without templates or website builders.

How do you ensure modern and user-friendly design?

We create a UI/UX concept and analyze your workflows to deliver a clear, intuitive and modern interface.

Are your systems scalable?

Yes, all our systems are built to grow with your business.

What are the advantages of custom software over standard software?

Custom software fits your processes, reduces workarounds, integrates deeper into your stack, and stays flexible as your business evolves.

Laravel or WordPress — which is better for B2B projects?

WordPress is suitable for content-heavy websites. For B2B systems with roles, APIs, and custom business logic, Laravel is usually more robust and scalable.

What is an API — simply explained?

An API is an interface that lets systems exchange data in a structured way. Example: your shop reads inventory from ERP without direct database access.

How does a project start with you?

We begin with a free consultation. Afterwards, you receive an initial design or prototype – completely non-binding and without advance payment.

Do you offer a quality and functionality guarantee?

Yes. Every system (CRM, web app, API, automation) includes a full functionality guarantee. Errors are fixed free of charge.

Can I request additional features later?

Absolutely. Our systems are fully modular and can be expanded at any time.

How do I choose the right software agency?

Look for proven references, a clear proposal with deliverables, and transparent post-launch operating costs.

How fast do you respond to emergencies?

Very fast. Critical issues are handled immediately with highest priority.

Do you offer long-term support?

Yes. We provide updates, security monitoring, optimizations and continuous improvement.