G2

Verified User in Architecture & Planning

Mid-Market (51-1000 emp.)

8/30/2026

"Reliable AI Assistant with Room for Improvement"

4/5

What do you like best about rudi?

What I appreciate most about rudi is that it functions as a private business‑focused AI assistant that only trains on our internal firm documents, instead of pulling generic public‑web information. I’m Vanio Babo, Digital Mar‑Tech & Client Relations Coordinator at StadtPlanwerk Berlin GmbH, our 274‑person architecture and planning practice based in Berlin. Before adopting this tool, we relied entirely on our old Zoho Bigin chatbot. I still remember our bad experience with Nordbau Immobilien. They reached out to us during an intense public tender phase, asking detailed questions about mixed‑use development requirements. Our old bot could only send pre‑written static replies and could not reference our tender documentation. Our whole team was swamped with bid preparation work, and we nearly lost that promising developer lead entirely. Now rudi draws answers exclusively from our uploaded tender guidelines, project case studies and service descriptions. It runs 24‑7 on our website, answering routine questions from property developers and municipal clients about our planning scopes and tender entry conditions. When visitors show real project interest, it gathers their contact information and pushes qualified lead records over to Teamwork CRM. Our business‑development team gets complete context before they reach out to prospects such as BauKonzept Berlin GmbH. Beyond external visitor support, it works great for our internal staff too. Previously, team members would spend hours digging through stacked PDF folders to pull clauses from archived tender files. Now colleagues can ask rudi directly and retrieve those document extracts within seconds. For a German‑based architecture firm handling lots of sensitive tender and client data, its private training architecture is a huge win. Our confidential project materials never leak into public AI datasets, which keeps us aligned with GDPR obligations. We still manually double‑check every AI output and incoming lead. Even with that extra QA step, rudi strengthens our off‑hours lead capture and cuts down tedious document‑hunting work, keeping our client‑facing workflows stable even when everyone is buried under tender deadlines and subcontractor coordination tasks. Review collected by and hosted on G2.com.

What do you dislike about rudi?

There are several persistent pain points with rudi that create regular manual overhead for me at StadtPlanwerk Berlin GmbH, our 274‑employee Berlin architecture and planning firm. The most annoying issue is inconsistent CRM custom‑field mapping when lead data flows into Teamwork CRM. When property developers fill out project‑related questions within the chat session, high‑priority B2B fields including planned project size, development type and estimated construction timeline often do not transfer over completely. We ran into this exact problem with prospect BauKonzept Berlin GmbH. Rudi captured their basic name and email address, yet dropped their key mixed‑use project dimension details. I spotted the missing information during my weekly cross‑check between chat logs and CRM entries. If I had overlooked this error, our business‑development colleagues would have followed up without critical project background and weakened our first‑point conversation. To make matters worse, there is zero native notification system; rudi will not alert me when a sync job partially fails, so I have to carry out manual comparisons week after week. On top of sync troubles, rudi lacks built‑in GDPR‑oriented workflow validation. It cannot flag chat sequences that collect visitor data without valid opt‑in consent disclosures. Every chat flow and knowledge‑base document needs full manual QA from our compliance officer ahead of our quarterly GDPR audits. Pulling multi‑month conversation logs for internal business reviews also triggers frequent export time‑outs. Once I attempted to export six‑months’ worth of chat interactions covering our busy tender season, the export failed three times. I had to download several smaller batches and merge them manually, and all attached CRM lead metadata got stripped in the process. I was forced to add traceability data line‑by‑line to reconstruct our audit trail. These flaws don’t break the tool completely, but they pile up extra repetitive work for our already stretched‑thin business‑development group. Review collected by and hosted on G2.com.

What problems is rudi solving and how is that benefiting you?

Before rudi went live for our firm StadtPlanwerk Berlin GmbH, our website lead workflows were pretty limited. Back then we depended on Bigin by Zoho CRM’s basic chatbot and ordinary web contact forms. I clearly recall what happened with prospect Nordbau Immobilien. They submitted an inquiry for mixed‑use urban planning services right when our whole team was deep in a large public‑sector tender cycle. Our chatbot could not answer their specific tender‑related questions, and our staff were too occupied preparing bid submissions and coordinating engineering subcontractors to respond quickly. Their inquiry sat idle, and we almost lost this valuable B2B prospect. Outside of risking lead loss, our team wasted countless working hours manually sifting through large PDF archives of old tender contracts and completed‑project references to answer repeated questions from developers and municipal stakeholders. After‑hours website visitors had zero way to get useful responses; interested parties would simply leave our site and often reach out to competing architecture companies instead. Rudi addresses those real‑world operational headaches. It handles initial B2B project inquiries around the clock, answers repetitive technical and tender‑focused questions, and qualifies promising leads before pushing them into Teamwork CRM. As we saw with BauKonzept Berlin GmbH, it captures prospect context during chat conversations. Internally, our team can quickly retrieve excerpts from historical tender documents without sorting through massive file directories. For our business, the practical advantages are clear. High‑value developer and public‑sector leads no longer fall through the cracks during our busiest tender seasons. It eases the workload of our overloaded business‑development team. We still validate every lead and AI reply manually to maintain GDPR compliance, but our overall prospect‑handling efficiency has improved significantly. Review collected by and hosted on G2.com.