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The Company
Optalio GmbH is a technology company based in Hesse that develops an AI-powered
SaaS platform for intelligent production planning and machine monitoring. The
Optalio 360° platform enables manufacturing companies to plan their production in real-time
against finite capacities, eliminate bottlenecks, and prevent unplanned downtime through Predictive
Maintenance. The software schedules up to several
hundred orders in less than five minutes and achieves a throughput increase for customers
of up to 38 percent.
The product is backed by continuous research and development focusing on two central pillars:
intelligent production planning with data integration and heuristic
optimization methods, and a monitoring suite for machine failure prediction and
quality control.
The Challenge
Optalio continuously invests in the further development of its platform and was aware that the
research grant was generally applicable. However, the company had never before
submitted a funding application. The initial attempt to find a consulting partner for the
application process was disappointing: another provider declined to work
with Optalio, despite the clear funding potential.
The matter was subsequently put on hold, despite the existing funding potential. The
technical preparation of one's own R&D activities for funding requires specific expertise,
which is simply not available in the day-to-day operations of a growing software company.
The Decision for re:fund
Contact with re:fund was established through a personal recommendation from their investor network.
Right from the first conversation, it became clear: company size and funding volume are
not exclusion criteria for the R&D tax allowance.
Three things convinced Benedikt Sturm, Managing Partner and CTO of Optalio:
1. The realistic assessment of the probability of success right from the first meeting.
2. The willingness to work professionally even with startup-sized companies.
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3. The success-fee model, where both parties pursue the same goal and re:fund
is only compensated upon success.
The Collaboration with re:fund
The collaboration was structured into three phases. During the strategic application planning with
Marten Pieper, two separate funding applications were structured: one for intelligent
production planning and one for the monitoring suite. During the detailed preparation with Elisabeth Teske
and technical consultant Erik Steinhöfel, the work packages were defined, the
hour allocations were created, and the application texts were formulated. This allowed Optalio to
focus on the substantive contributions without having to manage the process themselves.
The straightforward working method was particularly appreciated. Optalio was able to provide all documents
in whatever format was readily available, be it Word, Excel, or email. Elisabeth's
message was clear:
“She said: Just send it to me, and we’ll take care of the rest
from there.”
— Benedikt Sturm on the collaboration with Elisabeth Teske
Feedback typically arrived on the same day, or within 24 hours at the latest.
They were always available by phone for any content-related questions. The
re:fund team's technical understanding meant that Benedikt Sturm, as CTO,
didn't have to start from scratch to explain the innovations behind the platform. The
resulting application texts were logically coherent and accurately reflected the actual
research work.
“The collaboration was worthwhile because it's in your interest to provide a valid assessment at the outset of the likelihood of the funding being successful. Neither you nor we benefit if it isn't successful.”
— Benedikt Sturm, Managing Partner & CTO, Optalio GmbH
What Benedikt Sturm particularly highlights: a good assessment of whether the funding goal
is achievable. Clear, consistent, and pleasant communication. And targeted
follow-up questions: "You don't extract so much information from us that we lose interest in
providing more; instead, you know exactly when you have enough and ask targeted
questions."
The Result
The BSFZ reviewed both projects and certified them as almost fully eligible for funding. With the exception
of one external contractor, all requested activities and personnel
were approved. The full certification of both projects means that Optalio can
claim the research grant based on the requested personnel costs.
The application was submitted at the end of 2025 and covers the assessment period from 2021 through
2026. Documentation for previous financial years is currently being
prepared, and the annual financial statements are in preparation, so that payment can be made promptly.
Further projects for the future are already in planning.
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