Andriy Pronchenko, CEO
card complete Service Bank AG
“Apollo.ai has fundamentally changed how we run governance at card complete. What used to consume significant administrative management time is now handled efficiently and transparently – allowing our board and leadership team to focus on what truly matters: strategy and growth.”
Loss of external minutes support, rising governance complexity, and a growing admin burden.
Fast pilot, then step-by-step rollout of Apollo.ai across every governance body.
-84% admin workload, -95% minutes effort, 110k€+ saved annually.
What began as an urgent operational necessity quickly evolved into a full-scale governance transformation. Faced with the sudden loss of external support for board minutes, card complete implemented Apollo.ai to ensure continuity. The outcome: a significantly more efficient, scalable, and transparent governance model – without increasing headcount. Administrative workload dropped 84%, minutes creation effort fell 95%, meeting duration shrank 73%, and close to 400 decisions are now processed annually via circular resolutions, all while introducing a new weekly committee at zero added admin headcount.
The transformation was not initiated as a strategic program, but as a response to a critical disruption. When external support for Supervisory Board minuting became unavailable, card complete faced an immediate challenge: ensuring continuity in legally compliant, audit-proof documentation.
At the same time, governance complexity was increasing significantly – a new weekly committee was introduced, the number of board participants and stakeholders continued to grow, and the volume of meetings, documentation, and decisions expanded rapidly. This created a structural challenge: the organization needed to maintain regulatory-grade documentation standards, improve coordination across multiple governance bodies, and scale operations without adding administrative overhead. What started as a gap quickly revealed a deeper need – a fundamentally different approach to governance operations.
Apollo.ai was introduced as a rapid-response solution, designed to stabilise operations immediately while leaving room for broader transformation. The implementation followed a deliberately pragmatic path: a focused pilot with limited scope and a fast validation cycle, immediate focus on minutes automation and documentation workflows, then a step-by-step rollout across every governance body – Supervisory Board, Management Board, Executive Committee, and additional committees.
Rather than a disruptive overhaul, Apollo.ai was embedded directly into existing processes, delivering value from day one. Within a short period, it evolved from a tactical fix into the central platform for governance operations.
One of the most immediate and measurable improvements occurred in minutes preparation. What used to take up to 6 person-days per Supervisory Board session now takes roughly 2.5 hours in total – a 95% reduction in time effort. Beyond speed, quality improved too, with standardised, consistent documentation, faster review and approval cycles, and fully audit-ready outputs. Minutes evolved from a resource-heavy obligation into a streamlined, reliable process.
Board Office operations experienced a fundamental shift, with administrative workload down 84% as manual coordination, follow-ups, and document handling were largely eliminated, and scheduling, preparation, and documentation significantly accelerated. This translated into a major structural advantage: governance operations scaled without adding administrative headcount.
A key transformation occurred beyond formal meetings. With Apollo.ai, circular resolutions – decisions made outside meetings – became a scalable governance mechanism, with volume increasing from roughly 40 to around 400 per year (projected) and time effort per decision down 95%. This enabled more decisions to be processed overall with the highest possible documentation quality, reduced dependency on formal meeting cycles, and greater responsiveness across governance bodies.
Meetings themselves became significantly more efficient, with average duration down 73% and preparation effort down 97%. For board members, this translated into roughly 27 person-days freed up per year – time previously spent on operational overhead that could now be redirected toward strategic discussions, decision-making quality, and business growth initiatives.
Despite increasing governance demands – including the introduction of a new weekly committee and significantly expanded governance volume – no additional administrative headcount was required. This is a critical proof point: the governance transformation was not only efficient, it was structurally scalable.
Regulatory and audit requirements were dramatically simplified, with audit trail exports reduced from hours of manual work to under 5 minutes, full transparency across governance processes, and consistent, traceable documentation across all bodies. This strengthened both internal control and external audit readiness.
Apollo.ai enabled card complete to transform governance from an administrative burden into a high-performance capability: -84% administrative workload, -95% minutes creation effort, -73% meeting duration, hundreds of decisions processed annually with minimal effort, and zero-headcount scaling of governance structures. Beyond the numbers, the shift is qualitative – governance is now faster, more transparent, and easily scalable.
The transformation also delivered clear and measurable financial impact. The significant reduction in administrative workload, minutes effort, and meeting duration translated directly into tangible cost savings and rapid amortisation of the platform investment: the investment was amortised within 2 months, generating over 110k EUR in direct, allocatable annual operational savings and clear, recurring cost reductions across governance operations.
At the same time, a substantial portion of the value goes beyond what is typically captured in financial calculations – executive and board time regained through shorter meetings, and faster decision-making cycles enabled by scalable, asynchronous circular resolutions. These factors represent a significant strategic upside and further strengthen the overall impact of the transformation.
This case illustrates how operational pressure can unlock transformation when paired with the right technology. What began as a reactive response to a critical gap evolved into a scalable governance model, a step-change in efficiency and transparency, and a significant increase in decision-making capacity. For regulated environments in particular, it demonstrates a powerful insight: governance excellence is no longer constrained by administrative effort – it can be designed, built, scaled, and sustained.
Join leading organisations running smarter governance with Apollo.ai.
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