AI automation for Belgian companies

Where Belgian teams lose time

Small and mid-size Belgian firms often run on a mix of email, spreadsheets, an accounting package and a CRM. Staff retype supplier invoices, copy enquiries into a CRM, chase missing documents and write the same replies in two languages. These tasks are repetitive and rule-bound, which makes them good candidates. They are not glamorous, and that is the point: the best first automation is the dull one that eats five hours a week.

Processes we automate

Our n8n automation service and the n8n workflow templates show common building blocks.

Belgian specifics

• Invoices and VAT. Belgian invoices carry VAT numbers and rates such as 21%, 12% and 6%, and credit notes need care. Belgium is moving B2B invoicing toward structured e-invoices over the Peppol network, so ask your accountant which format your flows must handle before we design the invoice step.
• Language. Emails and documents arrive in Dutch, French and sometimes German or English. We test extraction and drafting in each language and keep a glossary of your terms.
• Tools. We connect common accounting, CRM, ERP and helpdesk tools through their APIs where available, including Odoo, a Belgian ERP many local firms use. Availability depends on your plan.
• GDPR. The Belgian Data Protection Authority (APD/GBA) enforces it. We minimize personal data in prompts, keep logs short and agree a processing contract with each AI provider.

None of this is legal or tax advice. Your lawyer and accountant confirm the rules for your case.

Build choices: n8n, Make or code

n8n suits teams that want self-hosting and complex logic. Make and Zapier suit simple flows that business staff will edit. Custom code suits high volume or unusual systems. We pick by who will maintain the workflow after launch. See n8n vs Make and AI automation vs RPA for background. AI models read messy text well but can be wrong, so every flow has a confidence rule: below a threshold, the item goes to a person.

How a project runs

1. Map the processWe sit through the current steps on a call and note exceptions.
2. Build a pilotOne workflow, on a copy of your data first.
3. Test with real casesA set of past items in each language, scored for accuracy.
4. Go live with approvalsAlerts, logs and a manual fallback.
5. ReviewTime saved, errors and cost, then the next process.

We are remote. Belgium is 3.5 hours behind India in summer and 4.5 hours in winter, so calls fit your morning. One lead runs the project.

Risks and how we limit them

Automation fails in predictable ways. A model misreads a scan, an API changes, a field is empty or a rule meets a case nobody planned for. We design for these from the start rather than hoping they will not occur.

• Every run is logged with the input, the output and the decision taken, so a person can trace an error.
• Failed runs raise an alert to a named person, not to a shared inbox no one reads.
• Write actions, such as posting an invoice or sending an email, start in draft mode and move to automatic only when the pilot results justify it.
• Credentials are stored in the tool's secret store, with the least access each workflow needs.
• Each workflow has a short document: what it does, who owns it, and how to switch it off.

This documentation matters when staff change. A workflow nobody understands is a liability, so we write it for the person who will inherit it, not for the developer who built it.

Pricing

Projects start at $1,500 and our rate is $30 an hour, in US dollars. A single workflow with two or three connected tools sits near the start. Price rises with the number of systems, document types, languages and testing needed. Model usage and tool subscriptions are billed by those providers. See the AI automation cost guide, the ROI calculator and our service page. A Belgian VAT-registered buyer normally reverse-charges VAT at 21% on our services; confirm with your accountant.