AI and Business Automation for Companies: Chatbots, Workflows and Integrations

AI applied to a concrete process

AI projects that fail usually start from the technology: “we want a chatbot too.” The ones that work start from a process that eats up time every day: answering the same questions, copying invoices by hand, sorting emails manually. The question to ask first is which process to automate first.

Our principle is “start small”: one use case, a POC on real data, a clear decision on whether it is worth scaling. Only then do we build the full system.

Typical use cases for a services or distribution company:

• an assistant that answers customers based on your documentation and commercial policies, handing over to a colleague when a question falls outside the usual pattern;
• reading supplier invoices received by email and entering the data into the accounting software, with checks on the tax ID (CUI), total and date;
• classifying incoming requests and routing them automatically in the CRM to the right person;
• weekly reports generated automatically from existing data.

We keep the recurring cost of AI models under control through caching, routing simple questions to cheaper models and well-designed prompts. All of this appears in the monthly dashboard, alongside the success rate and user feedback.

Budget tiers

Tier	Duration	What’s included	Indicative price
AI POC	2 weeks	one process, real data, measurable result	from €2,500 + VAT
RAG chatbot in production	4–10 weeks	website or CRM integration, guardrails, logging	€4,000–€8,000 + VAT
Recurring AI model cost	monthly	depending on conversation volume	€50–€300/month + VAT

Production implementations include 3 months of maintenance and fine-tuning. Enterprise projects, with multi-agent systems, fine-tuned models or dedicated GPU infrastructure, are coordinated through our specialist brand ai-automated.eu.

Safety, data and transparency

A customer-facing AI assistant has to be verifiable: it must cite its source, admit what it doesn’t know and hand the conversation over to a person when needed. AI hallucinations can’t be eliminated entirely, but they can be limited with grounding in your documents, validation rules and human review.

On the regulatory side, the EU AI Act introduces obligations in stages, with a focus on transparency for chatbots and generated content. This information is general in nature and does not replace legal advice.

Marketing and CRM automation is covered separately under digital marketing and automation. The first step is a free workshop where we identify 2–3 candidate processes. Book your AI workshop.