AI automation agency Netherlands: assistants and flows you can audit
ALTAI Digital is an AI automation agency serving small and mid-sized businesses in the Netherlands from Rotterdam and Istanbul. We build chatbots and voice assistants that answer only from your own sources, workflows documented with their triggers and error behaviour, and CRM setups that keep enquiries in one record. Where personal data is processed is written down at setup, in line with GDPR, and flows are handed over in your own accounts.
Dutch small businesses tend to be well organised and still lose hours to the same handful of tasks. A quote that is rebuilt every week from numbers another system already holds. An inbox where Dutch, English and German requests arrive together. A planning spreadsheet that two people keep in parallel because neither trusts the other copy. None of this needs a new department; it needs the repetitive part taken out.
We work in one-flow steps. The first week is discovery: which requests repeat, who carries them, which systems they touch and what number would show an improvement. The output is a written report with a route. Then a single flow goes live and is measured against that number. Once it is trusted, the next flow takes days rather than weeks.
For businesses here, two questions usually come before the tooling. The first is where data is processed: n8n can run on your own server so records never leave it, and when a cloud tool is used, which fields go there is written down. The second is who owns the result: flows live in your accounts, documented, so your team or another supplier can continue them.
Dutch regulators expect you to know both of those answers. The Autoriteit Persoonsgegevens supervises data protection here, and the obligations sit with you as the controller, not with your supplier. We write the processing locations into the handover document rather than leaving them in a tool nobody opens. Customer-facing text is delivered in Dutch with a native reviewer; we work in English and Turkish internally.
What goes wrong today
- 01
The same quote, rebuilt every week
Prices, quantities and customer details already sit in a system, yet the document is assembled by hand each time. The work is dull, it takes an afternoon and a wrong figure is only spotted by the customer.
- 02
Three languages, one inbox
Requests arrive in Dutch, English and German. Replies wait for whoever reads that language, and the queue grows behind one person's calendar.
- 03
Planning kept twice
Two people maintain two versions of the same planning sheet because the systems do not talk. When the versions disagree, the argument costs more than the task.
- 04
Nobody knows which fields left the building
Customer data flows into several cloud tools and the list was never written down. During a review or a customer's due diligence, that question turns into days of work.
- 05
An automation nobody can maintain
A flow was built once, in a tool with no documentation, by someone who has left. When a connection changed it stopped quietly and the team went back to doing it by hand.
- 06
AI pilots that never reached customers
A model was tested, a demo was shown and nothing was connected to the real inbox. The pilot ends and the same work continues, now with the feeling that AI does not apply here.
Scope of the build
Discovery with a written route
In the first week we map repeated requests, the systems behind them and their owners. You receive a report naming the first flow, the systems to connect and the number that will show whether it worked. Nothing is built before that report is agreed.
Assistants that answer from your sources
Chatbots and voice assistants speak only from your service list, hours, policies and documents. A question with no answer there goes to a person with a summary, and customers are told they are talking to a bot.
Workflows with documentation
Each flow is written down with its trigger, steps and error behaviour. Tool choice is justified in writing: n8n when data must stay on your own server, Make for visual flows of medium complexity, Zapier for simple links between common tools.
Processing locations on paper
Which field is processed where is written into the handover document. Sensitive fields stay out of cloud flows entirely. Conversations and records are not used to train models, and your obligations as controller stay visible rather than buried.
Enquiries and customer records
Requests from email, forms and WhatsApp land in one list and are assigned to a person. Reply drafts come from your own sources and wait in an approval queue, so nothing goes out unseen.
Dutch-language delivery
Customer-facing text is delivered in Dutch with a native reviewer, alongside English. Which language each channel answers in is agreed at setup, so a Dutch enquiry never waits for an English-speaking colleague.
Handover and monthly measurement
Flows live in your accounts or on your server and are handed over with documentation and training. The monthly report shows success rate, average duration and pending errors, comparing before and after on the same measure.
How the set-up runs
- 01
Discovery (1 week)
Repeated work, systems and owners are mapped, online or at your office, and written into a report with a route.
- 02
First flow
One flow is built and connected, with sources organised and approval steps written down.
- 03
Trial
The flow runs with your team before customers see it, and gaps go back into the sources.
- 04
Launch and measure
The flow goes live with measurement in place. The first live flow opens in four to eight weeks.
First flow, Netherlands
- Discovery week with a written route
- One live flow: assistant, workflow or enquiry queue
- Documentation with trigger, steps and error behaviour
- Processing locations written into the handover
- Dutch-language delivery with a native reviewer
- Monthly report comparing before and after
Pricing is given after the discovery call, once the scope is clear.
For a Dutch steel construction and infrastructure contractor we rebuilt the site structure. The brief was one sentence from their project manager: if a buyer cannot find the certificates, the firm does not make the shortlist. We moved them out from behind the contact form onto the homepage.
Read the caseProducts used in this build
AI chatbot and voice receptionist
It greets customers on your site and on the phone, answers what it has a source for, and hands the rest to a person.
Workflow automation
Repeating processes run in the background; the process picks the tool, and a failure does not stay quiet.
CRM and customer management
The customer record gathers in one place: duplicates merge, required fields are defined, the report comes out on its own.
Terms used on this page
- Controller
- Under the GDPR, the organisation that decides why and how personal data is processed; for your customer data that is you.
- Self-hosted automation
- An automation tool such as n8n running on your own server, so records do not leave it.
- Discovery report
- The written output of the first week: repeated work, systems, owners, the first flow and how it will be measured.
- Approval queue
- The list where a draft or an action waits for a person before it is sent or applied.
- Run log
- The record of when a flow ran, on which record and with what result.
AI automation agency NetherlandsFrequently asked questions
Yes. One of our co-founders works from Rotterdam, so meetings there are straightforward, and the rest of the delivery runs remotely with the team in Istanbul.
n8n runs on your own server, so records stay there. If a cloud tool is used, which fields go to it is written into the handover document, and sensitive fields stay out. Records are not used to train models.
You remain the controller for your customer data, and we act on your instructions for the parts we build. The processing locations and the systems involved are written down so those obligations are easy to evidence.
Yes. The sources are kept in the languages your customers use, and a native reviewer checks the Dutch text before launch. The summary that reaches your team can stay in one language.
No. If you use a platform such as HubSpot, the setup runs on top of it. Moving is discussed only when you hit its limits and you want to move.
A failed run queues, its reason is logged and its owner is notified, then it retries. If the retry fails, the flow stops rather than continuing quietly.
Yes. Flows live in your accounts or on your server, documented, and are transferred with training whenever you ask.
Pricing is given after the discovery call, once the scope is clear. The timing is four to eight weeks for the first live flow, depending on the steps and systems involved.
Other locations
The process first, the proposal after
In a short discovery call we map the process together and tell you plainly whether it is worth automating. If it is not, we say that too.
30 minutes · no preparation needed
