AI automation agency Rotterdam: build it here, measure it here
ALTAI Digital is an AI automation agency working from Rotterdam and Istanbul. One of our co-founders works from Rotterdam, so a discovery meeting can be held in person rather than only on a call. We build chatbots and voice assistants that answer from your own sources, documented workflows, and CRM setups that keep every enquiry in one record. Flows are handed over in your own accounts, with their documentation.
Rotterdam runs on businesses where the same request arrives every day in a slightly different form. A quote for a shipment, an availability question, a service booking, a document that has to be produced again with new numbers. The people who answer those requests are also the people doing the work, and the queue rarely stops long enough for anyone to redesign it.
That is the work we automate. We start with a discovery week: which requests repeat, who carries them today, and what number would show an improvement. Because one of our co-founders works from Rotterdam, that week can include a meeting at your office rather than a call. Seeing the actual inbox, the actual spreadsheet and the actual handover usually changes the plan for the better.
Then one flow goes live. An assistant that answers from your own documents, a workflow that moves data between two systems without anyone copying it, or an enquiry queue that assigns every request to a person. We do not switch on five flows at once. One flow that people trust changes a working day; five half-finished ones change nothing.
Everything is handed over in your own accounts. Workflows are documented with their triggers, steps and error behaviour. Runs are logged, failures queue and notify an owner, and actions that are hard to undo wait for a person to approve them. Personal data is handled under GDPR, and where each field is processed is written down at setup. Below you will find the scope, the steps and the questions we hear most.
What goes wrong today
- 01
Requests arrive in four places at once
Email, WhatsApp, the website form and the phone all bring the same kinds of request. Nobody sees a single queue, so response times depend on which channel someone happened to check.
- 02
Quotes and documents are rebuilt by hand
The same document is produced again each week with new numbers, copied from a system that already holds them. Every copy is a chance to type the wrong figure.
- 03
Bilingual customers, one-language processes
Customers write in Dutch, English or German while the internal process assumes one language. Replies wait for the person who reads that language, and the queue builds up behind them.
- 04
Nobody can see where a job stands
Whether a request was answered, quoted or delivered lives in someone's head or a private inbox. Asking for status is a message to a colleague rather than a look at a screen.
- 05
Automation attempts nobody owns
Someone once built a flow in a tool nobody documented. It broke after a connection changed, and the person who built it has moved on. The team went back to doing it by hand.
- 06
Data spread across cloud tools
Customer details, documents and conversations sit in three services, and which field left for which tool was never written down. That question only becomes urgent during an audit.
Scope of the build
Discovery in person
The discovery week can include a meeting at your office in Rotterdam. We map repeated requests, the systems they touch and who owns each one. The output is a written report with a route, the first flow, and the number that will show whether it worked.
Assistants that answer from your sources
Chatbots and voice assistants speak only from your service list, hours, pricing policy and documents. A question with no answer there is handed to a person with a summary, and customers are told they are talking to a bot.
Documented workflows
Each flow is documented with its trigger, steps and error behaviour. The tool is chosen with a written reason: n8n when data must stay on your own server, Make for visual flows of medium complexity, Zapier for simple links.
One enquiry queue
Enquiries from email, WhatsApp and the website form land in one list, assigned to a person. A request waiting longer than your threshold moves to the top and its owner is notified.
Documents from your own data
Quotes, confirmations and reports are produced from your templates, with figures read from the systems that already hold them. A draft waits in an approval queue, and a missing value is flagged rather than guessed.
Dutch, English and Turkish delivery
We work in English and Turkish, and deliver customer-facing text in Dutch with a native reviewer. Which language each channel answers in is agreed at setup.
Handover in your accounts
Flows live in your own accounts or on your server, with documentation. Runs are logged, failures queue and retry, and actions that are hard to undo wait for approval. Monthly reporting compares before and after on the same measure.
How the set-up runs
- 01
Discovery week
A meeting in Rotterdam or online, then a written report: repeated work, systems, owners, the first flow and how it will be measured.
- 02
First flow
One flow is built and connected, sources organised, approval steps and error behaviour written down.
- 03
Trial
The flow runs with your team before customers see it. Missing answers 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, Rotterdam
- Discovery week with a meeting at your office
- One live flow: assistant, workflow or enquiry queue
- Documentation with trigger, steps and error behaviour
- Run log, error queue and approval steps
- Handover in your own accounts
- Monthly report comparing before and after
Pricing is given after the discovery call, once the scope is clear.
For a steel construction and infrastructure contractor in the Netherlands we rebuilt the site structure. Their certificates had been sitting behind a contact form; we moved them onto the homepage, because a project manager who cannot find a document does not shortlist the firm.
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
- Discovery week
- The first week of a build, spent mapping repeated work, systems and owners, ending in a written report.
- Enquiry queue
- One list where requests from every channel land and are assigned to a person.
- Workflow documentation
- The written record of a flow's trigger, steps and error behaviour, handed over with the flow.
- Run log
- The record of when a flow ran, on which record and with what result.
- Approval queue
- The list where a draft or an action waits for a person before it is sent or applied.
AI automation agency RotterdamFrequently asked questions
One of our co-founders works from Rotterdam, so meetings there are straightforward. We do not claim a public office address; the team also works from Istanbul, and most delivery happens remotely.
Yes. The discovery week can start with a meeting at your office. Seeing the real inbox and the real handover usually changes the plan, and it costs nothing extra.
English and Turkish internally. Customer-facing text in Dutch is written with a native reviewer, and which language each channel answers in is agreed at setup.
n8n runs on your own server, so data stays there. If a cloud tool is used, which fields go to it is written down at setup and sensitive fields stay out. We work under GDPR and record the processing locations.
Yes. Most of our work is with teams of two to twenty people, where one or two people carry the repeated work. That is where a single flow changes the day most visibly.
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, and you are told.
Yes. Flows live in your accounts or on your server and are handed over with documentation. When you want to take them over, we transfer them with training.
Four to eight weeks from the discovery week, depending on the number of steps and the systems involved. Your own timeline is written in the discovery report.
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
