AUTOMATION & AI

Less copying.
Clearer follow-up.

Enquiries, quotes, confirmations: let’s choose a repetitive task, connect your tools and test the workflow with your team. Benefits are assessed through a pilot.

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The visual guide

Three distinct roles within one workflow

The rules
The model
The person

Conceptual illustration of automation.

Manual transfers, duplicate data entry and scattered follow-ups can make a process difficult to track. The starting point is not a promise of savings, but an observation of what actually happens between the form, CRM, invoicing, calendar and reporting.

Automation builds controlled transitions between tools. An AI model can be added when a task requires classifying text, extracting information or preparing a draft. It receives only the intended data, acts only within defined limits and does not replace the employee's responsibility.

Our approach starts with a baseline: volume, time, errors, exceptions, data and risks. We then define an acceptance criterion and a value scenario specific to the project. Any potential gains are only reported after the pilot has been measured.

Our expertise

From lead management to AI

Workflows, reporting and AI assistants designed around verifiable rules.

Lead management

Centralise, qualify and route according to explicit rules.

Automated email marketing

Prepare controlled, measurable sequences.

Automated reporting

Consolidate data at a defined frequency.

AI assistants

Design assistants with sources, limits and human escalation.

Three illustrative scenarios

One task, one workflow, human oversight.

These examples help scope a project. They are not client results. The pilot compares total time, errors and exceptions before and after, including oversight and maintenance.

The visual guide

Three distinct roles within one workflow

The rules

Trigger actions, check fields and route according to explicit conditions.
The model

Prepare a rewording, summary or draft for review.
The person

Approve sensitive points and handle exceptions.

AI is not needed at every stage. The actual workflow determines what can be automated.

An enquiry reaches the right person

Today: Enquiries arrive through several channels. Contact details need to be copied and context retrieved.
The proposed workflow: A form creates a record, checks the fields and sends the enquiry to the person specified by your rules.
People remain in control: The responsible person confirms the need, replies and handles incomplete enquiries. An AI model can suggest a summary; routing based on rules is often sufficient.
The pilot’s success criterion: Check that each eligible enquiry arrives once, with the required information, and that exceptions are flagged.

A quote prepared for approval

Today: The same information is entered into a quote template, with a risk of omissions or using the wrong version.
The proposed workflow: Validated data fills a draft using your template and pricing rules. An AI model can help write the description.
People remain in control: You check the scope, amounts and terms before anything is sent. AI neither sets prices nor approves the quote.
The pilot’s success criterion: Compare drafts with the approved template, record corrections and measure preparation time, including review.

Organised confirmations and reminders

Today: Messages are written manually and need updating when an appointment changes.
The proposed workflow: A confirmed booking triggers a summary and schedules a reminder. A change updates the workflow. Rules are sufficient, without an AI model.
People remain in control: You approve templates, handle cancellations and follow up on sending failures. The system keeps a record of the steps.
The pilot’s success criterion: Test creation, changes, cancellations and failures: no duplicates or outdated reminders. A server accepting a message does not prove it was read.

Describe a task to explore

Tool stack

Which tool for which need?

Our measured assessment of the 4 platforms we use most often in engagements.

Tool	Use to consider	Scoping question	Point to watch
n8n	Visual orchestration with a controlled hosting option.	Who manages updates, secrets, backups and incidents?	Self-hosting transfers responsibilities to the operator and does not guarantee compliance.
Make	Visual scenarios and hosted integrations.	How are operations counted, and which data passes through?	Check limits, regions, processors and pricing when making the choice.
Zapier	Automations between supported applications.	Do the connectors cover the actions and permissions actually needed?	The catalogue, limits, data processing and prices change over time.
Pipedream	Code steps and API integrations.	Who audits the code, dependencies, secrets and outbound network traffic?	Logs, permissions and technical responsibilities must be defined.

Kanexio does not present any platform as automatically compliant or superior. The decision is dated, documented and reviewed when terms, processors or features change.

Official sources to check when choosing

Method

How we work in practice

Four stages, in this order, with no shortcuts.

Observation and scoping

We observe the actual workflows: who does what, with which tools, how often and for how long. No PowerPoint, just an honest map of bottlenecks.

Prioritisation by value and risk

Options are compared according to usefulness, complexity, the data involved, exceptions and total cost. The first pilot is defined in the Kanexio proposal.

Build + real-world tests

Each workflow is tested against expected cases, errors and exceptions. Production rollout depends on documented acceptance criteria and a rollback plan.

Handover + follow-up

Documentation, training for the designated contact, agreed monitoring and an incident procedure. The precise arrangements are confirmed in the Kanexio scope.

Tools and AI

The tools that connect your software.

n8n, Make or Zapier for workflows and AI agents; ChatGPT, Claude, Gemini, Copilot or Mistral depending on the task and how sensitive the data is.

Automation and AI agents

The orchestration tool is chosen according to your volumes, your budget and your hosting requirements.

n8n Workflows and AI agents, self-hostable
Make Visual scenarios
Zapier Quick connections between apps

AI models

The model depends on the task, the language and how sensitive the data is.

ChatGPT Writing, summaries and assistants
Claude Long document analysis
Gemini Built into Google Workspace
Microsoft Copilot Built into Microsoft 365
Mistral AI European models

Customer relations

Brevo Transactional emails and SMS
HubSpot CRM and lead tracking

Why Kanexio

Automation designed to remain verifiable

Proportionate architecture

Visual tool, native integration or targeted code according to the rules, risks and available skills.

AI under control

Limited data, verifiable sources, structured outputs and human handover according to the level of risk.

Traceability and monitoring

Logs, alerts, reconciliations and update frequency defined according to the available sources.

Frequently asked questions

Everything we are asked before getting started

What is AI automation for an SME in Brussels?

AI automation connects tools and business rules to a model that can classify, extract or suggest a draft. It can support enquiry qualification, preparation of a response or updating a tracking record. The useful workflow depends on the actual process, authorised data, exceptions and planned human oversight.

How do you estimate the time that could be freed up?

There is no reliable average applicable to every SME. Kanexio measures the current frequency, actual time spent, proportion of eligible cases, human review time, exceptions and maintenance. The resulting scenario provides a basis for a decision and is then compared with pilot data.

Which tools do you use for automation?

Kanexio can work with n8n, Make, Zapier, Pipedream and various model APIs. No tool is chosen on name alone. We compare integrations, access rights, logs, retention, hosting, reversibility, usage limits and commercial terms in force at the time of the project.

Is AI automation GDPR-compliant in Belgium?

Not automatically. Compliance depends on factors including the purpose, legal basis, data used, recipients, transfers, retention, individuals' rights and security measures. Kanexio documents the workflow and roles, then helps the controller determine which approvals and any impact assessment may be needed.

How much does AI automation cost for an SME in Brussels?

Displayed Kanexio commercial terms: a first workflow is scoped at between €1,500 and €4,500 excluding VAT, depending on the scope. An interconnected programme with management and handover may range from €8,000 to €18,000 excluding VAT. The quote specifies the deliverables. Licences, APIs and infrastructure are priced separately at the rates in force.

How long does it take for an AI workflow to become operational?

The timeline is confirmed after an inventory of the systems, access, data, exception rules, approvals and tests required. Kanexio distinguishes the prototype, pilot and production rollout so that a generic timeline is not presented as a commitment.

Will AI replace my team?

A project cannot predict how a job will evolve. Kanexio scopes specific tasks, retains a human owner and documents cases that must be handled manually. Effects on organisation and workload are then measured with the team.

What is the difference between a chatbot and an AI assistant?

A deterministic workflow follows predefined rules. A model-based assistant can interpret wording and suggest a response based on context or documents. This flexibility also introduces risks of error: sources, permissions, limits and human escalation must be explicitly designed.

To explore further

Resources and sectors of application

AI automation by sector

Reading on AI and AEO

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