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AI Assistants and Chatbots for SMEs

AI & automation engineerPublished on Updated on

AI assistants, chatbots and AI agents that work with your own systems and data. GDPR-compliant and hosted in the EU. For SMEs, based in Breda.

Your team answers the same questions over and over. Looks up documents. Retypes data from one system into another. That work is necessary, but it costs hours every week.

I build AI assistants and chatbots that take over that work. They work with your own systems and data, such as your CRM, ERP, ticket system and documents. So you get answers that are right for your business, not generic answers from the internet.

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7 questions, 3 minutes. Then you book a free call.

Sound familiar?

  • Colleagues or customers keep asking the same questions.
  • Information is scattered across folders, emails and systems.
  • Your team uses ChatGPT, but it doesn't know your business or your data.
  • Customer questions sit unanswered in the inbox or the ticket system.
  • You're not sure your business data is safe in an AI tool.

Recognisable? Then an AI assistant on your own data can win back a lot of time.

What you'll notice

  • Answers in seconds, based on your own documents and systems.
  • Less repetitive work. Your team has time left for customers and decisions.
  • Customer questions handled faster, also outside office hours.
  • Your data stays in your own environment, GDPR-compliant and in the EU.
  • You see what the AI did and why.

What I build for you

  • AI assistant on your own data. An assistant connected to your CRM (HubSpot, Salesforce), ERP (Exact, Odoo, SAP) or documents (Google Workspace, Microsoft 365). Your team asks in plain language and gets answers from your own sources.
  • Chatbot on your handbook or policies. Employees ask questions about procedures, HR or finance. GDPR-compliant and hosted in the EU.
  • Document checks. Automatic checks on reports, quotes or contracts. If something is missing or off, you get an alert.
  • Customer service automation. On top of your ticket system. The AI sorts questions, suggests answers and handles simple questions itself.
  • Voice agent. An AI that takes incoming phone calls, answers questions and records appointments or callback requests.
  • MCP server for your systems. So your team works directly in your own tools through Claude or ChatGPT, with the permissions you decide.
  • Smart analyses. Daily alerts on notable trends in your data, with an explanation of why.

Two ways to use AI

  • In the background. An email, invoice or file comes in. The AI processes it and puts the result in your systems. Nobody has to do anything.
  • On demand. An employee asks an assistant a question, or asks through Claude or ChatGPT. The AI finds the answer or carries out the action in your systems.

A combination often works best. Read more about AI in the background under Process automation

Honest advice here too. Not every problem needs AI. Sometimes a simple integration or a good search function is enough. Then I'll tell you.

How I work

  1. Introduction. We discuss which questions and tasks take the most time now. Free and without obligation.
  2. Analysis and proposal. I map which data and systems the AI needs and what it can and can’t do. You get a concrete proposal with a price.
  3. Build and test. I build the solution and test it with real questions and documents from your daily work.
  4. Go-live and management. I keep an eye on the quality of the answers. If your data or the AI model changes, I adjust it.

What does an AI assistant cost?

You pay a fixed project price. A simple chatbot on your documents sits at the lower end. An assistant that works across several systems or takes actions costs more. After that you can choose monthly management and continuous improvement.

You pay the costs of the AI model itself directly to the provider. They’re listed separately in the proposal.

After the introductory call you’ll get a clear price estimate. No surprises. See all pricing

Why Tovy

  • One point of contact. You work directly with the engineer who builds and manages your AI solution.
  • Process first, then technology. With a background in supply chain management, I first look at how the work runs now, and only then where AI helps.
  • Data engineering as the foundation. An AI assistant is only as good as the data underneath it. I build the integrations and data pipelines myself. Data warehouse and reporting
  • I use it myself. I build and use AI agents every day for my own business, for bookkeeping, social media and data analysis.
  • Documented and transferable. Everything runs in your environment and is documented. You stay in control.

More about me

FAQ

Frequently asked questions

Which AI solutions do you build?

Among other things, AI assistants connected to your CRM and your own data, chatbots on your handbook or policies, automatic checks on documents and reports, customer service automation on top of your ticket system, voice agents that handle incoming phone calls, an MCP server so your team works directly in your own systems through Claude or ChatGPT, and daily analyses that flag and explain notable trends.

Is my business data safe?

Yes. Everything runs in your own environment, hosted in the EU. I choose AI providers and settings where your data isn't used to train models. I set up access per role, so everyone only sees what they're allowed to see. If you want a fully European stack, that's possible: hosting at Hetzner in Germany and models from Mistral.

What is an MCP server?

MCP stands for Model Context Protocol. It's a standard that lets AI tools like Claude and ChatGPT talk safely to your own systems. With an MCP server your team can ask your CRM, ERP or database questions in plain language, without switching between tools.

How is this different from just using ChatGPT?

ChatGPT doesn't know your business. An AI assistant I build gets its answers from your documents and systems. It can also take actions, such as creating a ticket or looking up a customer in your CRM. And you decide what it can and can't do.

How do you prevent the AI from being misused?

With the same rules as for a new employee. The AI only gets the permissions it needs, often read-only. It doesn't email, pay or delete without a person approving it first. Everything the AI reads, such as emails, PDFs and web pages, I treat as data, never as instructions. So a cleverly worded email can't make it do something it shouldn't. Every action is logged, so you can always see what happened and why.

What if the AI makes a mistake?

I build for that. The assistant shows where an answer comes from. When in doubt, it says so or brings in a person. A person approves important actions first. I test with real examples, also after every update of the underlying model.

Which AI models do you use?

The model that best fits the task and your wishes, for example from Anthropic, OpenAI, Google or Mistral. You're not tied to one provider. You can switch later without rebuilding everything.

How quickly is the first version running?

A first working version is usually live within 2 to 4 weeks. After that we improve it step by step with your feedback.

Services

What I build and manage for you

Tovy

Tell me about your situation

7 questions, 3 minutes. Then you book a free call.

What is the size of your company?

This helps me estimate scope and complexity.

What's going on?

Describe your situation and what you want to achieve.

What systems do you use?

This helps me identify the best integration points.

Is there an IT or engineering team?

Is there a central database containing data from multiple systems?

Do you use a cloud platform (AWS / Azure / GCP)?

When do you want to start?

First results are typically ready within 2 to 4 weeks.

What's your budget looking like?

Projects start from €1,000 (excl. VAT) to build, depending on size. Management and continuous improvement costs €150 to €500 per month (excl. VAT). No need for an exact figure. A rough sense is fine.

Please provide your business email address.

Personal email addresses are allowed, but business addresses are preferred.

Contact details

So I can get in touch.

Which questions or tasks do you want to hand off?

Tell me briefly where your team spends the most time, and I'll look at which AI solution fits.

Giel Nijkamp, AI & automation engineerGiel NijkampAI & automation engineer
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7 questions, 3 minutes. Then you book a free call.

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