AI Automation Services

AI Automation Agency in Belgium

Automate Your Business. Save Time. Scale Faster. We build intelligent automation workflows that eliminate repetitive tasks, connect your systems, and free your team to focus on what matters. From CRM workflows to document processing — powered by n8n, AI agents, and custom tools.

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Dashboard of an AI agent built by the Rui Codex team that follows up overdue invoices, sorting them into Overdue, Reminded, Promised, Paid claimed and Needs a human. All companies and amounts are synthetic.
In short

Rui Codex is an AI automation agency in Belgium. We build workflows with n8n, Python and ASP.NET Core that take repetitive work off your team, such as document processing, CRM updates, email triage and reporting, and add AI models such as OpenAI or Azure AI where they help. Simple automations go live in 1-2 weeks; multi-system workflows typically take 4-8 weeks.

We work on site in Belgium and the Benelux and deliver projects remotely across Europe, including Germany, Austria, Switzerland and France, in English, Dutch, French, German or Turkish, with the GDPR applied to all work.

Does This Sound Like Your Business?

If any of these feel familiar, automation can help.

Manual data entry between systems

Your team copies data from emails to spreadsheets to CRM — wasting hours every week on tasks a machine could handle instantly.

Repetitive email and follow-up tasks

Sending the same follow-ups, reminders, and status updates manually. Leads slip through the cracks because nobody remembered to reply.

Disconnected tools with no sync

Your CRM, accounting, and project tools don't talk to each other. Information lives in silos, causing delays and mistakes.

Time-consuming report generation

Pulling data from multiple sources, formatting reports, and distributing them takes days instead of seconds.

We Eliminate the Busywork So You Can Focus on Growth

Rui Codex designs and deploys intelligent automation workflows tailored to your exact business process. We connect your existing tools, add AI where it matters, and build reliable pipelines that run 24/7 without human intervention. Whether it's routing invoices, nurturing leads, or syncing inventory — we automate it end to end.

Automation takes repetitive manual steps off your team, shortens processing times and removes the errors that come from re-typing data between systems.

Less Manual Work
24/7
Always Running
0
Human Errors
Faster Processing

Key Capabilities

Everything you need to automate your business operations intelligently.

  • Workflow Automation

    Custom n8n workflows and bespoke automation pipelines that connect your tools, route data, and trigger actions without manual intervention.

  • CRM Automation

    Automate lead capture, contact enrichment, deal pipeline updates, and follow-up sequences so your sales team closes more deals, faster.

  • Document Processing

    AI-powered extraction, classification, and routing of invoices, contracts, and forms. Turn unstructured documents into structured, actionable data.

  • Email Workflow Automation

    Automated drip campaigns, smart follow-ups, notification routing, and inbox triage — ensuring no message falls through the cracks.

  • Data Sync & Integration

    Real-time bidirectional sync between your CRM, ERP, accounting, and e-commerce platforms. One source of truth across every system.

  • AI Agents & Decision Support

    Intelligent agents that analyze data, flag anomalies, suggest next actions, and make rule-based decisions — augmenting your team's judgment.

How We Work

A structured approach that delivers measurable automation ROI.

  1. 1

    Discovery

    We audit your current workflows, identify bottlenecks, and map every manual process that can be automated.

  2. 2

    Planning

    We design the automation architecture, select the right tools, and define success metrics with clear ROI targets.

  3. 3

    Build

    We build, test, and iterate on your automation workflows with regular demos and feedback until everything runs flawlessly.

  4. 4

    Launch

    We deploy to production, monitor for edge cases, and train your team on managing and extending the automations.

  5. 5

    Support

    Ongoing monitoring, optimization, and expansion of your automation stack as your business grows and processes evolve.

Real-World Use Cases

Automation scenarios we implement for businesses like yours.

  • Invoice Approval Automation

    Incoming invoices are automatically extracted, validated against POs, routed for approval, and pushed to accounting — zero manual handling.

  • Customer Onboarding Workflow

    New customers trigger automated welcome emails, CRM record creation, task assignments for account managers, and document collection sequences.

  • Inventory Sync (ERP ↔ E-commerce)

    Stock levels, pricing, and product data sync in real time between your ERP and online store — preventing overselling and manual updates.

  • Automated Reporting Dashboards

    Data is collected from multiple sources, aggregated, and pushed to live dashboards — delivering insights without anyone pulling a single report.

  • Lead Nurturing Email Sequences

    Prospects receive personalized, timed email sequences based on their behavior and stage in the funnel — driving conversions on autopilot.

  • Document Classification & Routing

    AI reads incoming documents, classifies them by type (invoice, contract, support request), and routes them to the correct department automatically.

Technology We Use

Battle-tested tools and platforms for reliable, scalable automation.

n8n Python ASP.NET Core OpenAI Azure AI REST APIs Webhooks

Automations are built and released like any other software we ship: tested before release and monitored in production, as described in our engineering methodology.

Frequently Asked Questions

Everything you need to know about AI automation services.

Costs depend on the number of workflows, complexity of integrations, and level of AI involved. Most SME automation projects start from a few thousand euros. We offer a free workflow audit to identify quick wins and provide a transparent, no-obligation estimate before any work begins.

Simple automations like email notifications or data sync can be live within 1-2 weeks. More complex multi-system workflows with AI components typically take 4-8 weeks from discovery to deployment, depending on the number of integrations and approval processes.

Almost any repetitive, rule-based process can be automated: invoice processing, customer onboarding, data entry between systems, email follow-ups, report generation, document classification, inventory updates, and lead nurturing sequences. If your team does it the same way every time, we can automate it.

n8n can be self-hosted on your own infrastructure or in a private cloud, and without a licence key it runs as the free Community edition (n8n documentation), so workflow data stays in infrastructure you choose. Its paid plans bill per full workflow execution rather than per step (n8n pricing). Zapier also supports custom code steps (Code by Zapier), so the choice usually comes down to where the data runs and what automation costs at your volume.

Absolutely. We deploy automations on your own infrastructure or trusted European cloud providers. All data transfers use encrypted channels (TLS/SSL), and we follow GDPR-compliant development practices throughout. Your data never leaves your control, and we provide full documentation of data flows for compliance audits.

Yes. We are based in Belgium and run workflow automation projects across the Benelux, for clients in Belgium, the Netherlands and Luxembourg, as well as the wider EU. The work is mostly remote, which means a team in Rotterdam or Luxembourg City gets the same delivery pace as one in Brussels, under the same EU data-protection rules.

In practice: ERP and accounting systems, CRMs, e-commerce platforms, shared mailboxes and spreadsheets, and anything exposing an API or a database. Where no API exists we integrate at the data layer instead. The deciding question is never whether a system can be connected, but whether the volume of work justifies connecting it.

It starts with a free workflow audit. The project then runs in four steps: discovery, where we map every manual process that can be automated; planning, where we choose the tools and define success metrics; build, with regular demos; and launch, where we deploy, monitor and train your team. Simple automations can be live within 1-2 weeks, and multi-system workflows with AI components typically take 4-8 weeks from discovery to deployment.

It designs and deploys automation workflows around your exact business process: connecting the tools you already use, adding AI where it matters, and building reliable pipelines that run without human intervention, from routing invoices to nurturing leads and syncing inventory.

No. We handle the technical implementation and provide training so your existing team can manage and use the automations day-to-day. You do not need a data science department to benefit from AI.

Usually only lightly. According to the European Commission, the Act does not regulate minimal-risk AI, which covers the vast majority of AI systems used in the EU. Its transparency rules apply since August 2026 - for example, people must be told when they are talking to a chatbot - and from 2 December 2027 high-risk uses such as CV-sorting software for recruitment face strict obligations.

Yes. Current language models read and write the main European languages, so one workflow can classify a German invoice, summarise a French e-mail and draft a reply in Dutch. Before go-live, the workflow is tested on examples in each language your team uses, and the model runs on your own infrastructure or with a provider whose processing location is agreed in advance. We also run our own AI translation product, EveryTranslate.

Delivered work

Real projects rather than scenarios - what was built, and how.

Products we build and run ourselves

Live apps and games we designed, built and still maintain, with the same engineering we bring to client work.

EveryTranslate

App

PixelCut Pro

App
See all our apps and games

Where we work

Rui Codex is a Belgian company and works on-site with clients across Brussels, Antwerp, Ghent, Leuven and Liège, serves clients across the Benelux (Belgium, the Netherlands and Luxembourg), and delivers projects remotely across Europe. See all service areas.

Outside the Benelux: how we work with companies across Europe.

Local page for this service: AI Automation in Liège

Ready to Automate Your Business Workflows?

Get a free workflow audit and discover how much time and money your business can save with intelligent automation.

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Free consultation. No commitment. We typically reply within one business day.