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Ethic
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for non-profits, care and research

The first draft of your quarterly report is ready.

We pull the figures from your systems and prepare a first version for your board, with the source for every number. You add to it and decide what goes in.

Discuss your workflow Start with a 1-hour Pitstop

No obligation · 30 minutes · online, with someone who builds, tests and fine-tunes it

Ethic is the AI studio of Zenjoy from Leuven. Since 2011 that team has built and maintained software, platforms and integrations for more than 400 organisations.

See Zenjoy’s work

A woman in an armchair looks at a prepared report on her laptop and adds a note.

At a glance

Works with
Odoo, your accounting package or CRM, Excel and SharePoint
Control
Every number links to its source. Nothing goes out without your approval.
Start
A pilot around one recurring report

How it works

Code calculates, AI writes, you decide

A language model is good at text, not at maths. That’s why the workflow never lets the model come up with figures itself.

  1. 1

    Agree on sources

    Together we set out which systems count and what each figure means. What does "active volunteer" or "closed case" mean for you?

  2. 2

    Fetch and calculate figures

    The workflow pulls the data from Odoo and your Excel file and calculates it with fixed formulas. Ordinary code, no language model.

  3. 3

    Write a first version

    AI writes the explanation around the figures, based on your notes and previous quarterly reports. Every paragraph shows its source.

  4. 4

    You read it over and add to it

    You fix what isn’t right and write what only you know. Unusual or missing figures are highlighted.

  5. 5

    Store and keep track

    The approved version goes into your own folder. We keep track of what AI suggested and what you changed.

Sound familiar?

Reporting today is mostly cutting and pasting

Every quarter the same thing: the board wants the key figures and a short explanation. The writing isn’t so bad. The gathering is. The same goes for an activity report or annual report.

  • Gathering figures

    Today

    Exports from Odoo and an Excel file of members and activities, merged into an overview only one colleague understands.

    With this workflow

    The figures come straight from your systems and are calculated with fixed formulas.

  • The text

    Today

    You open last quarter’s report and rewrite it, paragraph by paragraph.

    With this workflow

    A first version of the explanation is ready, based on your notes, with a source for every paragraph.

  • Checking

    Today

    A number no longer matches its source, and nobody remembers where it came from.

    With this workflow

    Every number links to its source and its calculation. If something is missing, there’s a question instead of a guess.

  • The deadline

    Today

    The last week before the board meeting is spent searching and checking.

    With this workflow

    Your time goes into what the report needs to say.

Which systems

AI fact sheet

This workflow comes with an AI fact sheet

One sheet that your team, your board and your DPO understand straight away. This is what it looks like for a quarterly report.

Example

Quarterly report for the board

Version 1.0 · October 2026

  • What it does

    Every quarter it makes a first version of the board report: the key figures, an explanation for each figure and a list of open questions.

  • Which data

    Totals from Odoo (invoicing) and from the Excel file of members and activities. No names and no individual files.

  • Model and location

    The figures are calculated by ordinary code, not the language model. The text is written by a language model that runs in the EU. The provider doesn’t use your data to train models; that is in its contract.

  • Who checks

    The coordinator reads every version. No number without a link to its source. The report only goes to the board after approval.

  • What it doesn’t do

    • Estimating or filling in missing figures: a question goes in their place
    • Sending a report to your board or funder itself
    • Assessing people based on the figures
    • Drawing conclusions that belong to your board

  • What we log

    Which source and which calculation sit behind each figure, what AI suggested and what you changed. Kept for 12 months, so you can trace back a full annual report. Visible only to the owner.

  • Owner and stopping

    Owner: the administrative coordinator. You can stop at any time: we withdraw the access and hand over logs and templates.

What you can expect

One report, one pilot, an honest decision

  1. 1

    Discuss your workflow

    In 30 minutes we pick one report that keeps coming back, for example your quarterly report.

  2. 2

    Pilot of 4 to 6 weeks

    We work with the data from a previous report, in your own environment. We measure the time per report and how often you have to correct things.

  3. 3

    You decide

    Start using it, adjust or stop, based on what the pilot showed.

  4. 4

    After the pilot

    If a source changes, we get an alert and adapt the workflow. Updates, monitoring and small changes are covered by a monthly agreement. Code, prompts, templates and access are in your name. Read what happens after the pilot

Our ground rule

AI may do internal work that can be undone, such as saving a first draft or flagging open questions. A colleague reviews external communication and decisions about people first, including reports sent to your board or funder.

What you get after the conversation

After a first conversation you get a proposal with a clear scope and a fixed price.

In the proposal: which report and which sources are included · which data the model sees, agreed with your DPO · what we measure during the pilot

Frequently asked questions

What people often ask us about reporting

Question not listed? Just ask us.

A data processing agreement and security overview are available on request.

Do we actually need AI for this?

Not always. Do you mainly want to see figures, the same ones every month, or one short explanation? Then a report or dashboard in your own software is often enough. For a short text, the AI assistant your team already uses may do the job. We’ll tell you so honestly, and then we build nothing.

If your figures are spread across several systems and Excel files, they first need to come in reliably. We build the integration first, then the workflow. Go to the Odoo integration

Is your report about clients, members or participants? Then we work with totals, not names, and draw up the AI fact sheet beforehand together with your DPO.

How much time does this take from our team?

The introductory call takes 30 minutes. During the pilot we ask for one colleague who makes the report today: 2 hours to go through the sources and a previous report together, then reading over and adding to what the workflow suggests. That way we measure straight away how much time a report still takes.

Which data does the model see, and where does it run?

Only the sources we agree in advance, and where possible only totals. The model gets the calculated figures and your notes. Which model it is and where it runs is in the AI fact sheet, which your DPO can read beforehand.

Is a report written by AI actually right?

The figures come from ordinary code, with a link to their source. The text around them can contain mistakes. That is why someone from your team reads every version before it goes out, and in the pilot we measure how often you have to correct things.

What if Odoo, our CRM or our Excel file changes?

Suppliers change their software, and columns in Excel shift. The workflow checks whether the data comes in as expected and sends an alert if it doesn’t. We adapt the integration as part of maintenance.

What does the AI Act mean for this workflow?

That depends on what the system does and who has which role. We look at it case by case and record the agreements in the AI fact sheet. Read the AI Act in plain language

Can the workflow follow our funder’s template?

Yes, if the template is fixed. We use your funder’s headings as the structure and fill in the figures and a first explanation for each heading. What only you can tell, such as a difficult year or a new project, you write yourself.

Related

Which report starts from scratch every quarter for you?

Tell us. In the introductory call we look at whether an AI workflow helps, or whether a report in your own software is enough.

Discuss your workflow Start with a 1-hour Pitstop

No obligation · 30 minutes · online, with someone who builds, tests and fine-tunes it