Accounting
Accounting and Peppol
Exact Online, Octopus, Billit or Yuki. Peppol invoices already arrive as data.
for owners of small businesses
Less legwork, more room to run your business.
Quotes, emails and searching take time away from your customers and your business. Ethic builds AI that does that groundwork in the software you already use, such as Teamleader, Exact or Odoo. You and your team decide what goes out.
1 hour · at our place or online · summary within 2 working days
Ethic is the AI studio of Zenjoy, the digital product studio from Leuven that has built and maintained software, platforms and integrations for more than 400 organisations since 2011.
At a glance
- Who it’s for
- businesses with 5 to 50 staff: crafts, construction and installation, services
- Where we start
- one task that comes back every week
- Our limit
- AI doesn’t agree prices and doesn’t decide about people
Sound familiar?
AI does the groundwork, your team decides
Four tasks that come back every week in many small businesses. The AI workflow does the groundwork; you or a colleague finish whatever goes to a customer.
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Supplier quotes
TodayThree suppliers, three PDFs with different units and terms. You compare them in the evening.
With an AI workflowGo to Documents and invoicesPrices, delivery times and terms sit in one overview, with the source for every line. You choose.
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Following up quotes and payments
TodayA quote goes unanswered, an invoice stays unpaid. Following up keeps slipping.
With an AI workflowGo to Shared mailboxThe workflow sees what’s outstanding and drafts a friendly reminder in your mailbox. You choose what goes out.
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Invoices and receipts
TodayInvoices arrive through Peppol, email and paper. You hunt down receipts for your accountant.
With an AI workflowGo to Accounting and PeppolPeppol invoices are already data. AI reads the rest and prepares them in your accounting package. Your accountant does the booking.
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Searching your own documents
TodayWhere was that price agreement or that technical sheet again? Someone spends half an hour in emails and folders.
With an AI workflowGo to Knowledge assistantA knowledge assistant answers from your own documents, with the source attached. If it can’t find it, it says so.
Also possible: requests from your website go straight into the right fields of your CRM.
This stays with people.
The conversation with your customer, the price you agree, who you hire. We don’t build AI for that.
Integrations
We build inside your software, not next to it
Most small businesses work with accounting software, Teamleader or another CRM, and Microsoft 365 or Google Workspace. We connect AI to what’s already there, with its own access you can revoke yourself.
CRM
Teamleader, HubSpot or Salesforce
Quotes, deals and contacts.
ERP and administration
Odoo
Sales, invoicing and stock in one package.
Sometimes you don’t need us.
To rewrite an email or summarise a text, a business version of ChatGPT or Copilot is often enough. Teamleader, Exact and Odoo also build in their own AI. If that’s enough, we say so and build nothing.
For your accountant, your team and yourself
Three questions you’ll get, and our answer
Feel free to forward this page. This isn’t legal advice, but it is how we work.
For your accountant
What does the AI see of our accounts?
Only what the task needs. The integration gets its own user without access to payments. Your accountant stays responsible for your accounts and your returns.
For your team
How do we get our team on board?
We start with whoever does the task today and build around their way of working. In a Pitstop or a half-day training, your team learns what AI does well and where it goes wrong.
For you as the owner
What does it cost, and what does it deliver?
After a first conversation, you get a proposal with a clear scope and a fixed price. In the pilot, we measure how much time a task takes and how often someone has to correct it. With those figures, you decide whether it’s worth it.
Ground rules
AI that takes work off your team, without replacing it
Human oversight
AI may handle reversible internal tasks, such as labelling emails or organising quotes. You or a colleague review anything sent to customers and any decisions about people first.
Only the data needed
Only what the task needs. European hosting by default, with provider and country in the AI fact sheet. Your data is never used to train models.
Small and maintainable
The smallest model that works, and a pilot around one task. That keeps costs low and uses less energy.
Getting started
Start with one question or one task
1-hour Pitstop
One question, one hour, with someone who uses AI every day. At our office in Leuven or online. Within 2 working days, you get a short summary.
Pilot around one workflow
4 to 6 weeks in your own software. We measure the time per task and how often your team has to correct it. Then you decide: roll out, adjust or stop.
Training for your team
Half a day for your team: what AI does well, where it goes wrong, and how to use it for things like posts about finished projects. A first step towards the AI literacy the AI Act asks for.
After a first conversation, you get a proposal with a clear scope and a fixed price.
Who builds it
A new brand, built on fifteen years of craftsmanship
Ethic is the AI studio of Zenjoy, the digital product studio from Leuven. Since 2011, Zenjoy has designed, built and maintained software, platforms and integrations for more than 400 organisations. You can see it in how we build AI: with tests, documentation and maintenance, so it still works three years from now.
We have used AI in our own work for years. With Ethic, we now put that experience to work for small businesses that want to win time with it, without losing sight of their customers or their data.
15 years
building and maintaining software
400+
organisations
4 years
using AI daily in our own work
You talk to the people who build
No middleman: the people who design and build your workflow sit at the table themselves.
Code, documentation and access in your name
Code, prompts, documentation and access are in your name, not ours.
We stay on after launch
If a system or a model changes, the same team adapts the workflow.
Questions
What business owners ask us
You can get a data processing agreement and a security overview on request.
Question not listed? Just ask us.
What does it cost per month, and what does it deliver?
It depends on the task, which is why we don’t name an amount here. After a first conversation, you get a proposal with a clear scope and a fixed price, including the monthly maintenance. In the pilot, we measure how much time the task costs your team and how often someone has to correct it. So you see in black and white what it delivers, and you decide whether to continue.
Free version or paid: what’s the difference?
With free versions of ChatGPT and similar tools, what you type may be used to improve the model, and you have little control over who sees what. Business versions rule that out by default and let you manage your users. For customer data, quotes or your accounts, we always recommend a business version, or a workflow with an AI fact sheet.
How do we get our team on board?
By starting with whoever does the task today. During the pilot, that person reviews the suggestions, about 2 hours a week, and helps steer. That way we build around how people work instead of next to it. A half-day training helps the rest of your team get started.
How do we move from loose experiments to a fixed way of working?
By doing one task well instead of ten halfway. In a Roadmap, we choose the uses that matter with your team, work out the first one and set the ground rules. Every workflow gets an AI fact sheet: what it does, which data it sees and who stops it. That way everyone knows what’s allowed.
Where is our data?
Your data stays in your own software. The AI only sees what we agree together and runs in the EU by default. We only work with providers that don’t use your data to train models. Model, provider and country are in the AI fact sheet.
What does the AI Act mean for a small business?
Anyone who uses AI has to make sure the people working with it know enough about it. That applies to a small business too. A workflow that prepares quotes or invoices doesn’t decide about people and usually isn’t a high-risk application. This isn’t legal advice. Read the AI Act in plain language
Which task costs you too much time every week?
Bring it to a 1-hour Pitstop. We’ll tell you honestly whether AI helps, or whether your software can already do it. Prefer to meet first? That works too, 30 minutes online.
1 hour · at our place or online · summary within 2 working days