Honest answers to the questions everyone asks

These are the questions owners and managers of companies with 10 to 100 employees ask us at the intake: about where your data lives, about costs and returns, about ChatGPT that did not stick, about old software, and about employees who have no time. Below those, ten practical questions about the scan, the prototype, systems, the EU AI Act, and The Hague.

5 concerns · 10 practical questions

Five common concernsAs we hear them during the intake
You Where is our client data processed?

Optimi

Your data is processed in EU regions, in one environment that we manage, under our contracts. Your data is contractually not used to train models, access is set per role, and a person approves. Which subprocessors we use for a project is in the data processing agreement.
You What does it cost, and what is the return?

Optimi

There is no price list on the site. After the intake, you get a proposal with a fixed scope. The order matters more than the amount: the scan ends in hours per month before anything is built, and the prototype has a fixed size of 10 business days. Every decision you make is small.
You We already tried ChatGPT, and it did not stick. Why would this be different?

Optimi

Because a chat window is not a process. It did not stick because someone had to copy, paste, and check everything themselves every time. The gain is in the integration with email, ERP, and documents, plus an approval step: the order is ready, you click approve. That is a different kind of work than asking a chatbot a question.
You Our software is old, custom-built, or mainly a large Excel file. Can you work with it?

Optimi

Yes. That is normal for companies with 10 to 100 employees, and exactly where the hours are. We work through an API where we can, and through files, inboxes, or a small bridge where we must. Nothing has to be replaced first; we build the layer in between.
You My team sees this as a threat or has no time for it.

Optimi

We automate retyping, not people. Your team helps design the scan: they know where it hurts. The workshop gives them the AI literacy the EU AI Act now requires. And we show the result as hours that come back, not as jobs that disappear. Your office staff are still needed for approval, exceptions, and client contact.
Practical questions
How much of my team's time does a scan take?

About a day and a half in total, spread over 2 to 3 weeks: a half-day kickoff with 3 to 5 colleagues, and after that short shadowing sessions per process.
What exactly does a working prototype in 10 business days mean?

On day 10, the process runs on real data from your systems, for a defined part (one client group, for example), with an approval screen and logging.

Not a demo on sample files. Day 11 is your decision: extend, scale up, or stop.
Who owns what you build?

You.

Code, configuration, documentation, and access are handed over into your environment. You can carry on without us, or leave the maintenance to us through Managed AI. The latter is a recommendation, not a condition.
Which systems do you work with?

Among others Microsoft 365 and Exchange, Exact, AFAS, Twinfield, SnelStart, King, Unit4, the common TMS and WMS packages, Salesforce, HubSpot, and SharePoint.

We build and manage the connections ourselves. If a system has an API, an export, or a mailbox, we can usually work with it.
What does the EU AI Act change for a company our size?

For most small-business applications, three things: you have to know which AI you use (a register), your employees have to be able to work with it responsibly (AI literacy, Article 4, in force since 2 February 2025 and enforced in the Netherlands since August 2026), and a person has to stay responsible.

We classify each application, deliver the register, and run the literacy session.
Which ISO standards do you work to?

ISO 27001 (information security), ISO 27701 (privacy), ISO 27017 and ISO 27018 (cloud security and personal data in the cloud), and ISO 42001 (AI management system): risks named, access limited, changes logged, suppliers assessed, incidents reported.

Want to see how we work? We walk you through it at the intake.
Where are you based, and do you work outside The Hague?

We are based in The Hague and work across the Netherlands, most of all in South Holland and the Randstad, the urban west of the country.

Scans and workshops we do on site; building and support from our office. Clients in Belgium, Germany, or France we help in their own language.
Which languages do you work in?

Dutch is our default.

Workshops and documentation are also available in English, German, and French. This site is available in Dutch and English.
Is the intake really free and without obligation?

Yes.

Thirty minutes, you bring one process, we show how it would run automated. You get a short list of bottlenecks, even if we never hear from each other again. The scan itself is a paid service; the intake is not.
What if there is nothing worth automating?

Then we say so, at the intake or after the scan.

You keep the process map and the measurement. The scan is not a sales tool: the number decides the next step, even when that is “stop.”

Question not listed?

Ask it during the intake or through the contact form. We would rather answer one question too many than one too few.

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