Three A.I. priorities, and a notetaker already up and running

Project Overview

Who is Van Reybrouck?

Van Reybrouck is an accountancy and advisory firm based in Sint-Michiels, near Bruges. The firm has around 60 employees, spread across accountancy, legal, tax and estate planning, and corporate finance.

Van Reybrouck doesn't position itself as a compliance firm competing on price, but as a trusted advisor. That ambition ran into a practical problem: the knowledge needed to hold genuinely advisory client conversations sat mostly with the partners and the more experienced people.

The challenge

The firm was already experimenting with Microsoft Copilot and a few standalone A.I. tools, but without a clear direction. The question to Flowkify was direct:

"Where does the real value of A.I. lie for us, and how do we make sure an investment actually pays off?"

Van Reybrouck didn't want more experiments — it wanted a choice that management could defend. First an overview of all the possibilities, then proof of the value of the most important one.

Project Delivery

The approach

We work in three steps: first find the value, then prove the value, then build the value. For Van Reybrouck, that meant an A.I. Opportunity Mapping to find and prioritize the opportunities, followed by a Business Value workshop to make the most important one concrete. In the meantime, we launched a quick win so the team had something tangible right away.

1 · A.I. Opportunity Mapping

A half-day workshop at the office, with employees from every department: from partner to account staff to IT. The session ran like this:

1. Inspiration through concrete A.I. cases from the accountancy sector.
2. Mapping out divisions and roles.
3. Gathering pain points and current A.I. use per department.
4. Generating opportunities per A.I. category.
5. Plotting everything on value versus complexity and prioritizing together through a voting round.

The result was a shared priority list with three strategic concepts and a few quick wins:

Concept	What it does
Client Meeting Support	An A.I. agent that pulls together all client information and turns it into a ready-made meeting context.
Onboarding Buddy	Automated client onboarding, including the anti-money-laundering formalities.
Proactive legislation bot	Tracking legislative changes with an automatic impact analysis per file.

The upside: management went from scattered ideas to a single list of clear priorities, backed by the whole team.

2 · A.I. notetaker with Leexi

As a first concrete step, we integrated Leexi, our A.I. notetaker, into the firm's way of working.

1. The notetaker joins an online or in-person meeting and produces the transcript.
2. A.I. turns it into a structured report, in the firm's own format and house style.
3. Action points and tasks are pulled from the conversation automatically.
4. An employee approves the report before it goes to the client. So a human always stays in the decision loop.
5. The report lands automatically in the right client folder in SharePoint.

The upside: nobody takes minutes manually anymore, reports are consistent, and the content of a conversation can be found again later, per client. Leexi is GDPR-compliant and fully hosted in Europe, which for an accountancy firm is no small detail.

3 · Business Value workshop

For Client Meeting Support, we went a level deeper. In this workshop, we mapped out the full process together with partners, client managers and account staff:

1. Setting the goal and the metrics: less prep time, more relevant context, higher satisfaction after the meeting.
2. Mapping today's process: planning, preparing the numbers, the meeting, the follow-up and the archiving.
3. Naming the pain points: information spread across different systems, notes on paper, knowledge that stays in people's heads.
4. Working out a future picture built around one client file with A.I. summaries and suggested talking points.
5. Defining the scope of an MVP in user stories, split across two phases.
6. Mapping out the technical approach within the firm's own Microsoft environment, hosted in Europe.
7. Calculating the business case together and checking it against management.

The upside: no more vague ambition, but a well-defined first version with a scope, a timeline and a solid payback period.

Results

Van Reybrouck now knows where A.I. pays off most within the firm, and why. The priorities were set together with the people who do the work, so there's buy-in.

The A.I. notetaker is already in use: reports are drafted automatically and land in the right file, with an employee's approval as the final step.

For Client Meeting Support, the firm gave the green light to build the first version. The business case turned out clearly positive, mainly because the firm can serve more files at the same quality without adding staff. The first phase brings overview and structure, the second phase adds the A.I. insights.

Flowkify continues to support Van Reybrouck as an A.I. partner, focused on scalable solutions and maximum impact.

Want to know where A.I. would really pay off at your firm? Get in touch with Flowkify for a custom A.I. Opportunity Mapping.