How we work
It starts with 30 minutes with our team. If we fit, we offer a discovery session of 45 to 60 minutes with the owner or CEO, held online or on site, where we walk one process end to end, such as enquiry to invoice or order to delivery.
The audit finds and costs the work.
It takes about 25 hours of our time over two weeks, from kickoff to the walk-through, at a fixed price. Five of those hours go on walks with three to five of your people, three on your systems and documents, six on writing down how the business runs, six on costing and ranking, two on a sample and three on the plan.
The register lists five to ten workflows, each with its yearly cost from your own numbers. Each dollar figure traces to a number you gave us, and nothing leaves the engagement without your permission.
The map of how the business runs stays in your own files and covers who does what, your processes as we walked them, your systems and where documents and data live. The hand-made sample shows what the first workflow would produce before anyone builds it.
We take you through the 90-day plan in about an hour, and the first build proposal reaches you within two days. Arrive with one scoped job and someone to own it, and you can skip the audit.
Sample · Opportunity register
Fictional distributor, 30 staff
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Quotes built by hand from emailed job sheets
Sales and the ops coordinator
520 hours · $33,800 a year
First build Draft each quote from the job sheet for a person to check
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Matching proof of delivery to invoices
Accounts
310 hours · $20,150 a year
First build Match them daily and flag the gaps
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"Where is my order?" emails
Customer service
260 hours · $16,900 a year
First build Draft replies from the tracking data
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The monthly management report
Owner
96 hours · $9,600 a year
First build Assemble it from the accounts system and the job system
Four of seven found
1,186 hours · $80,450 a year
Cost is hours times the loaded rates the owner supplied.
We price it first and test it before it runs.
Each build has its own price before it starts, and any change of scope gets a written price before we build it. A first build takes two to four weeks from go-ahead to live. Each Friday brings five lines from us covering hours used, what shipped, what's next and one observation about your business.
Fixed steps such as fetching a page or sending a message stay in ordinary automation, and the AI handles the parts that need judgement.
Before it goes live, we score test runs against a set of known answers, check each claim against its source and wait for two passing runs in a row. Where you have a developer, we work in their code and conventions, and they sign off how changes go live.
Sample · Friday update
Fictional distributor, build week 2
- Hours used
- 9 this week, 23 since go-ahead.
- Shipped
- Quote drafts now build from the emailed job sheets.
- Shipped
- Sales checked 14 test drafts and changed 3 of them.
- Next
- We score last month's 20 quotes against the prices you sent, then switch on after two passing runs.
- Noticed
- Two of the three changes came from job sheets with no site address, so a required field on the sheet would save a step.
Fictional business and figures.
Your team takes it over.
The runbook covers how it runs, what to check weekly and who to call, and one training session sets up the person who will own it. Your team then runs it for a week without us. Once you have paid, the deliverables are yours, and we keep our know-how and the parts we reuse.
Sample · Runbook
Fictional distributor, quote drafts
- How it runs
- Weekly checks
- Who to call
Weekly checks
Done by the ops coordinator each Monday, in about 20 minutes.
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Open five of last week's quote drafts and compare each one with its job sheet.
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Clear any draft that has waited more than two days for a person to check it.
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Read the jobs the workflow passed to a person, and note why in the log.
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Confirm the price list it reads from is the current one.
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If the same problem shows up two weeks running, call the contact under "Who to call".
Fictional business and workflow.
The outputs keep arriving each week.
A monthly fee covers named weekly outputs from our tools inside your stack, with a set allowance for changes. The monthly run includes reviewing the early weeks of each new output with the person who owns it.
Our sample Monday briefing shows one such output. Once you're ready, we choose the next workflow with you from the register.
Sample · Monday briefing
Fictional fire and air services firm
High rating
A competitor now lists a fixed yearly price for fire servicing across multiple sites.
For you Three of your multi-site customers renew this quarter on per-visit rates.
Medium rating
A competitor has advertised two HVAC technician roles in the south-east.
For you They may be adding capacity where most of your best customers sit.
Low rating
A competitor's newest case study names an independent school.
For you Schools come next on your plan, so expect company in that market.
Checked, nothing new
Five other competitors' websites and news pages.
Everything in this briefing is fictional.
Questions about the steps
- Can we skip the audit?
- Yes, if you arrive with one scoped job and someone to own it. We go to a build proposal and fold the audit's groundwork into the first week of the build.
- Do you need access to everything?
- Before a build starts, we confirm with you the access and licences it needs. It can run inside your own tenant, using only the models your administrator approves.
- Do we keep tuning it after it goes live?
- Yes. The monthly run includes a set allowance for changes, and we review the early weeks of each new output with the person who owns it.
Start with 30 minutes.
Bring the job that costs your team the most hours, and we'll tell you whether AI can help and where we'd start.
