What happens
Kickoff
- 45-minute call: scope, sponsor, readout date
- Every interview booked before the clock starts
- Short questionnaire and a redacted-samples request
Listen
- Three to ten 45-minute interviews with the people who do the work
- Inventory of 8–25 routine workflows: trigger, inputs, outputs, systems, volume, time, rework
- We pick five to examine in depth and tell you why
Measure
- Step-by-step map of each of the five, with decision points and exceptions
- Time and volume estimates, with the method recorded for each
- Readiness scored on six dimensions; opportunities ranked on eight criteria; risk register
Recommend
- One recommended pilot: before → after design, who approves what, data touched, metrics, budget range
- Written summary (6–10 pages) and a 12-slide readout
- 60-minute readout with your decision-makers
Decide
- Pilot proposal within 48 hours
- Five business days to send corrections to the inventory
- Recordings and samples deleted within ten business days
About ten hours
- Sponsor: kickoff, one check-in, readout
- Coordinator: scheduling and samples (~3 h)
- Interviewees: 45 minutes each
How readiness is scored
Each dimension is scored 1–5 from evidence, with a gap note and what would move it up a level. The overall band tells you whether to pilot now, pilot with conditions, or fix foundations first — and a single low score can block a pilot regardless of the average, because that's how real projects fail.
Leadership & ownership
Is there a sponsor with authority, and will someone own each workflow?
Process clarity
Are the workflows repeatable and describable, with known exceptions?
Data & information
Is what the work needs accessible, current, and in one place?
Tools & integration
Can your current tools be connected safely, with least-privilege access?
People & adoption
Will staff engage, and is there time to learn?
Governance & risk
Are there policies for data, privacy, and AI use, and a way to review outputs?
Fixed fee. Quoted before we start.
Single-location service businesses and very small teams.
- 1 function · 3 interviews
- Up to 8 workflows, 3 in depth
- Readiness score, ranking, risk register
- Pilot recommendation and readout
- 2 weeks
Nonprofits and multi-team businesses of roughly 5–40 people.
- Up to 3 functions · 6 interviews
- Up to 15 workflows, 5 in depth
- Readiness score, ranking, risk register
- Pilot recommendation, written summary, readout
- 3 weeks
Larger organizations or several departments.
- Up to 5 functions · 10 interviews
- Up to 25 workflows, 8 in depth
- Everything in Standard
- 12-month roadmap
- 4 weeks
Half on signature, half on readout delivery. Half the fee is credited toward a pilot signed within 30 days. Design-partner and nonprofit discounts are shown as a line item on the quote.
Straight answers.
Can't we just use ChatGPT ourselves?
For one person drafting one thing, yes — and we'll tell you so. What a chat window can't do is watch your inbox, pull from your CRM, write in one consistent voice, log every action, and stop for a person's approval before anything goes out. That system is what you're paying for, not the intelligence inside it.
What happens to our data?
It stays in your own accounts and tools. We work inside your Google Workspace or Microsoft 365, your CRM, and your booking system, with least-privilege access that you grant and can revoke. Nothing is pasted into consumer AI apps, and samples we review during an evaluation are redacted and deleted within ten business days of the readout.
Who approves what the AI does?
A named person on your team, every time. Sending, submitting, paying, or changing a record happens only after that person approves it. The AI drafts, sorts, and summarizes; people decide. That isn't a limitation we apologize for — it's the design.
What does the evaluation cost, and what do we get?
A fixed fee from $2,500 depending on how many teams and workflows we look at, quoted after a 20-minute call. You receive a workflow inventory with time and volume estimates, a readiness score on six dimensions, a ranked list of opportunities, a risk register, one recommended pilot with expected results and a price, and a 60-minute readout. You keep all of it whether or not you go further with us.
How long does it take, and how much of our time?
Two to four weeks. We need about ten hours of your staff's time in total: a kickoff, three to ten 45-minute interviews scheduled in the first week, some sample documents, and the readout.
What if we're not ready?
Then the evaluation says so, and tells you what to fix first — usually where information lives, who owns a process, or a missing policy. Recommending a pilot to an organization that isn't ready is how AI projects fail.
Will our staff resist it?
Some will, and they're often right about specific things. That's why the evaluation interviews the people who do the work, why every pilot starts with them reviewing every output, and why training is part of the package. Our promise is more capacity for the team you have, not a smaller team.
Do you work with our CRM or booking tool?
Usually. We design around what you already use — Bloomerang, Little Green Light, Salesforce, Neon, Mindbody, Vagaro, Square, Acuity, Google Workspace, Microsoft 365 — rather than asking you to switch. If a tool can't be connected safely, the evaluation says so before anyone builds anything.
Ready for a quote?
Tell us a little about your organization and we'll reply within one business day with a time for a 20-minute call. You'll have a fixed-fee quote after that call.
Not ready for a quote? Book a 20-minute call