1. Understand what you need
We review your goals, the current system, the people affected and any constraints. Together, we agree what to prioritise.
How we work
Start with the decision, not the build.
We define the problem and its consequence, compare lower-risk options and scope only the change that can be delivered and supported responsibly.
2. Compare the options
We evaluate repairing what exists, configuring supported products, integrating systems or commissioning custom work.
3. Agree the scope and responsibilities
Before work starts, we agree the deliverables, dependencies, responsibilities, approval checks, ownership, data export and handover arrangements.
4. Deliver, hand over and support
We review progress and agree release and handover checks. Any ongoing support has a defined scope, coverage and response expectations.
Client inputs
What we need from you
- A named decision owner.
- Safe access to representative information.
- Availability from the people who use or own the workflow.
- Known constraints, deadlines and incumbent suppliers.
- An agreed way to give feedback and approve completed work.
Practical scoping worksheet
Choose one task for an AI or automation pilot
Start with a repeated task you can describe and check. Record what comes in, what a useful output looks like, who reviews it and what would count as an improvement.
01
Current task & frequency
A specific, repeated manual step and how often it happens.
Example
Matching incoming supplier invoice and receipt text records against open orders; 30–50 records weekly.
02
Input format & source
Where the source material arrives from and in what format.
Example
Standard digital invoice or receipt text file placed into a designated intake folder.
03
Expected structured output
The format needed for the next step or destination system.
Example
Structured summary CSV or draft form fields with unstated tax amounts flagged for human review.
04
Designated human reviewer
The named role or person responsible for validating draft outputs.
Example
Named finance officer who approves drafts before ledger posting.
05
Sensitive exclusions
Confidential fields or personal data that must be redacted or omitted.
Example
Exclude customer bank details, staff payroll data, and proprietary pricing notes.
06
Measurable success check
An objective standard to determine if the pilot delivered value.
Example
Reduction in rekeying time per batch with 100% of exception-flagged tax fields manually reviewed.
Commercial process & fees
How we agree scope, fees and commercial terms
Tell us what you want to achieve, who uses the system and any deadline or constraints. If an assessment is needed, we will agree its scope and any fee before starting. The proposal will set out deliverables, responsibilities, acceptance checks and support arrangements.
What influences price & timing
- Data quality & cleanliness: Moving structured, modern databases is faster and lower-risk than rescuing fragmented spreadsheets or undocumented legacy schemas.
- Integration depth: Off-the-shelf connectors take less time than developing bespoke API adapters against legacy systems.
- Standard vs custom: Configuring supported software (like Odoo or WordPress) is more cost-effective than building from scratch.
- Review turnaround: Prompt feedback from your designated decision owner keeps delivery milestones on schedule.
How a project is phased
- 1. Discovery & Assessment:An initial exploratory conversation is not charged. If an in-depth audit or technical specification is needed, its scope and fee are agreed in writing before work begins.
- 2. Bounded Delivery Increment:We deliver the highest-priority workflow first so your team can test real functionality rather than waiting for an all-at-once launch.
- 3. Handover & Acceptance:Documented testing, user guidance, and configuration sign-off before production cutover.
- 4. Planned Support:Agreed business-hours coverage, defined response expectations, and routine maintenance.
What to prepare before we speak
- A named decision owner: One person with authority to clarify business rules, review outputs, and approve deliverables.
- Representative examples: Anonymised sample records, spreadsheets, or export files that represent daily volume.
- Workflow users: Access to the actual staff members who process the work day-to-day.
- Known constraints: External audit deadlines, software renewal dates, or incumbent contracts.
Practical FAQs on terms and delivery
- What happens if our requirements or scope change?
- Scope changes are normal as systems are discovered. When new requirements arise, we pause and prepare a concise written change note detailing any timing or cost adjustment. No out-of-scope work proceeds without your prior written agreement.
- What is handed over upon project completion?
- You receive full administration access, custom software code, data mapping sheets, runbooks, and staff guides according to the agreed contract terms. Third-party software licences (such as cloud hosting or commercial modules) remain governed by their respective vendor terms.
- Are initial assessments chargeable?
- Initial exploratory discussions are free. Where an organisation requires an in-depth code audit, security review, or migration feasibility specification, we define the exact deliverables and any fee upfront before any work starts.