Operations systems
Custom AI Build: the test is signed before the build starts
OPERATIONS SYSTEM PILOT TWO TO FOUR WEEKS, BUILD FOUR TO TEN ENGLISH AND SPANISH
One repetitive process, mapped with the people who run it. Then a paid pilot with a pass or fail test agreed and signed in writing before any build money is spent. Then a fixed fee build. Then an optional care plan. Three steps, and each one is a decision you make separately.
Start the conversation.
The work that is eating your week
Somewhere in your business a skilled person spends hours a day on high volume, low judgment work. It is repetitive. It is language heavy. On this coast it often happens twice, once in Spanish and once in English, by the same person on the same afternoon.
It is too specific for software you can buy and too constant to keep ignoring. That is the shape of a good candidate: not a department and not a strategy, but one process with a beginning and an end, done often enough that halving it is worth something to you.
If you are not sure which process that is, the AI visibility audit includes a pass over your operations that names the three worth doing first.
Three steps, and you can stop at any of them
STEP 01 · Pilot · two to four weeks
We map the process with the people who run it every day. Then we agree in writing what a pass looks like and what a fail looks like, and you sign that before we build anything. We build the smallest version that can be tested against it and we run it on your real work, not on a demo set.
STEP 02 · Build · four to ten weeks
Only if the pilot passed. Fixed fee, fixed scope, integrated with the tools your team already uses. Your people are trained in the language they work in, and the written handover is delivered at go live so that nothing about the system lives only in our heads.
STEP 03 · Care plan · optional, monthly
A system that touches real work needs someone to keep it running when a supplier changes an API or a process changes shape. The care plan is optional and quoted separately, so support is funded rather than absorbed and rationed.
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What the test is
SIGNED BEFORE BUILD PASS OR FAIL NO OUTCOME CLAIMS
A pass or fail test is one sentence both sides can check. It names the process, the volume it has to handle, the quality bar it has to clear and the date it has to clear it by. It is written down and signed before build money is spent.
If the pilot passes, you have evidence instead of an opinion, and the build already has its specification.
If the pilot fails, you have an answer. You pay for the pilot either way, because the pilot did the job you bought it for. It told you the truth about a process before you committed a budget to a system built around it. A clear no in week three beats a slow yes in month six.
This is a test we agree in advance and then run, and it attaches to the process: the volume it has to handle, the quality bar it has to clear and the date. Your revenue, your leads and your conversion rate sit outside it, because nobody holds a baseline for those in your market, ours or anyone else's, and a supplier who offers you one is describing a spreadsheet rather than your business.
What is in the build
- Process mapping done with the people who do the work, not only with whoever commissioned it.
- The pass or fail test, written and signed before build money is spent.
- Build and integration with the tools you already run.
- Staff training in the language your team works in.
- Thirty days of adoption support after go live.
- A written handover at go live: how it works, how to change it, and what to do the first time it breaks.
The part most builds skip
The usual failure arrives three months after launch, with the system working and nobody using it. It landed on people who were not in the room and were not trained, and the old way still works well enough at four in the afternoon.
So adoption is in scope from the first session. The people who do the work are in the mapping. Training happens in their language, not in yours or ours. The thirty days after go live are part of the project, not something sold afterwards. And the handover is written on the day, not on request, so if you replace us the system carries on running.
More on that failure mode in why AI projects stall after launch, and on how we run a project in our published method.
Quote only, and why
SCOPED BEFORE PRICED FIXED FEE PER STEP
Two businesses can describe the same process in the same words and be a long way apart in what it takes to build. Scope, integrations, the condition of the data and how many exceptions the process turns out to have all decide it, and none of that is knowable from a web page.
So every build is scoped first and priced second, in writing, and fixed per step before that step begins. That is why you get a quote here rather than a band: a band would be a guess about you, and you would be the one carrying it.
Three things included because of what usually goes wrong
"I will be locked in." The written handover is a deliverable at go live, not something you have to ask for on the way out.
"My people will not use it." Thirty days of adoption support after go live, in your team's language, in the scope from the start.
"Most of these projects fail." They mostly fail after launch, once the build is finished and nobody has changed how they work. The pass or fail test is signed before build money is spent, and adoption is in the scope rather than in the hope.
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The next step
Bring one process. We will tell you whether it is a pilot, whether it is smaller than you think, or whether it is not worth building at all. In the conversation, not in a proposal three weeks later.
Custom AI Build sits inside our operations systems, the family built to take repetitive work off the desk. Its sibling is Hydra OS, where we run the recurring layer for you instead of building you one.