Product · Implementation and advisory
An AI-assisted operating
system for growing companies.
Sales follow-ups, documents, meetings, finance and executive actions are scattered across inboxes, folders and personal notes. We turn that into one structured operating system: designed around how your company already works, set up inside your own environment, and kept useful with monthly support.
Priorities
- Proposal awaiting a decision · open for 2 days
- Contract renewal — response due today
Risks
- 3 invoices are past their due date
- Two meeting actions have no owner
Waiting on you
- Approve the scope change on the current project
Assembled from your own systems. The summary is AI-assisted; the decision stays with you.
The problem
The company grows,
visibility does not grow with it.
None of these are tooling problems. They are what happens when the operation still runs on personal memory while the number of customers, documents and decisions keeps rising.
- 01Sales opportunities are lost between inboxes, calls and personal notes.
- 02Proposals, contracts, invoices and delivery documents live in inconsistent folders.
- 03Meetings do not reliably turn into clear owners, deadlines and next actions.
- 04Founders and executives spend a large part of the week manually tracking the business.
- 05AI tools get used, but they stay outside the way the company actually works.
What it is
Not a set of automations —
a management standard the team can use.
We design and implement an operating layer that connects sales, operations, documents, meetings and management routines. AI sits inside that layer as an assistant: it summarises, classifies and prioritises. The decisions stay with people.
What this is not
A handful of disconnected automations
What is actually delivered
The design and setup of a company-wide operating system
What this is not
A chatbot bolted onto the side
What is actually delivered
A tracking system for internal operations, sales and executive actions
What this is not
A tidy-up of document folders
What is actually delivered
A management standard that runs from a document through to the action it triggers
What this is not
A custom software project
What is actually delivered
Setup, business analysis and adoption advisory in one engagement
What this is not
A dashboard to look at
What is actually delivered
An operating discipline with a monthly improvement cycle
Modules
Six modules, one operating layer.
Which modules go in is decided by what the assessment finds — you do not have to start with all six. They are designed to work as one system rather than as six separate tools.
Sales Desk
Leads, meetings, proposals and follow-ups are tracked with clear statuses, ownership and next actions.
You end up with
Pipeline structure, customer file, proposal statuses, follow-up cadence
CEO Operations Panel
Executives get one view of daily priorities, decisions, risks and the actions still waiting on them.
You end up with
Executive action list, critical follow-ups, decision log, weekly summary
Drive Document System
Client, project, proposal, contract, invoice and delivery folders are brought to a single standard.
You end up with
Folder architecture, naming standard, document record template
Meeting-to-Action System
Meeting notes turn into owners, deadlines, risks and follow-up tasks instead of staying as notes.
You end up with
Minutes template, action table, decision and risk tracking
Finance & Legal Tracker
Payments, receivables, contracts and compliance documents become visible and trackable.
You end up with
Payment list, receivables table, contract and risk register
Daily Executive Brief
A structured daily or weekly summary of what needs attention, assembled from your own systems.
You end up with
Prioritised email, document, customer and action summary
After the setup
What changes
in the first months.
Each line below is a problem we have run into repeatedly, what the system puts in its place, and the concrete artefact you are left holding at the end.
Today
Follow-ups slip
What we set up
A sales pipeline and a follow-up cadence
What you are left with · Lead, meeting, proposal, follow-up and closing statuses
Today
Documents are scattered
What we set up
A Drive and document standard
What you are left with · Client, project, contract and invoice folder architecture
Today
Meetings evaporate
What we set up
A meeting-to-action structure
What you are left with · Owner, deadline, risk and follow-up list
Today
The founder tracks everything by hand
What we set up
An executive brief and panel structure
What you are left with · Daily and weekly executive summary
Today
Payment and contract risk stays invisible
What we set up
A finance and legal tracking standard
What you are left with · Payment, receivables, contract and risk matrix
Implementation model
Five phases, each with a deliverable.
Scope stays controlled and every phase ends with something you can hold. Nothing moves on to the next phase before its output is agreed.
- 01
Discovery
Your current systems, teams, role distribution, data sources and critical blind spots are mapped.
Duration
5–10 business days
Deliverable
Process map, risk list, scope of the setup
- 02
Design
The target operating architecture and the tracking standard for each module are designed.
Duration
1 week
Deliverable
Folder tree, pipeline, statuses, responsibility matrix
- 03
Setup
The system is built inside your own environment under a controlled scope, and the data is put in order.
Duration
2–4 weeks
Deliverable
A running system, core documents, ready-to-use flows
- 04
Training
The team and the executives are trained until the system sits inside the daily working rhythm.
Duration
1 week
Deliverable
Training sessions, usage guide, task ownership
- 05
Operate
The system is reviewed monthly and kept producing value as the company keeps changing.
Duration
Monthly · optional
Deliverable
Monthly report, improvement plan, new automations
Engagement packages
Start where the value is clearest.
Most companies start with the assessment. It is a short engagement that ends with a written picture of the operation, and it defines the scope of everything that follows.
AI Ops Audit
A focused assessment of your current workflows, tools, document structure and operational blind spots.
Duration
5–10 business daysAI Ops Setup
A structured implementation of your core modules, folder architecture, tracking systems, templates and team routines.
Duration
3–6 weeksAI Ops Retainer
Monthly advisory and improvement support that keeps the operating system clean, current and worth using.
Duration
MonthlyEnterprise
Custom integrations, advanced dashboards, user roles, data workflows and a tailored implementation scope.
Duration
Project basedPricing is shared in a written proposal after the assessment, together with the scope, the phase plan and the payment schedule. Licence costs for third-party tools sit outside the package.
Book an assessmentWho it is for
Companies where the operation
outgrew personal follow-up.
Typically 10 to 100 people, where a founder or an executive is still the one holding the operation together.
Agencies
Many clients and many revisions; proposal and meeting tracking is the bottleneck.
Software companies
Project, delivery, contract and team coordination pull in different directions.
E-commerce
Demand, operations, invoicing and supplier traffic are heavy and constant.
Consultancies
Meeting, report, proposal and follow-up load sits on a small number of people.
Owner-led SMEs
The business runs in the owner's memory and on the owner's phone.
Technopark companies
Project, document, grant and formal process tracking has to be provable.
Security and data access
Access is agreed
before the project starts.
The system works with email, files, meetings, proposals, contracts and payment data. Which parts of it we may see is written down and approved before any work begins.
Minimum privilege
Access is granted only to the systems and folders the project actually needs — never to a whole mailbox where a filtered label will do.
Written client approval
Access, folders and data categories are approved in writing by the client before they are opened.
Role-based separation
Finance, legal, sales and operations data are managed at separate permission levels.
Sensitive data stays out
Payroll, special categories of personal data, sensitive finance documents and anything carrying signature authority are restricted separately.
Human approval
AI-assisted summaries and suggestions do not stand in for a decision. Critical actions require a person to approve them.
Auditability
Who was granted access, when, and over what scope of data is recorded — and access is closed at the end of the project.
The access matrix, the confidentiality terms and the client's data responsibilities are agreed in writing before setup begins. This framework is an operating standard, not legal advice.
Start with an assessment
of how your operation runs today.
A short engagement that ends with a written picture of your workflows, your blind spots and what setting this up would take. What happens after it is your call.