Step 2 of 3
The AI Operating Map
A few hours with you and the people who do the work, then a written map you keep: what the work is today, which jobs AI can take on and in what order, what to buy off the shelf instead, what to leave alone, and the hours behind each line.
£1,500Paid up front. Credited in full against your first month if you take a seat within 30 days. No VAT is added.
What happens
You tell me how the place runs
Before we meet
A written questionnaire, and a thorough one: who does what, the tools you pay for, where the week goes. It takes a while to fill in, and it means the calls start from what you already know rather than me asking for it.
A long conversation with you
The first call
You and me, on video, walking through how the business works and where the time goes. This is the call that decides whether there is a day a week to find. If there is not, it stops here and you get your money back.
Time with the people who do the work
Later the same week
Separate calls with 1 or 2 of the people who actually carry the jobs. The map is only as good as my understanding of the work, and the person doing it knows things the org chart does not. Every call is recorded so nothing said is lost.
The map arrives
Within a week of the last call
It maps how your business runs today, ranks every job worth handing to AI with the hours behind each, and specifies the top 3 in enough detail to build from, with me or without me. It opens in any browser, needs no account, and is yours to keep.
We walk through it together
One more call
I take you through the map and answer whatever it raises. If you want to go on, you also get a short separate document on how we would work together, starting with the top builds from the map. If you do not, the map is still yours.
What is in it
- How the work happens today
Who carries what, the tools you run, and the shape of the week in your own words. Most owners have never seen this written down in one place, and the picture usually surprises them: the jobs eating the most hours are rarely the ones anyone complains about.
- What AI can take on, in order
Every job worth handing over, ranked by the hours it gives back, with the easy ones marked as easy. The top 3 are specified in full, to the depth shown below. The rest carry what they touch, what the AI would do and what stays with a person, so nothing on the list is a mystery.
- Buy, do not build
The jobs a cheap product already does well, named with their prices. Buying those saves you paying me to build what already exists, and you can act on them the same afternoon.
- Leave alone
The jobs that should stay with a person, and why: some because they are judgement, some because they are trust, some because the saving is too small to be worth the bother yet. Knowing what not to touch is half the value of the map.
- If not us, who
A short page on hiring someone else to build from it: what to look for, what to be wary of, and how to use the specifications as the brief. The map is written so that this is a real option.
- The numbers
The hours behind every line, measured from your own week and added up. This is where the day a week either shows or it does not.
2 lines from a map, as they appear
From the map · Build 1 of 7
Proposals written from the call
Sales · 14 of 18 hours a week back across 6 people · Open the entry
- Who carries it today
-
Name withheld Sales director 4 hrs a week Name withheld Account manager 3 hrs a week Name withheld Account manager 3 hrs a week Name withheld Account manager 3 hrs a week Name withheld Account manager 3 hrs a week Name withheld Sales administrator 2 hrs a week Spent today, every week 18 hrs - Today
- Each account manager scopes the work on a call, then spends an evening turning what was said into a proposal in the house format.
- The sales director rewrites every one, because each reads differently.
- What the prospect actually said, the thing that would have won it, rarely survives the rewrite.
- Pricing is worked out by hand each time, and it varies.
- 18 hours a week across 6 people.
- With this build
- The machine does the writing up. The discovery and the judgement stay with your people.
- A draft proposal is in the account manager's inbox, in the house format, priced from your rates.
- It opens with the prospect's own words and priorities, so they recognise themselves in it.
- The sales director reads and says yes. The writing is done, and every proposal reads the same way.
- Where the call left a gap, a question comes back to a person. Nothing is invented.
- 4 hours a week of reading and approving.
- What the AI does
Reads the whole transcript, then writes the proposal the way you would if you had the evening free.
Opens with their situation in their own words: what is costing them time, what they said hurts, what they have tried. Then what you would do about it, why that matters to them specifically, and in what order, with the reasons for the order.
Prices it from your own rates, so the numbers are yours and not its guess, and puts it in your format, ready to send as a page or a document.
Asks rather than guesses. Where the call left a gap, it comes back to you with a question, so nothing in the proposal was invented.
- What it touches
The call recording, your proposal template, your rate card, and the page or document the proposal is sent as.
- What stays with a person
The call itself, the price, and the judgement on what to promise. Nothing goes to the prospect until you have read it and said so.
- Where it stops
It never invents a fact that was not on the call, and it never sends. A proposal it is unsure about comes back to you as questions, not as a finished document.
- In whose voice
Yours. Before the first proposal, a short rulebook is written with you from proposals you have already won with: how you open, what you never promise, how you talk about price. Every draft is written from it, and the rulebook stays yours and grows.
- What you see
A draft proposal page is in your inbox with the open questions at the top. Answer them, read it, send it. The sales director sees every proposal before it goes, as now, without writing any of them.
- What it needs to start
Your last 10 proposals, ideally the ones you won with. Your rate card. An hour with the sales director on how you open, what you never promise and how you talk about price. That hour becomes the rulebook.
- Runs in
Your own accounts. The recording never leaves them.
Section 2 of the AI Operating Map · What AI can take on, in order
From the map · Build 2 of 7
Supplier invoices in, checked, coded and ready to approve
Finance · 19 of 23 hours a week back across 7 people · Open the entry
- Who carries it today
-
Name withheld Accounts assistant 12 hrs a week Name withheld Finance manager 3 hrs a week Name withheld Operations director 2 hrs a week Name withheld Project manager 1.5 hrs a week Name withheld Project manager 1.5 hrs a week Name withheld Project manager 1.5 hrs a week Name withheld Project manager 1.5 hrs a week Spent today, every week 23 hrs - Today
- Every supplier invoice is keyed by hand, queried by email, and paid on the strength of somebody's memory.
- Invoices arrive by email, as attachments, in the post and through 2 supplier portals. The accounts assistant opens and keys each one.
- The cost code is guessed from the last invoice, then an email goes to the project manager to ask whether it is right.
- The project manager hunts for the order, checks the price, replies. There are 4 of them, and it happens every week.
- Duplicates are caught by memory, and sometimes they are not.
- 23 hours a week across 7 people.
- With this build
- Invoices arrive ready to approve, and nothing is paid that a person has not said yes to.
- Every invoice is read and matched to its order on arrival, whatever route it came in by, including photographs of paper.
- It is coded the way you already code, from your last 6 months of invoices. A question comes back only when it is unsure.
- The approver gets one email: the invoice, the order, the difference if there is one, and an approve link.
- Every second copy is held before it reaches the payment run, with the reason.
- 4 hours a week of approving.
- What the AI does
Reads every invoice however it arrives, including the ones that are photographs of paper. It pulls the supplier, the amounts, the VAT, the invoice number and the order reference, and matches the invoice to your purchase order. Where the price or the quantity differs, it says by how much.
Codes it the way you already code, from your last 6 months of invoices, so a supplier who has always gone to one account keeps going there.
Catches the second copy. It checks the invoice number and the amount against everything already posted, and holds anything that looks like a duplicate.
One email to the right approver: the invoice, the order, the difference if there is one, and a single approve link. Once approved, it posts the invoice to the accounts system, coded, with the document attached.
Asks rather than guesses. Anything it cannot match or read with confidence goes to the accounts assistant as a question.
- What it touches
The accounts inbox, the accounts system, your purchase orders, and the email of whoever approves. Nothing in the bank.
- What stays with a person
Every approval, and every payment. Nobody's invoice is approved by a machine, and the payment run is built and released by finance exactly as now, from invoices a person has said yes to.
- Where it stops
It cannot approve, cannot pay, and cannot create a supplier. It never touches the bank. An invoice from a supplier it has not seen before, a bank detail that has changed, or a difference from the order above a limit you set, all stop and wait for a person. It does not delete anything, and every invoice it holds is listed, with the reason.
- In whose voice
The approval email reads the way the accounts assistant already writes them, short and plain, from the ones they sent last month. Suppliers are never written to.
- What you see
Approvers get one email per invoice with everything needed to say yes, instead of a question and a search. Accounts sees a list of what is waiting, what is held and why. Finance sees a payment run built from approved invoices only, with the duplicates already out.
- What it needs to start
Read access to the accounts inbox and the accounts system. Your last 6 months of posted invoices, which teach it your coding. The list of who approves what, and the limit above which a difference from the order must wait for a person.
- Runs in
Your own accounts system and your own mailbox. Nothing is copied out.
Section 2 of the AI Operating Map · What AI can take on, in order
This is the short form. In the map each of the top 3 runs to several pages: every step in full, every point where a person decides, what it needs access to, what it must never do, and the rulebook it writes from. Builds 4 to 7 carry the job today, who carries it, what the AI would do and what stays with a person.
Questions people ask at this step
- How much of my time does it take?
- A few hours: the questionnaire, a long call with you, and a shorter one with each of the 1 or 2 people you choose.
- Do you need logins to anything?
- No. The map is built from what you and your team tell and show me. Access to tools comes later, and only build by build, if you take a seat.
- We already use some AI tools. Does that matter?
- It helps. They go on the map with everything else, and the map says which are earning their keep.
- Can I share it?
- Yes. It is yours, written to be read by anyone, and it opens in any browser.
- What if I do not go on?
- Then you have the map, dated, and the credit against a first month lapses after 30 days. Nothing else changes.
- Are the calls recorded?
- Yes, so nothing said on them is lost.
If there is no day to find
If we do not find a day a week across your business, the £1,500 is refunded.
You still get a short written note of what was looked at, the tools worth buying, and why it is not worth your time yet. Some businesses are already lean, and it is better to say so on the first call than to sell you a map you do not need.
What it is not
It is not a sales document for our services. Nothing in it depends on hiring me, and the builds are written so that you could take them elsewhere. It is not everything AI could ever do for you. It goes after the biggest things first: where the most hours are going, which of those AI can take on soonest, and what it would take to get each one live. The easy wins are marked as easy, and the top 3 are worked out in full.
The 20 minute call comes first, and it is free. The map is only offered if we are a fit.