The Sweep.
The honest operations audit you wish you'd already done.
The first thing we do in every engagement. We sweep your operation end-to-end, reconcile the AI license stack against actual utilization, and ship a 90-day install plan with the ROI math behind every workflow. Fixed fee. You keep the deliverable whether you hire us for the build or not.
Deliverables.
- →End-to-end operations map across front-, mid-, back-office workflows
- →AI spend reconciliation across every vendor in your stack today
- →Workflow-by-workflow ROI model, ranked by P&L impact
- →AI Readiness audit scored across 8 dimensions
- →Governance + IT security review (legal-ready)
- →90-day Install Plan, week-by-week, with named workflows in scope
How the the sweep actually runs.
Kickoff + operations interviews
Half-day kickoff with executive sponsor. Then 4–8 operational interviews — one per domain in scope, plus IT and finance. We sit inside the work, not in a conference room: shadow the close, ride along with a dispatcher, sit through an intake.
AI spend reconciliation
We pull every AI license, contract, and trial in the firm — Copilot, ChatGPT Enterprise, vertical tools, AI features inside existing SaaS. Map what's paid for, what's actually used, what's duplicative. Most firms find $10K–$60K in latent consolidations during this step alone.
Workflow-by-workflow ROI model
For each candidate workflow in scope, we model: current state cost (labor hours × loaded rate + error/leakage cost), AI-native state cost (residual labor + Automoat retainer share), and the delta. Workflows get ranked by 12-month payback.
AI Readiness audit
8-dimension scoring (data quality, knowledge accessibility, governance, executive sponsorship, instrumentation, vendor stack, change-management appetite, integration complexity). The score sets the realistic install scope.
Governance + IT security review
With your CTO/IT lead and (if regulated) compliance partner. We walk the proposed install through your data perimeter, model-routing constraints, audit-log requirements, and any vertical-specific rules (HIPAA, GLBA, ABA, AICPA, etc.).
Install plan + business case readout
60-minute readout with executive sponsor + any additional stakeholders. We walk the Install plan, the ROI model, the governance findings, and recommended scope. You decide: Install, Beachhead (smaller scope), or no-go.
What you get on paper.
ANONYMIZED, REAL-LOOKING. ENGAGEMENT-SPECIFIC ARTIFACTS LIVE IN CLIENT NDA.
Operations map (PDF + Miro link)
Visual map of every workflow in scope today, color-coded by AI-leverage potential. Anonymized samples available on request.
AI spend reconciliation (xlsx)
Every line item across the AI stack. Per-seat utilization, contract dates, consolidation candidates.
Workflow ROI model (xlsx)
One row per workflow. Current state cost, AI-native state cost, payback window, recommended Install priority.
AI Readiness scorecard (1-pager)
8 dimensions, scored 1–5, with the specific failures called out by dimension.
Install plan (Notion doc)
Week-by-week phased rollout for 90–120 days. Workflows in scope. Layer-by-layer architecture. Governance signoffs needed.
Governance memo (PDF, legal-ready)
Data routing, audit, model selection rationale, and any vertical-specific compliance considerations. Drafted to be defendable in a regulatory exam.
Inside this phase.
Toolchain selected per-engagement. This is the typical stack.
- Miro / Whimsical (op maps)
- Notion (deliverable layer)
- Anthropic Claude (primary model)
- OpenAI GPT-5 (cross-validation)
- Pinecone / pgvector (knowledge retrieval)
- 5-Layer OS Architecture
- AI Readiness Audit Framework
- Workflow ROI Model Template
Your team's role during this phase.
- →Executive sponsor blocks 2 hours/week for the duration of the Sweep — most of it for interviews, none of it for slide-review.
- →Operational leads (1–2 per domain in scope) make their team available for 30-min interviews.
- →IT/security lead joins the governance review session in Week 3.
- →Finance lead pulls one AI-vendor spend report. We do the reconciliation work.
- →Nobody else has to clear their calendar. Sweeps don't disrupt operations.
The exit.
At the end of Week 3, you have everything you'd need to go run the Install yourself with an internal team — operations map, ROI model, governance memo, week-by-week plan. Most clients hire us for the Install. The ones who don't still keep the deliverable. That's the deal.
Book an Ops Call.
30 minutes. Operator-to-operator. No deck. No follow-up nurture sequence designed to wear you down.
Book an Ops Call →