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How we work

Twelve weeks from brief to a system that runs

Most companies are quoted six to twelve months for this kind of work. We do it in twelve weeks, and this page is the reason we can promise that: every stage has a fixed end, something you receive, and a decision point where you can stop.

12
weeks to everything running
5
stages, each with a clear end
95%
delivered on the agreed date
4
weeks to the first working process

Why this kind of project usually fails

Gartner puts it at 87%: most AI projects never reach the point of being used. The reasons repeat. The scope keeps growing. Nobody agreed what success looks like. The data turns out not to be there. The people who will use it were not asked. And the testing happens at the end, when it is too late to change anything.

The usual way

  • ▸Six to twelve months before anything is used
  • ▸Budget ends up two to three times the estimate
  • ▸What is being built is still unclear halfway through
  • ▸Everything is tested at the end
  • ▸The people who will use it are not in the room
  • ▸Most of it never goes live

How we do it

  • ▸Twelve weeks to everything running
  • ▸Fixed price agreed up front
  • ▸Scope locked in week two and written down
  • ▸Something checkable every two weeks
  • ▸A conversation with your team every week
  • ▸You can stop at the end of any stage

The five stages

Weeks 0–2

Working out what to build

We look at how the work runs today and decide, together, what is worth automating first.

What happens

  • ▸We map how the work actually moves through your company today
  • ▸We talk to the people who do it
  • ▸We check the data exists and is good enough
  • ▸We agree what counts as success, in numbers
  • ▸We name what could go wrong and what we would do about it

What you get

  • ▸A written scope, priced
  • ▸A map of your current processes
  • ▸An honest report on your data
  • ▸The numbers we will be judged on
  • ▸A week-by-week plan

Weeks 2–4

The first working version

Something real that does the core job, running where you can try it.

What happens

  • ▸We build the part that does the actual work
  • ▸We teach it what your business knows
  • ▸We write the conversations it will hold
  • ▸We stand up a place you can test it
  • ▸We measure where it starts, so improvement is visible

What you get

  • ▸A working version you can use
  • ▸Everything it has been taught, in one place
  • ▸Access to test it yourself
  • ▸The starting numbers
  • ▸Written notes on how it is put together

Weeks 4–8

Connecting it to everything else

It stops being a demo and starts living inside the tools your team already uses.

What happens

  • ▸We connect it to your CRM and the rest of your systems
  • ▸We connect the channels your customers actually write to
  • ▸We keep the records in step in both directions
  • ▸We add the harder conversations
  • ▸We turn on the other languages
  • ▸We check it holds up under real load
  • ▸We tighten the security

What you get

  • ▸One system, connected end to end
  • ▸Every channel in one queue
  • ▸All the languages you need, live
  • ▸A report on how fast it is and where it strains
  • ▸The results of the security review

Weeks 8–12

Going live

Real work moves across gradually, and your team learns to run it without us.

What happens

  • ▸We move the real flow across a bit at a time
  • ▸We train your team and check they can do it
  • ▸We set up the alerts that tell you when something is wrong
  • ▸We finish the written instructions
  • ▸We hand over what we know
  • ▸We stay close during the switch

What you get

  • ▸A system doing the real work
  • ▸A screen showing what is happening right now
  • ▸Written instructions for your team
  • ▸People on your side who can run it
  • ▸A plan for what to do when something breaks

After week 12

Keeping it good

Optional, and priced separately. Nothing stops working if you decline it.

What happens

  • ▸We watch how it performs, day and night
  • ▸We retrain it as your business changes
  • ▸We try improvements against the current version and keep what wins
  • ▸We feed in what your people report
  • ▸We add what it does not yet know
  • ▸We sit down with you every quarter

What you get

  • ▸A monthly report on how it is doing
  • ▸Regular improvements
  • ▸Someone to call

What we guarantee in writing

  • ▸99.9% of the time it is working — standard
  • ▸99.95% of the time it is working — for larger installations
  • ▸A fault fixed within 24 hours
  • ▸A written report every month

What it has come to

500K+
people served
across everything we have built
95%
on the agreed date
across projects run this way
12
weeks, not months
against six to twelve elsewhere

How we work

From one process to the whole company

Getting one process working is the easy part. Most companies stall on the second one — not because the idea failed, but because what carried a hundred conversations a month will not carry fifty thousand, and nobody planned for that. This is the path we use, and what has to be true before each step.

18
months to grow, the usual way
3
months to grow, our way
4
steps, each with a checklist
16+
languages, when you need them

Why the second process is harder than the first

A pilot is allowed to be fragile. It runs in one channel, in one language, for a handful of people who forgive it. Growth removes all three of those cushions at once: more channels, more languages, more people, and colleagues who did not ask for any of it. The technical part is rarely what stops it. What stops it is that nobody agreed who owns the change, who pays for the next step, and what would count as it having worked.

Four steps

One process, proven

Enough to find out whether the idea holds, and cheap enough that finding out costs little.

What it covers
  • ▸One or two channels
  • ▸One language
  • ▸A hundred to a thousand people
  • ▸Connected to whatever is easiest
What it runs on
  • ▸Shared servers
  • ▸Basic monitoring
  • ▸Working 99.5% of the time
  • ▸Support during business hours
How you know it worked
  • ▸It answers correctly more than 85% of the time
  • ▸The people using it rate it above 4 out of 5
  • ▸The time saved is measured, not estimated
  • ▸The case for spending more is now on paper

One department

The whole team works this way, and it is connected to the systems the company actually runs on.

What it covers
  • ▸Three to ten channels
  • ▸Two to four languages
  • ▸A thousand to fifty thousand people
  • ▸Connected to your CRM and back office
What it runs on
  • ▸Your own dedicated setup
  • ▸Fuller monitoring
  • ▸Working 99.9% of the time
  • ▸Extended support hours
How you know it worked
  • ▸The money it returns is measured, not projected
  • ▸More than 80% of the team uses it by choice
  • ▸The process itself got simpler, not just faster
  • ▸The cost per case went down and you can show it

The whole company

Every department that needs it has it, and it is treated as part of how the company runs.

What it covers
  • ▸Ten to fifty channels
  • ▸Eight or more languages
  • ▸Fifty thousand to half a million people
  • ▸Connected to everything that matters
What it runs on
  • ▸Your own servers, or a separate one of ours
  • ▸Detailed monitoring
  • ▸Working 99.95% of the time
  • ▸Support around the clock
How you know it worked
  • ▸It appears in the company's own plans, not ours
  • ▸Someone on the board owns it
  • ▸Competitors notice
  • ▸It is now something you sell against

Several countries

The same thing running in more than one market, close enough to each to feel local.

What it covers
  • ▸Fifty to a hundred channels and more
  • ▸Sixteen or more languages
  • ▸Half a million people and up
  • ▸Several companies or brands on one system, with the data kept apart
What it runs on
  • ▸Servers in more than one region
  • ▸Fast everywhere, not just near you
  • ▸Working 99.99% of the time
  • ▸A named team on your side
How you know it worked
  • ▸You are ahead in your market, not catching up
  • ▸The system itself is part of what you sell
  • ▸Partners build on top of it
  • ▸It brings in money rather than only saving it

What changes by industry

The path is the same; what gets connected and what has to be proven is not. These are the ones we have done more than once.

Property

  • ▸Sorting enquiries at volume
  • ▸Several buildings or portfolios at once
  • ▸Connected to thirty-plus property systems
  • ▸More than one currency and language

Rental

  • ▸Connected to your fleet records
  • ▸Prices that move with demand
  • ▸Several locations kept in step
  • ▸Connected to payment providers

Crypto and finance

  • ▸Support that does not sleep
  • ▸Built to the rules of your regulator
  • ▸More than one network supported
  • ▸Warnings when something looks wrong

Online retail

  • ▸Connected to your catalogue
  • ▸Order status answered automatically
  • ▸Returns and refunds handled
  • ▸Stock kept in step

Healthcare

  • ▸Built to the rules for medical data
  • ▸Appointments booked and moved
  • ▸First contact with the patient handled
  • ▸Connected to the patient record

Banking

  • ▸Built to the rules for card payments
  • ▸Connected to your core banking system
  • ▸Support for spotting fraud
  • ▸Regulatory reporting prepared

Before you take the next step

On the technical side

  • ▸You know how much your own systems can take before they slow down
  • ▸There is a decision about how the data store handles the growth
  • ▸Pages and answers come back fast, wherever the person is
  • ▸It has been tested at ten times the load it carries now
  • ▸There is a plan for a total failure, and it has been rehearsed
  • ▸Alerts are set up and someone receives them

On the human side

  • ▸One person at the top owns this and says so out loud
  • ▸There is a plan for how people are told and trained
  • ▸The training material exists
  • ▸It is clear who gets called when something breaks, and after them who
  • ▸Everyone has agreed what would count as this having worked
  • ▸The money for the next step is approved, not hoped for

How long each step takes

  • One process, proven4–6 weeks
  • One department6–8 weeks
  • The whole company8–12 weeks
  • Several countriesongoing

Related

Start with the free audit

Before any of this, we look at your processes and tell you whether it is worth doing at all. That part costs nothing and you can walk away from it.

Start the audit

Updated: August 2026