Choose the simplest fit
Walk through the real task. If your existing software or a general AI tool is enough, start there.
Implementation and support
Make the workflow
work in your environment.
We help define the job, connect the approved systems, test what can go wrong, and prepare the people who will use it. The written scope makes the deliverables and responsibilities explicit.
Start with fit, not a build
Use what is already enough.
An existing software feature or a general AI tool may solve a simple drafting, summarizing, or analysis task. Custom implementation becomes useful when a recurring process needs system connections, defined approvals, exception handling, and an operating owner.
Connect the actual work
Configure the agreed sources, preparation steps, review queue, and staff approval points.
Work through exceptions
Try ordinary requests, missing information, duplicates, and connection failures with your staff.
Make ownership clear
Train staff, document operation, and agree who handles issues. Ongoing support is scoped separately.
Work directly with your builder
Agree what done
will look like.
Start with Houston May, Principal Technical Lead, and the people doing the work. Follow one real request from arrival to completion before choosing tools.
A pilot can use draft outputs and read only access before any approved actions are introduced. Delivery may be remote or include onsite work when agreed in the proposal.
Municipal pilots start at $2,449 and typically span 12 weeks of elapsed calendar time. Business work is quoted separately. The timeline is not a dedicated staffing allocation.
Define a bounded implementation
Name the intake source, output destination, permitted records, staff reviewer, and actions that need approval. Document existing access limits and integration dependencies.
The written scope identifies one intake source, a defined request category or set of categories, and a staff review destination. Connections depend on the permissions and interfaces available in your systems.
- A map of the current process, named owners, and agreed acceptance criteria.
- The configured intake workflow and review queue, with links to source records where available.
- Agreed tests and a record of results, corrections, and unresolved limitations.
- Staff training, operating instructions, and an agreed handoff.
Test ordinary work and exceptions
Use approved examples, including incomplete, duplicate, conflicting, and unsupported requests. Test connection failures and the manual fallback. Agree acceptance criteria with the people who will review the output.
Record results, corrections, and known limitations. Compare preparation time and quality with the current process, including staff review. AI output is not evidence of accuracy until it is checked.
Confirm local deployment and access
Client data is hosted in aidefi’s on premises data centers or on the client’s premises. Models run locally. Data does not enter cloud services unless otherwise noted in the project arrangements.
Agree hosting, access permissions, personnel, work locations, logging needs, and any project exceptions. Your organization determines its required security, records, and retention controls; the scope states how they will be implemented and tested.
Handoff with operating instructions
Train the agreed staff, document the workflow and dependencies, identify the reviewer and operating owner, and explain how to stop the workflow or revoke its access.
The handoff records test results and limitations, along with the agreed access and ownership arrangements. Review the pilot against the acceptance criteria before deciding whether to continue or expand.
Define support before relying on it
Ongoing support is a separate, quoted scope. Agree issue reporting, responsibilities, response expectations, maintenance, and how changes to connected systems or workflow requirements will be handled.
Do not assume unlimited changes, round the clock monitoring, or uninterrupted operation is included in a pilot. Any such commitments must be explicit in the written agreement.
A shared operating plan
Clear responsibilities
on both sides.
aidefi’s scope
Implement the agreed workflow, test it against the agreed cases, document limitations, and deliver training and handoff. Support responsibilities are defined separately.
Your organization
Name an owner and reviewer, approve access, provide suitable examples, confirm policies, and make decisions on the prepared work.
The decision to continue
Review usefulness, corrections, staff effort, and total operating costs. Continue, revise, or stop based on the evidence rather than expanding by default.
One process is enough to start.
Tell us where the handoff breaks down. We will discuss whether a scoped implementation is worthwhile before proposing development.
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