3.2 days
typical response time we measure at install, before anything is changed
A module for the company brain
Client questions are eating your week.
The short version
The same routine questions arrive by email, by phone and on WhatsApp, and the answer usually sits in one person's head or in a thread from four months ago. This module drafts the reply for you, using what your firm has already confirmed as its own answer, and tells you whether that answer is confirmed or still unconfirmed.
You read the draft, correct it if it is wrong, and send it. A person approves every reply before a client sees it. It costs $750 a month on top of the brain, and it does nothing on its own, because the brain is where the answers live.
The week this is trying to give back
A firm of 5 to 50 staff is usually capped by its admin capacity rather than by its demand. Our estimate is that a good part of that admin is the same question arriving again when the firm already has a settled answer. Where is my invoice. Has that been submitted yet. What did we agree on rates. Can someone resend the document.
The answers do exist. They are spread across an inbox, a phone call nobody logged, a WhatsApp thread and a spreadsheet. So the person who knows keeps getting interrupted, and the person who does not know either guesses or waits. At install we typically measure a 3.2 day response time and roughly 31 admin hours a week across a firm this size. How much of that is repeat questions is an estimate until the install week measures it in your firm.
What the module does
It reads the channels you connect during the install week: email, phone notes, WhatsApp, the client records in your ATS or CRM, and the spreadsheets people actually use. When a question arrives that your firm has dealt with before, it prepares a draft reply and says how settled the answer behind it is.
- Finds what your firm has already confirmed on the subject, rather than what a model believes about your trade in general.
- Labels each draft by the state the answer sits in: confirmed with you, or understood from your systems and not yet confirmed.
- Built to mark the questions it cannot ground in anything confirmed and hand them back to a person rather than fill the gap.
- Waits. Someone approves the draft, edits it, or throws it away.
Where the answers come from
The module has no knowledge of its own. It reads the company brain, which holds your firm's context in three states, and it treats each state differently.
| State | What it means | How a draft uses it |
|---|---|---|
| Canonical | Confirmed with you: your process, your clients, your history, your decisions | Drafted from, and labelled confirmed |
| Working | Understood from your systems, but not yet confirmed by anyone | Drafted from, and labelled unconfirmed so you check it first |
| Unresolved | Your own systems disagree with each other | Not drafted from. Raised with you as a question |
The last row is the one owners tend to care about. The install week usually ends with two lists: the things your own systems disagree about, and a baseline of what is being dropped. In a firm this size we typically find 22 client relationships that have gone quiet without anyone deciding they should. The module does not paper over either list. It hands them to you.
31 hours
of admin a week is what we typically find in a firm of this size. This module aims at the repeat questions inside it
1
person approves every reply before it reaches a client
Nothing reaches a client without you
Every action that touches a client or a system of record waits for a person to approve it. That is built into the product rather than offered as a setting, and it applies to this module the same way it applies to the rest.
It is slower than a demo that sends on its own. It is also why a wrong draft is caught at your desk instead of in a client's inbox.
What this module does not do
- It does not reply to anyone by itself. Each reply is a draft until a person sends it.
- When your history does not hold an answer, it is built to say so and pass the question back, rather than produce something that reads well and is wrong.
- It does not replace the person who knows your clients. It aims to take the repeat questions off that person's desk so the difficult ones get their attention. Whether it does is measured against your install week baseline, not asserted here.
- It does not read another firm's data, and yours stays inside your own brain. What moves between firms is a benchmark of what good looks like in the trade, not anyone's records.
- It does not run without the brain. On its own it is an empty draft box with nothing to draft from.
- We cannot give you an accuracy rate. We have no firms running this in production yet, and a number invented before that would be worth nothing to you.
What it costs
$750 a month, added to your brain plan. The brain is the product and the modules are extras that plug into it, so the module price only makes sense next to the band you are in.
| Staff | Install | Brain, monthly | This module |
|---|---|---|---|
| Up to 10 | $1,500 | $1,000 | +$750 |
| 11 to 25 | $2,500 | $2,000 | +$750 |
| 26 to 50 | $4,000 | $3,500 | +$750 |
Connecting more than five systems adds a day and $500 to the install. We say that during scoping, not on the invoice.
We do not price per seat. The point of this is to let you grow without adding admin headcount, and a seat licence would charge you more the better that works.
For the first five design partners the install is half price and the brain sits one band down for 12 months.
This module is one of several, bought separately, and each of them runs on the brain. Read what the brain is and what the install week involves before you decide which module you want first.