What happens on a workflow call?

You do not need an AI roadmap to talk with West Palm AI. You need an operational problem: work that takes too long, creates avoidable errors, delays revenue, or makes growth depend on hiring more people. Our workflow call is a free 45-minute AI opportunity assessment, with a one-page written readout of the three highest-yield automation candidates and what we would run first.

The assessment also checks whether the managed service is a fit. We want to understand the problem, the people affected, the systems involved, and whether the potential value justifies a closer look. If there is a plausible first workflow, we scope that workflow with the person who runs it, then propose a monthly plan to build it and operate it after launch.

If you want more on the service model, read What is managed AI operations?. If you are comparing an external team with an internal hire, read Managed AI vs hiring an AI team.

Why start with one workflow?

“Use AI across the business” is too broad to build or measure. A useful starting point has a beginning, an end, someone responsible for it, and an outcome the business cares about. It might be a document intake queue, a repeated review step, or information that employees currently gather from several systems by hand.

The first workflow gives us a practical way to test the economics. How often does the task happen? How many people touch it? How long does it take? What happens when it is late or wrong? Those questions matter more than whether a model can produce an impressive answer in a demo.

A defined scope also lets us quote the monthly service responsibly. Integrating with a shared inbox is different from changing a process across several systems with strict permissions and many exceptions. We should understand the work before promising a price or launch date. The homepage describes the broader sequence: identify a useful workflow, build and launch it, then keep it working.

What the 45-minute assessment covers

The first conversation is usually with the owner, CEO, COO, CFO, or another leader who knows why the problem matters to the business. We are trying to answer five questions:

• Is there a meaningful operational problem? Tell us where people spend time, where work backs up, or where errors become expensive.
• Could AI or automation plausibly help? Some problems need better process ownership or simpler software, not an AI system.
• Is the potential value large enough? We look for a rough financial case: time returned, processing speed, errors reduced, revenue captured, or capacity gained without adding staff.
• Can the organization support the workflow? We need a sponsor, a process owner, access to the systems involved, and someone who can approve the result.
• Which opportunities offer the most value? We identify three high-yield automation candidates and recommend what to run first.

We may ask which systems hold the relevant data, who can access it, and how urgent the issue is. We do not need credentials or a full set of documents on this first call. After the assessment, you receive a one-page written readout of those three candidates and our recommendation. A prototype and a fixed quote require an agreed scope.

If the fit is weak, we should say so. An unclear owner, a problem with no measurable consequence, or a task that cannot be supported by reliable data may need more work inside your organization first. A useful call can end with a decision not to proceed.

What to bring

You do not need to know which model or vendor you want. A plain description of how your team spends its week is a better starting point. Before the call, it helps to think about:

• A repeated task that consumes employee time or slows down customers.
• The person who performs or manages that task.
• The systems and documents they use today.
• Rough volume, time spent, error rate, or other baseline numbers, if you have them.
• What improving the task would be worth to the business.

Estimates are fine at this stage. “Four people spend a few hours each week assembling the same report” is more useful than a polished AI use-case slide. We can validate the numbers when we scope the workflow.

If writing is easier than booking a call, describe the problem through the work-with-us inquiry form. You still do not need a project specification.

What happens if there is a good fit?

We use the assessment readout to choose a first workflow, then confirm the scope with the person who performs or manages the work. We follow the current process from input to output: what arrives, which decisions people make, which systems they touch, and what exceptions interrupt the normal path. We might review screens or watch someone perform a representative task. This is focused scoping, not extensive free technical discovery.

The aim is to understand one workflow well enough to propose a monthly service. That proposal should state the current problem, the proposed workflow, the expected business outcome, the systems involved, what we will build, what your team will provide, the launch date, the monthly fee, and a success metric. We aim to send it within 24 to 48 hours of scoping when the necessary information is available.

One fee covers both kinds of work. The build (process mapping, integration, testing, employee rollout, and training) and the operation afterward (hosting, monitoring, model and workflow improvements, integration maintenance, expected model usage, usage oversight, and business-hours support) sit under one monthly fee, starting at $6,000/month. The fee rises with the number of workflows, the systems involved, and expected usage, and the proposal states it before you sign.

We do not start deep technical discovery when someone merely says they are interested. After the agreement is signed, we gather access and representative data, document edge cases, establish baseline measures, and agree on acceptance criteria. Then we build and test against the real process.

What does your team need to do?

A working system requires people on both sides. We typically need an executive sponsor, a process owner, a technical contact when systems require one, and someone authorized to approve the finished workflow. During onboarding, we may need software access, API or administrator credentials, representative documents, examples of normal cases and exceptions, and security requirements. A few hours of employee time during discovery and testing can prevent us from building around the wrong assumptions.

Your team does not need to design the AI system for us. It does need to show us how the work happens and tell us whether the result is useful. We start with internal testing, then let a small customer group test the workflow before a wider rollout. We train the people who will use it and monitor the launch closely.

The first workflow goes live within 30 days of signing. From then on, we report results against the baseline every month. Hours saved, processing time, error rate, invoice speed, and response speed are possible measures; the right one depends on the workflow. If the first deployment creates value, we can discuss improvements or a second workflow. Expansion follows evidence from the first one.

Is this a commitment to buy?

No. Booking the free assessment does not commit you to a managed agreement. The call may lead to a scoped proposal, or it may show that the service is not a fit. The proposal is where the scope, price, timeline, customer responsibilities, and success measure become concrete enough to decide.

We do publish a starting point: the managed service starts at $6,000/month, the first workflow goes live within 30 days, and the first 90 days are the minimum commitment. At day 90, you can leave, continue month to month, or sign an optional annual agreement. Nothing renews into an annual term automatically. Above the starting price, scope and expected usage set the fee. A simple workflow and a heavily regulated integration should not be sold as the same job. The pricing page has the details.

Start with the operational problem

Book a workflow call if you can point to work your team spends too much time on. You get a written assessment before deciding whether to proceed. If there is a fit, we scope the first workflow and propose a monthly plan before asking you to sign.