How it works

How it works: from first call to a working system

Six stages. You can stop after any of them, and you'll always know the price before we start the next one.

Book a free 30-minute call See full prices

The roadmap at a glance

  1. 1

    Discovery call

    Week 0

    Free

  2. 2

    Quick Start or Audit

    Weeks 1–4

    £197 / from £995

  3. 3

    Proposal and fixed quote

    Within 5 working days of the audit readout

    Free

  4. 4

    Build

    2–6 weeks, depending on scope

    Fixed quote

  5. 5

    Training and handover

    Final week of the build

    Handover included; workshops from £595

  6. 6

    Support

    Ongoing

    30 days included, then from £149/month

Timings are typical for a single build. We confirm yours in the proposal.

1. Discovery call — free

What happens
A 30-minute phone call about how your business runs and where the time goes.
What you get
A straight answer on whether AI is worth it for you, and which next step fits.
How long
30 minutes.
Price
Free, no obligation.

2a. AI Quick Start — £197

What happens
A 60-minute session on one area of the business.
What you get
A one-page action plan with your top 3 opportunities.
How long
Plan delivered within 2 working days.
Price
£197. £197 comes off the AI Opportunity Audit if you book it within 30 days.

2b. AI Opportunity Audit — from £995

What happens
A discovery pack, up to 3 hours of workshops, 3–5 workflows mapped, and a data protection check (practical guidance, not legal advice).
What you get
  • A costed and ranked opportunity report
  • Quick wins you can do yourself
  • A 90-day roadmap
  • A 45-minute readout call
  • 30 days of email questions
How long
Most audits take two to four weeks, from the first workshop to your report.
Price
£995 (1–10 staff), £1,750 (11–20 staff), from £2,950 (21–50 staff). Half the audit fee comes off your build if the build starts within 30 days of your report.

Already know exactly what you want built? For small, clearly defined jobs we can quote straight after the discovery call and skip the audit.

3. Proposal and fixed quote — free

What happens
We write up exactly what we will build.
What you get
  • What we'll build
  • What it connects to
  • What "working" means (acceptance criteria)
  • Timeline
  • Fixed price
  • Running costs you'll pay directly (software subscriptions, AI usage)
How long
Within 5 working days of the audit readout.
Price
Free. No work starts until you approve it.

4. Build — fixed quote

What happens
We build it, test it on your real work (not demo data), and adjust.
What you get
  • Two rounds of changes within the agreed scope
  • Regular progress updates
  • You own what we build. Accounts are set up in your name wherever possible.
How long
2–6 weeks, depending on scope.
Price
Fixed quote. Typical starting points: workflow automation from £750, ai chatbot / enquiry assistant from £1,500, custom ai tool or agent from £3,000. 50% to start, 50% on handover.

5. Training and handover

What happens
We make sure the people who will use it know how, and know what to check.
What you get
  • A handover session for the people who'll use it
  • A short written guide or screen-recorded walkthrough
  • A note of what to check in the AI's output
How long
Final week of the build.
Price
Included with every build. Optional half-day team workshop from £595, including a one-page AI use policy.

6. Support

What happens
We keep it running as your business and the AI tools change.
What you get
  • 30 days of fixes after launch, included
  • Care plan from £149/month: monitoring and fixing failures, updates when AI models or connected tools change, small changes (up to 1 hour a month), and a monthly summary
  • Build retainer (quoted per business): new builds every month plus maintenance. See the monthly build retainer
How long
Monthly rolling, 30 days' notice.
Price
Your own software subscriptions and AI usage are not included. You pay those directly.

What you pay, and when

StagePriceWhen you pay
Discovery callFree—
Quick Start£197Agreed on your free call
AuditFrom £995Agreed on your free call
ProposalFree—
BuildFixed quote50% at start, 50% on handover
TrainingHandover included; workshops from £595Agreed on your free call
SupportCare plan from £149/monthMonthly, after the included 30 days
Build retainerQuoted per businessMonthly in advance

No VAT charged. AI Business Systems holds professional indemnity insurance. See every price on the pricing page.

Common questions

Questions

Do I have to do the audit first?

No. For small, clearly defined jobs we can quote straight after the free discovery call. The Quick Start or Audit is for when you want to know where AI fits before deciding what to build.

What if the build doesn't work as agreed?

The proposal sets out what "working" means before we start. If the build does not meet those acceptance criteria, we fix it before handover. That is part of the fixed price.

Who owns the system and the accounts?

You do. Accounts are set up in your name wherever possible, and you keep everything if you stop working with us.

What will it cost to run each month?

It depends on the tools involved. The proposal lists the monthly software and AI usage costs before you approve anything, and you pay those directly to the provider.

Can I stop after the audit?

Yes. Some businesses act on the report themselves. You can stop after any stage, and you always know the price of the next one before it starts.

Do you work in person?

Yes, for Hampshire businesses. We are based in Southampton. Businesses elsewhere in the UK work with us remotely.

Let's talk

Still not sure if AI is the right move?

Good — that's exactly what the discovery call is for.

It's free. It takes 30 minutes. And you'll leave knowing whether it makes sense for you.

No hard sell. No jargon.

  • ✓ Free 30-minute call
  • ✓ Specific to your business
  • ✓ No obligation whatsoever
  • ✓ Plain English, no jargon