Fictional example · all figures are assumptions
What an AI audit helps you decide. An example from everyday office work.
Would an internal assistant help? Would better templates be enough? Do the documents need organising first? This fictional example shows how we examine those questions. It is not a client project or a fixed package; the scope of your audit is agreed beforehand.
Starting point: an inbox that takes time every day
The example business handles 120 similar customer enquiries each month. Staff look for service information across three document folders and older emails. An answer takes an assumed average of eight minutes, including searching and checking.
Some documents have duplicate versions with no clear owner. Customer-specific prices and agreements are restricted to the staff responsible. The aim would be to reduce searching and drafting without using information from the wrong customer.
What we would examine
The real workflow
Walk through a typical case and a difficult exception with the people doing the work. Separate searching, drafting and checking. The assumed volumes and times would need to be verified against actual work.
Sources and permissions
Which documents are current and approved? Do versions conflict? Who may access each customer’s information? Even a well-built assistant needs reliable source material.
Existing software
What templates, search functions and interfaces does the current system offer? An additional application should provide a clear advantage over these options.
Two approaches to compare
First, without adding AI
- Choose authoritative document versions and assign their owners.
- Create templates for recurring standard questions in the existing email system.
- Check how much searching and drafting work remains.
If enough work remains: an internal assistant
- Connect only approved sources and show supporting passages.
- Prepare drafts using the appropriate access rights.
- People check replies; special agreements and unclear cases remain their responsibility.
An illustrative calculation using assumed figures
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Today: 120 enquiries × 8 minutes = 16 working hours per month.
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Potential time saved after review: an assumed 3 minutes per enquiry = 6 hours per month.
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At an assumed €40 per working hour, this represents €240 of available capacity per month.
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Assumed operating cost: €60 per month. The remaining calculated capacity value is €180 per month.
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At an assumed implementation cost of €3,000: €3,000 ÷ €180 ≈ 17 months to the calculated break-even point. All amounts exclude VAT.
The example recommendation: organise first, then decide
With these assumptions, custom development would not be an automatic next step. First organise the documents and use existing reply templates. Then assess whether enough recurring search work remains to justify an internal assistant.
The six hours are not a measured saving. Even if achieved, they would not automatically reduce payroll. They would create capacity the business could use for other work. Setup, maintaining sources and correcting errors also belong in the decision.
Before a possible test, agree what will be checked: correct sources, visible gaps, separation between customers and time saved after staff review. These results would determine whether a larger implementation is justified.
Calculate with your own assumptions AI costs and business value
Practical guidance for secure use
An initial trial could use approved general service information without identifiable customer details. Confidential documents are added only once data flows and permissions are agreed. Private AI may be appropriate for processing that must remain internal.
The team needs a common approach: permitted inputs, checking sources and which replies need escalation. Training and responsibility for keeping information current are part of introduction.
What this means for your audit
What does the audit cost?
€500 excluding VAT for an agreed scope. It covers selected workflows, recommendations, specific project ideas and guidance on practical, secure use. The first call is free.
How is the fee credited?
In full against subsequent consulting or implementation. For example, if implementation is agreed at €3,000 excluding VAT and the €500 audit has already been paid, €2,500 remains. Additional operating costs and expenses are agreed separately.
What if AI is not economically worthwhile?
If we find no economically worthwhile use of AI, the audit fee is waived. Only expenses agreed in advance, such as travel, remain payable. The recommendation may be to make better use of existing software.
Do we have to commission a project afterwards?
No. Consulting or implementation is agreed separately. You decide whether and how to proceed based on the recommendations.
Which workflow would you like to examine?
Describe the task and existing systems in a free first call. You do not need to send confidential documents at this stage.