Who pays for the AI and service usage?
You do, directly, on your own accounts. It is usually small — often a few pounds a month for the kind of volume a 10-person agency generates — but it should sit in your name so you can see it, cap it, and keep it if we ever stop working together.
What happens if it gets something wrong?
Every build has a documented failure behaviour and a manual fallback before it goes live. Systems are designed so a wrong answer surfaces as "needs a person" rather than as a confidently wrong action. Fixes for anything that breaks are included for 30 days after go-live, and permanently on a Care Plan.
Do I own what you build?
Yes. On final payment the work is yours, with the source, the documentation and the credentials in your name. There is no licence fee and no lock-in. If you want to take it in-house or hand it to someone else, you can.
What if the Efficiency Review finds nothing worth doing?
Then it says so, and you have a written map of your own processes for £450 and no obligation. I would rather write that than sell a build that will not pay for itself — the second outcome costs me a reference and the first one might still earn me one.
Why is the review not free?
Free audits get booked and ignored. A paid one gets your team’s attention, which is what makes the findings worth anything. It is credited in full against a build started within 30 days, so if you go ahead it effectively was free.
Why not just use ChatGPT for this ourselves?
For writing a reply, it works fine. But notice what you are still doing: reading every message, working out what it is, finding the property, pasting it in, then pasting the answer back. The pasting is the job — that is the hour a day. And it cannot see your property list, so it cannot tell you the gas certificate on that address expires on Thursday. That is the part that costs money when it is missed.
Could our existing setup or a Zapier automation do this?
Some of it, genuinely — and if someone can build it for you cheaply, you should let them. Zapier is good at moving data between systems. What it does not do is decide what a message is, refuse to act when it is not sure, or check a date against your portfolio and escalate. That is usually where these things fall over: they handle the clean cases and nobody notices the exceptions for a month.
Are you insured?
Professional indemnity cover is arranged before any paid engagement begins, and you are welcome to ask for the certificate before you commit. If a specific cover level is required by your own policies or client money protection scheme, tell me at the start and I will confirm it in writing.
You are one person. What happens if you disappear?
A fair question and I will not wave it away. What I can do is make sure it is not your problem: you own the source and documentation from day one, the credentials are in your name rather than mine, and your team practises the manual fallback before anything goes live. If I vanished tomorrow you would be back to where you are today, not stranded — which is more than most software contracts offer.
How much of my team’s time does the review actually take?
About two hours in total, across two sessions. Ninety minutes with whoever does the work day to day, and forty-five with you. The person doing the work is also the person who benefits, so it is rarely a hard sell internally.
How do payments work?
The review is paid up front. Builds are 50% to book the slot and 50% on acceptance, invoiced on 7-day terms. Care Plans are monthly in advance, rolling, with 30 days’ notice either way.