Clear scope first. Transparent proposal second.

What shapes the investment

• Number and complexity of workflow steps
• Document types, volume, quality and variation
• Required systems, connectors and access controls
• Validation, human-review and audit requirements
• Testing, monitoring, support and change management

How proposals are structured

A proposal can separate one-time discovery and implementation work from recurring infrastructure, processing, monitoring and support. Each cost should map to a defined scope, volume assumption and responsibility.

Any ROI estimate should use your actual staff effort and workflow volume, and should be treated as an estimate rather than a guaranteed saving.

Recommended first step

Begin with a workflow audit. We will identify a suitable first process, confirm dependencies and prepare a pilot recommendation before asking you to approve implementation.

Separate implementation cost from running cost

A useful proposal separates process discovery, configuration, integrations, testing and onboarding from recurring hosting, model usage, communication-provider fees, storage and support. Confirm the included volume and what happens when usage exceeds it. This explanation is not a new price list or quotation.

• State expected document, enquiry or task volume and the systems involved.
• Identify third-party licences and usage fees separately from implementation services.
• Agree human-review effort, support responsibilities and acceptance criteria.
• Treat estimator outputs as illustrative until validated with your actual process.

Compare proposals on the same scope

Ask each provider to describe inputs, outputs, integrations, limitations, data handling, approval points, rollback and recurring charges. Compare a measured pilot with the existing process before deciding on a wider rollout. Do not assume grant eligibility, guaranteed savings or a fixed implementation time.