What we ship,
what it costs,
what you get.
Two ways into the work. A handful of follow-ons. Every engagement fixed-scope, fixed-price, with the ROI in writing.
AI Opportunities Audit
Diagnosis matrix · sample
- $52K/yr
Missed after-hours calls
AI Workflow
- $38K/yr
Quote turnaround (5 days → 36hr)
Hybrid
- $61K/yr
Dormant database reactivation
AI Workflow
- $24K/yr
Monday reporting (manual)
Foundation
- $31K/yr
CRM hygiene & follow-up gaps
Foundation
- … 15 more items, with the annual cost of each $667K/yr
Total mapped
$873K/yr
Conservative annual benefit · admin time + recovered revenue · phased over 4–6 months.
How we work
Inside the systems you already use
ROI commitment
Typical voice agent payback
~$50K/yr
Start here
Two ways in. Both fixed scope. Both ROI in writing.
Every new engagement starts with one of these two offers. Which one fits depends on whether the foundations are already in place — and that's what the discovery call sorts out in 30 minutes.
Starter project
Don't lose a call.
The work that solves a daily pain in week one.
- Timeline
- 2–3 weeks to live
- Best fit
- Owner-operated service businesses where the team can't always answer the phone — agencies, trades, clinics, professional firms.
- Headline ROI
- ~$50K/yr · 4 deals × average fee saved
- + ~$5–6K/yr in admin time saved on call note-taking
What's included
- A voice agent that answers your business line when nobody can — after-hours, lunchtime, long weekends, overflow during peak periods
- Answers the common low-value questions on the spot — opening hours, address, parking, basic pricing, what you do — so your team only gets the calls that actually need a person
- For anything that needs a human: name, number, what they want, urgency captured and pinged to the right person within 60 seconds via email or Teams / Slack
- Call recording and transcription on the business line — every conversation searchable, every action item findable
- Lands in a Google Sheet day one (no CRM dependency); migrates cleanly when a CRM is in place
- Compliance-aware: privacy notice, recording disclosure, data retention configured to your industry
- One round of team training and a 30-day tune
The ROI commitment
Modelled around the calls you're currently losing — at your average deal size and your typical conversion. We baseline that number on the discovery call and report against it at day 30. If the captures aren't landing the way we agreed, we keep building at no extra cost.
Why we built this offer
We built it for a real estate agency that takes 150 enquiries a week and answers their phones at 9pm. They were losing the late calls. The starter project for them was a voice agent that captures the after-hours overflow plus a transcription layer on the business line — about $56K/yr in protected revenue and admin time, delivered in three weeks. We now run the same play for any service business whose moat is "we answer the phone."
Full offer
AI Opportunities Audit.
Twenty things eating your week, with the annual cost of each and the order to fix them in.
- Timeline
- 2 weeks to report · 4–6 months to full ramp
- Best fit
- Owner-operated service businesses, $1M–$10M, ready to commit to a phased build, not just a deck.
- Headline ROI
- 15–25 issues mapped · $500K–$1M+ annual benefit at full ramp
- Quoted conservatively. We discount the ceiling and show the working.
- Audit fee
- Quoted on the discovery call
- Scaled to business size and scope. Recoverable against the first phase build if you proceed.
How it runs
We come in for a 60–90 minute interview with the principals. Walk through a typical month. Two weeks later you get the report — twenty things eating your time and money, what each one is worth in dollars, and the order to fix them in. You decide what to start with.
What's in the report
- One-page diagnosis matrix — every bottleneck on a single page, with the annual cost of each, colour-coded by category
- Per-issue write-ups with the source quote from the interview
- Phased roadmap with weeks-to-implement and per-phase annual benefit
- Cumulative ROI ramp curve
- A clear recommended starting point
The three categories we always use
Foundation Fix
Non-AI prerequisites. CRM, Google Business Profile, document library. Unsexy but load-bearing.
AI Workflow
Direct AI plays once the foundations exist. Email parsing, voice-to-text, virtual receptionist, reverse-match.
Hybrid
A foundation fix with an AI layer on top. Digital intake form that auto-fills contracts. Brochures wired to listing data.
Why the mix matters
If a competitor's "AI consulting" pitch is all AI Workflow, theirs won't land — clients can't run the AI plays without the foundations underneath. Our mix is the proof of seriousness. Most audits we run come back 40% Foundation Fix, 35% AI Workflow, 25% Hybrid.
Where it goes from here
What comes after the first engagement.
Most clients move into one or more of these after the first project. You don't commit to any of them up front — they only get scoped when the next bottleneck is obvious.
The full ladder.
Fixed scope, fixed price, ROI agreed before we build.
Workflow Implementation
One workflow, 30 days, fixed scope. Pick the next bottleneck.
- Quote-to-onboarding
- Recall and reactivation
- Application packaging
- Lead-to-appointment
- Built inside your existing CRM
- ROI agreed before we start
Custom AI Agent Build
Where you'd otherwise hire a junior — we build the agent that does the work.
- Candidate-sourcing agent
- Treatment-plan follow-up agent
- Lender-comparison agent
- Compliance-aware drafting agent
- Build is one-off, optimisation in retainer
- Documented governance and guardrails
Reporting Automation
Every metric you care about, every Monday, in your inbox, in plain English.
- Pipeline, conversion, response times
- Exceptions flagged automatically
- Email or Teams / Slack delivery
- Drill-through to source records
- Built on your existing data
- Ongoing tuning included
Internal Knowledge Base
Private AI assistant trained on your SOPs, policies, and product docs.
- Plain-English staff queries
- Answers cited from your own materials
- No data used to train external models
- Strong fit for compliance-heavy practices
- Multi-site rollout supported
- Quarterly content review
Team AI Enablement
4–8 week structured programme. Tools don't change behaviour. We do.
- Practical training in your tools
- Prompt libraries built for your workflows
- Weekly office hours
- Productivity baseline-and-uplift
- Senior operators, not generic trainers
- Outcome measured, not attendance
Monthly Optimisation Retainer
One new workflow a month. Every existing one tuned as the business changes.
- New workflow shipped every month
- Ongoing tuning of what's already built
- Priority access to the team
- Quarterly strategic review
- Scale up or down monthly
- Cancel anytime
Every engagement is quoted on the discovery call, scaled to scope, with the ROI agreed before we build.
Pick a time
A 30-minute call. Six questions. No slide deck.
By the end you'll know which offer fits, what it would cost, and what the ROI looks like.
Book a 30-minute discovery callOr email Peter directly at peterd@xtopia.com.au.