The words we use, defined.

Acceptance test

A written check, agreed before the build, that you run yourself at handover. It says what goes in, what should come out, and what counts as a pass. A failed test blocks handover until it is fixed.

AI assistant

A system that answers questions or drafts work from a defined set of your own documents, with permissions, so it can only see what the person asking is allowed to see. It drafts; a person decides.

Document processing

Reading details out of documents and emails, such as names, dates, amounts and references, and placing them in your systems. A person checks the extracted details before anything is filed.

Fix window

The period after handover in which we fix anything that fails an acceptance test at no further cost: 14 days for an implementation pilot, 30 days for a custom AI system.

Handover

The point at which the system is yours to run: the acceptance tests have passed, and you hold the runbook, the access list and the running costs.

Human-review point

A step in a system where nothing continues until a person approves it. Every system we build has one before any external action, such as sending, filing or paying. It is marked in blue on our flow diagrams.

Managed AI

Monthly care for a system your business depends on: monitoring, incident response within a named time, prompt and model updates, and a monthly written report with a change log.

Operator agreement

The written agreement, required under POPIA, that governs how we process personal information on your instructions when we build or run a system for you. You remain the responsible party; we act as your operator.

Opportunity register

The list, produced by the assessment, of the places AI could do useful work in your business, each scored by value, effort and risk, so the first pilot is chosen on evidence rather than enthusiasm.

Pilot

One narrowly scoped automation or assistant, built for one process, live in your environment in three to four weeks, with tests, a runbook and a fix window. The first build after an assessment.

Process map

A written description of how a piece of work moves through your business today: who does what, in which tool, with which documents. The assessment maps three to six core processes.

Proposal

A written offer stating the fixed scope, the fixed price, the acceptance criteria and the AI providers that will process your data. Work starts on the deposit, not before.

Roadmap

The 90-day plan in the assessment report: which opportunity to pilot first, what to put in order before a build would pay, and what follows.

Runbook

The one-page document that lets your own people run the system: what it does, where the review points are, what to do when something looks wrong, and who to contact.

Scope

The written statement of what an engagement includes and excludes. Fixed before the deposit, so a change is a written change rather than a drift in conversation.

Workflow automation

Moving a defined, repeatable piece of work through its steps without a person re-typing or re-sending at each one, with a human-review point wherever judgement is needed.

Written progress notes

A short written note every week during a build: what was done, what is next, and anything that needs your decision. The record of the engagement as it happens.

See the terms in use on the approach page and in the offer sheets. Questions about any of them are answered in the FAQ.