# Hands-on AI consulting for growing businesses

> Your AI Concierge: an experienced AI consultant and engineer in your corner, every month. We find where AI fits your business, then work alongside your team to turn manual processes into AI workflows, one bottleneck at a time, with every win logged so you can see the return.

- URL: https://www.happen.software/ai-concierge
- Publisher: Happen Software (https://www.happen.software/)

## An AI Concierge that ships

Most AI consulting ends with a strategy deck. An AI Concierge is an ongoing partnership: we find the work AI should be doing, build it with your team, and stay on hand as it grows.

### AI Opportunity Assessment

We start by interviewing the people doing the work and mapping where time and money are lost. You get a prioritised AI roadmap, and it sets the agenda for every session that follows.

### Twice-monthly working sessions

Two hands-on video sessions a month. Someone on your team shares their screen, and together we turn a manual process into an AI workflow they can run themselves.

### Audit, Optimise, Automate

Every workflow gets the same treatment: audit how it's done today, cut the steps that shouldn't exist, then automate the clean version. We never automate a bad process.

### Support between sessions

Message us whenever something comes up: a question, a workflow misbehaving, a new idea. You'll hear back within one business day, and usually much sooner.

### A shared progress board

Everything we build, fix, and automate is logged on a shared board in Kanera, our own work-management platform, in plain English and with the time saved, plus a written summary after every session.

### Engineering when you outgrow the tools

When a workflow needs more than an AI assistant can give, our engineers build it properly: production pipelines, system integrations, and custom-trained models, run under SLA.

## From bottleneck to automation in four steps

One assessment sets the roadmap. Then every workflow runs through the same loop, and when one is done we move on to the next on the list.

1. **Assess** (To start): A focused interview with you and your team, followed by a ranked roadmap of the processes worth automating first and what each should save.
2. **Audit** (Every workflow): Your team walks us through how the work is really done today, step by step, and we measure the time and effort it takes.
3. **Optimise** (Every workflow): We cut the steps that shouldn't exist and simplify the rest. Often this alone saves hours, before any AI is involved.
4. **Automate** (Every workflow): We turn the clean process into an AI workflow your team runs, or a production build when it needs one, and log the time it saves.

## What you walk away with

Concrete, documented outcomes from the first month. No slideware.

### From the AI Opportunity Assessment

A clear, costed view of where AI will pay off, before the first working session.

- A map of your key workflows and where time is lost
- A ranked roadmap of AI opportunities with estimated savings
- A data readiness review: what's usable now and what needs work
- Tool recommendations and usage guidelines that keep client data safe
- A practical plan your team can act on straight away

### From every month of AI Concierge

Steady, visible progress your team feels day to day, and a record of it you can show the board.

- Working AI workflows your team runs every day
- A shared board logging every build, fix, and hour saved
- A plain-English summary after every session
- A team that's confident with AI, not just the enthusiasts
- Production builds, scoped and capped, when a workflow outgrows the tools
- A roadmap kept current as your business and the technology change

## Where AI makes a real difference

The biggest AI wins are rarely flashy. They're the repetitive, document-heavy, data-heavy jobs your team does every day, often inside the software we build. Here's where we've already delivered results.

- **Document processing**: Pull data out of invoices, receipts, claims, contracts, and forms automatically, check it, and push it straight into your systems. Result: 95–98% extraction accuracy, with 85% less manual review, on high-volume receipt processing.
- **Compliance & onboarding**: Automate KYC checks, document verification, and policy reviews, with a person signing off on anything that matters. Result: 86% less busywork and admin in compliance processing.
- **Data cleanup & enrichment**: Deduplicate, normalise, and enrich messy CRM, ERP, and product data so your reports finally tell the truth. Result: Up to 80% fewer duplicate records in client CRMs, and far more accurate reporting.
- **Content at scale**: Generate and enrich product descriptions, listings, and catalogue data consistently across every sales channel. Result: 8,000+ AI operations a month for each client of Productify.ai, our own product, in 47 languages.
- **Checks & decisions**: Compare claims against contracts and policies, flag the exceptions, and route each decision to the right person. Result: 40% faster claim resolution for a logistics business, with less revenue leakage.
- **Insights from your data**: Ask questions of your operational data in plain English and get answers, trends, and alerts without waiting for someone to build a report. Answers come only from your own data and documents, with sources. No guesswork.

## Why not a big consultancy or DIY?

A large consultancy, a one-off training day, and figuring it out in-house each have their place. For day-to-day operations they tend to stall in the same spots: too slow, too generic, or forgotten a month later.

| | With an AI Concierge | The usual route (big consultancy or DIY) |
|---|---|---|
| Time to first result | Weeks. The assessment first, then your first workflows automated in the sessions that follow. | Months. Long discovery phases, or experiments squeezed in between everyone's day jobs. |
| Who does the work | Experienced engineers. The same person every session, with the whole team behind them. | Whoever is available. One team sells it and another delivers it, or your busiest people learn AI on the side. |
| What you get | Working workflows your team uses daily, and a log of every hour saved. | A strategy deck, or a training day that's forgotten by Friday. |
| Between sessions | On call. Message us whenever something comes up, and hear back within one business day. | On your own. Stuck until the next workshop, or the next invoice. |
| Cost | Predictable. A fixed assessment fee and a flat monthly fee, with any larger build capped upfront. | Open-ended. Day rates that roll on, or subscriptions and usage bills that creep up. |
| Over time | Keeps improving. Your roadmap moves forward every month, and your workflows improve as the models do. | Left to drift. A one-off project that quietly breaks when a model or API changes. |

## Case studies

Systems we've built and run. All case studies, by industry and type: https://www.happen.software/case-studies

- **Productify.ai Product Data Platform** (Retail & eCommerce · AI & automation; Happen Software (our own product); https://www.happen.software/case-studies/productify-product-data-platform): Productify.ai is our own AI product data platform. Teams send it product names, spreadsheets, or photos of packaging, and it returns e-commerce copy, taxonomy categories, translations, and structured pack data through a web portal, an API, or Zapier and Make. Clients in Europe, Singapore, and South Africa each run more than 8,000 operations a month. Results: 8,000+ AI operations a month for each client, with larger batches before peaks such as Easter and Christmas; 3 continents Clients in Belgium and elsewhere in Europe, Singapore, and South Africa; 47 Languages that product copy and text can be translated into; 1,083 GS1 nutrient codes that every digitised nutrition table is checked against.
- **Sales & Field Operations Platform** (Manufacturing · Platforms & portals; International security manufacturer; https://www.happen.software/case-studies/field-sales-operations-platform): The portal and mobile app an international manufacturer runs its field workforce on: attendance, GPS-verified meetings, AI-scored debriefs, journeys and fleet, training, and performance report cards, all connected to the CRM. It recorded more than 67,000 client interactions in the last year. Results: 67,000+ Client interactions logged in the last year, more than 5,600 a month, with 13,000+ contacts; 56,000+ Working days of attendance recorded in the last year, across nearly 400 employees; 47,000+ CRM contacts across 22,000+ accounts, connected to the platform from Microsoft Dynamics; 12-point AI coaching score on every recorded debrief, with the reason behind each score.
- **Retail Returns & Uplift Platform** (Logistics · Field & mobile apps; National retail returns specialist; https://www.happen.software/case-studies/retail-returns-uplift-platform): One system for collecting returned stock from stores nationwide, from the schedule to the signed proof, the sealed bag at the depot, and the supplier's claim. Hundreds of operators use its offline field app every day, and more than 37,000 uplifts were captured in the last year. Results: 37,000+ Uplifts captured in the last year, more than 3,100 a month; Hundreds Of operators collecting returned stock from stores around the country, every day; 10,000+ Stores set up for collection, with nearly 2,000 visited in the last year; 21 Suppliers with collections in the last year, of 33 set up.
- **Deal Extractor** (Retail & eCommerce · AI & automation; Happen Software (our own product); https://www.happen.software/case-studies/deal-extractor): Our own product: a vision model we trained crops every deal off a retail broadsheet, AI reads each crop on its own, and rules in code check the result before it's returned as structured JSON. It extracts more than 100,000 deals from broadsheets every month. Results: 100,000+ Deals extracted from retail broadsheets every month; 90%+ Accuracy on the deals it extracts, with every result checked by rules in code; Since 2024 In production, finding and reading deals for a client's capture team; 149 Cases in the evaluation suite that prompt and model changes are scored against, including 50 deals sampled from real pages.
- **Broadsheet Deal Capture** (Retail & eCommerce · Rescue & rebuild; Retail data and insights company; https://www.happen.software/case-studies/broadsheet-deal-capture): A rewrite of an old Windows capture tool into a system that has captured 40,500+ retailers' broadsheet adverts and more than 3.8 million standardised, checked deals, with AI to find and read each deal and a capturer reviewing every result before it reaches the client-facing reports. Results: 3.8 million+ Deals captured, each in the same standard shape whatever the retailer or region; 40,500+ Broadsheet adverts captured since the rewrite in 2020; 84,000+ Products captured, each linked to its brand so it can be recognised across adverts.
- **Kanera Work Management** (Software · Platforms & portals; Happen Software (our own product); https://www.happen.software/case-studies/kanera-work-management): Kanera is the work management product we designed, built, and run: boards, cards, and shared workspace setup, planning views with dependencies and a timeline, automations, and an MCP server and CLI so AI agents can pick up cards and report back on the same boards as the team. Results: 2 months From starting the build in May 2026 to v1.0 on 30 June, with our own work run on it throughout; MCP + CLI So AI agents pick up cards and report back on the same boards as the team; 14s → ~3s Time for notifications to reach a 200-member team at the 95th percentile, after one performance pass; 3,500+ Automated tests across the API, web app, MCP server, CLI, SDK, and end-to-end suite, run on every push.
- **E-commerce Product Data Platform** (Retail & eCommerce · Platforms & portals; Retail data and insights company; https://www.happen.software/case-studies/ecommerce-product-data-platform): An internal platform that turns product data from brands into accurate, complete e-commerce content for each customer, across 152,000+ products: jobs and batches with two QA stages, a data model built from configurable fields, queued bulk work, and an API shaped by each customer's template. Results: 152,000+ Products managed on the platform for the client's customers; No code Needed to add a new kind of product data: fields are set up in the portal, not built by developers; 2 QA stages On every batch, after capture and after creative, before it goes to review.

## Frequently asked questions

### What is an AI Concierge?

An ongoing, hands-on AI partnership rather than a one-off project. We start with an AI Opportunity Assessment to find where AI fits your business, then meet with your team twice a month to turn manual processes into working AI workflows, with support in between and every result logged on a shared board.

Think of it as an experienced AI engineer on your team, without the cost of hiring one.

### What does the AI Opportunity Assessment involve?

Over one to two weeks we interview the people doing the work, review your processes and data, and measure where time and money go.

You get a ranked roadmap of AI opportunities, each with estimated savings, costs, and risks. It sets the agenda for your AI Concierge sessions, but it's yours to act on, with us or without us.

### What happens in a working session?

Each session is a 45 to 60 minute video call. Someone on your team shares their screen and walks us through a process. We audit it together, cut the steps that shouldn't exist, and turn what's left into an AI workflow they can run, often before the call ends.

Afterwards you get a written summary of what we built and the time it should save.

### What if we need help between sessions?

Message us. Whether it's a question, a workflow that isn't behaving, or a new idea, you'll get a reply within one business day, and usually much sooner.

### How is the AI Concierge priced?

A fixed fee for the assessment, then a flat monthly fee for the AI Concierge, so you always know what you'll pay. Any larger build is quoted separately with a capped budget, and AI running costs are modelled upfront, with usage caps to prevent runaway bills.

### We're not a tech company. Is AI really for us?

Yes. Most of our clients aren't tech companies. The best AI opportunities are usually in everyday work such as documents, data entry, email, and reporting. If your team does repetitive work with information, there's almost certainly something worth automating, and the free strategy call is designed to find it.

### Which AI tools do you work with?

Whichever fits. We're vendor-neutral and work with Claude, ChatGPT, Microsoft Copilot, Gemini, and the tools you already pay for. We'll only recommend a change where it's clearly worth it, and we help set usage guidelines, including what data can and can't go into each tool, so the whole team benefits without putting client data at risk.

### What if a workflow needs more than an AI assistant?

Then our engineers build it properly. Some work needs a production pipeline, an integration with your ERP or CRM, or a model fine-tuned on your own data. We scope it with a capped budget, build it, and run it under SLA. It's the same team, so nothing gets lost along the way.

### What if AI isn't the right answer for us?

Then we'll tell you. Sometimes the best fix is a simpler process, a better integration, or a small piece of custom software, and we build those too. We'd rather recommend the right tool than sell you AI that won't pay back.

### Do we need our own technical team?

No. We work directly with the people doing the work, and handle any engineering end to end. If you have an IT team or provider, we work with them on access, security, and integration.

### Will our data be used to train public models like ChatGPT?

No. We use enterprise-grade services and configure zero-retention policies where available, so your data is processed for the request but never stored or used for training by the AI vendor.

### How do you stop the AI from making things up?

We don't rely on the model's memory. Workflows are set up to answer only from the data we give them: your documents, databases, and policies. If the answer isn't there, they say so instead of guessing.

For anything sensitive, a person reviews the output before it's used.

### Are we locked into a single AI provider?

No. We design workflows and systems to be model-agnostic, so we can switch the underlying engine (for example from OpenAI to Anthropic or Google) without starting again, and move to the best model for the price and performance.

## Get in touch

Ready for your own AI Concierge? Start with a free 30-minute strategy call. We'll talk through your operations and point out where AI could save you time and money, whether or not we work together.

Contact: https://www.happen.software/contact or sales@happen.software