Know which AI tools to buy, which to cancel, and what to automate first.
A fixed-fee assessment of the software, AI tools, and workflows your business runs on today. Every recommendation is scored by impact and effort, and you leave with a written plan you can act on, with us or without us.
- Fixed fees from $1,500
- 50% deposit starts the work
- Credited if you build with us
- Free 15-minute fit call first
The AI tools are not the problem. Buying them one at a time is.
Paying for the same AI three times.
Your CRM, your email tool, and your note-taker all added an AI feature this year. Most teams are paying for the overlap and using a fraction of it.
Tools nobody opens.
A subscription that looked right in a demo and stalled in week two. It still renews every month, and nobody owns the decision to cancel it.
Automation without a plan.
Wiring AI into a process nobody has mapped just makes the same problems happen faster. You need to know what to delete, automate, or leave to a person first.
Six areas, each one scored.
The depth changes with the level you choose. The method does not.
Software and subscriptions
Every tool you pay for, who uses it, what it costs, and where it overlaps.
Workflows and hand-offs
How the work really flows, where it loops back, and where the days are lost.
Data and security handling
What each tool touches, where that data goes, and who can see it.
People and adoption
Who will actually use a change, and what it takes for it to stick.
Systems and integrations
How your tools connect today and where a connection would remove manual work.
Cost and return
What each recommendation costs, what it saves or earns, and how fast it pays back.
Every recommendation lands in one of four boxes.
Impact is the hours, money, or risk involved. Effort is the cost, the change for your team, and how ready your data is. You see exactly what to do first, what to plan, and what to skip.
Sample from a fictional company, using the same vendor-invoice process as our free Process X-Ray.
Do first
High impact, low effort- Stop re-keying invoices into the spreadsheet tracker
- Turn on bill capture you already pay for in QuickBooks
Plan next
High impact, higher effort- An AI agent codes each invoice from past history; a person approves the exceptions
Fill in
Lower impact, low effort- Automatic approval reminders
Skip
Lower impact, high effort- A custom accounts payable dashboard (QuickBooks reports already cover it)
Pick the depth that fits your business.
A flat fee inside each range, confirmed in a one-page scope. A 50% deposit books your start date and starts the work; the balance is due before your readout. If you hire us to build within 60 days, the fee is credited toward the build.
Stack Audit
$1,500 to $2,500
About 1 week
Solopreneurs, small agencies, and teams of 1 to 10 who want to stop overpaying for software.
- Review of every software subscription you pay for
- Overlapping AI features found, tool by tool
- An action plan to cut redundant spend
- A 1-hour hand-off session
Workflow Blueprint
$3,500 to $6,000
About 2 to 3 weeks
Growing small businesses that want to automate operations and HR work.
- Your core workflows mapped as they really run
- A blueprint of the highest-return automations, scored by impact and effort
- Buy-or-build advice: off-the-shelf tools versus custom
- A data-handling review of what each tool touches
Strategic Roadmap
$8,500 to $15,000+
About 4 to 6 weeks
Mid-sized organizations connecting several systems, teams, and locations.
- Integration and scalability review across your systems
- Feasibility report for custom AI and knowledge-base builds
- A written implementation spec to build from
- A training and rollout schedule for your staff
Billed in milestones.
Healthcare AI Readiness Assessment
$7,500 to $12,000
About 3 to 5 weeks
Medical clinics, health-tech startups, and health or HR providers that handle sensitive data.
A readiness and data-handling assessment. It is not a legal opinion and not a compliance certification. Informed by our work building ClinivX, a governed AI platform for care teams.
Start with a fit call- Workflows mapped: intake, scheduling, documentation, staffing, onboarding
- Every AI tool reviewed for what patient or employee data it touches, where it goes, and who can see it
- A gap list to take to your counsel or compliance officer
- A governed-agent design: AI proposes, a named person approves, every action is logged
From a free call to a scored plan.
- 01
Fit call
Free · 15 to 20 minutesWe confirm the assessment fits your situation and recommend a level. No slides, no pressure.
- 02
Scope and deposit
50% to startYou get a one-page scope with the flat fee inside your level's range. A 50% deposit by secure link books your start date, and the work begins when it clears.
- 03
Intake
Light lift for youA short questionnaire and a list of your tools. Where it helps, a read-only export from one of your systems.
- 04
Working sessions
With your teamWe talk with the people who do the work. Where an export helps, we run it through our Process X-Ray to see the real steps.
- 05
Report and readout
Balance due firstThe balance is due before the readout. You get a written report with every recommendation scored by impact and effort, then a session to walk through it together.
Sheena Lindsey-Smith
You work with the person who does the assessment, not a junior team behind a sales call.
Operator first
30 years in HR and workforce operations and 10 years in IT, plus service as a U.S. Army veteran. She knows how the work gets done.
Builder too
She has shipped AI products, including AgentivX RealtyOS and ClinivX, so recommendations are checked against what is realistic to build.
Governed by design
AI proposes and a named person approves. People keep every decision that carries real risk.
Honest about fit
Sometimes the best answer is a cheap tool or a deleted step. You will hear it either way.
The AI Tools Assessment, in plain terms.
- Is the assessment free?
- The 15 to 20 minute fit call is free. The assessment itself is a paid, fixed-fee engagement at one of the levels above. The fit call is how we agree which level suits you and what the flat fee will be.
- How do I pay?
- A 50% deposit by secure link books your start date and starts the work. The balance is due before the readout, when we hand over the report. The Strategic Roadmap is billed in three milestones instead. The 60 days in our credit offer is only the window to hire us to build and have the fee credited; it is not a payment term.
- What do I get at the end?
- A written report and a readout session. Every recommendation is scored by impact and effort, with buy-or-build advice and a plain next step. The report is yours to keep and share, whether or not you hire us for anything else.
- Will you try to sell me a build?
- We will tell you where a build makes sense and where it does not, including when the answer is a $20 a month tool, or deleting a step. If you hire AgentivX to build within 60 days, the assessment fee is credited toward the build.
- How is this different from the Process X-Ray?
- The Process X-Ray is a free tool that shows how one process flows from a data export. The assessment looks across your whole tool stack and workflows, works with your people, and ends in a scored plan.
- What do you need from us?
- A short questionnaire, a list of your tools, and time with the people who do the work. We keep the ask small and scheduled, and we ask for read-only access at most, only where it helps.
- Is the healthcare assessment a compliance audit?
- No. It reviews how your tools handle sensitive data and gives you a gap list to take to your own counsel or compliance officer. It is not a legal opinion and not a certification.
- Will this replace our staff?
- The goal is to take repetitive work off your team. People keep every decision that carries real risk, such as payments, hiring, and signatures.
Start with a 15-minute fit call.
We will confirm whether the assessment fits, recommend a level, and tell you the flat fee before you decide. There is no charge for the call.
Prefer to start smaller? Book a $297 Setup Session.