Getting started with AI

From the opportunity assessment to ongoing optimization. Many businesses bought AI long ago, and everyday work still does not change. The tool is rarely the reason. That is exactly where we start.

Assessment
Setup
Automation
Optimization

When nothing changes despite the licenses, there are usually three reasons: nobody has worked through their own tasks with the tool, it is unclear which company data may go into a prompt, and intermediate results are still copied by hand from one program to the next.

Our four service stages help establish how your team works with AI. Together, we choose what you need. You do not have to go through every stage. We use existing tools where they are enough and build missing connections or custom software where needed.

You do not need to know in advance which tool you need.

Stage

Assessment

What you get

One day, remote by video conference; a meeting on site with you is arranged separately on request. We review your workflows and select up to two together for a closer examination. We include a narrowly scoped third workflow only if time allows. We check which data exists for them and what state it is in. We talk to the colleagues who run the workflow every day.

Within five working days you receive a short written decision report with a recommended first step and the reasons that speak against the other options. We then go through the findings together in a 60-minute review. The recommendation can be a tool you already have, a change to the workflow, a pilot, a direct step into setup or automation, or no paid step at all.

What changes in your business

You know where AI helps in your business today and where it does not. An honest answer can also be that the next step is not worth it yet. You will hear that sentence from us when it is true.

The next step

Discuss an opportunity assessment

In the intro call we clarify free of charge whether the opportunity assessment is the right step for you. If you then commission the enablement workshop, we credit the fee in full against the workshop.

Stage

Setup

What you get

We connect the tools your team works with today to the agents: file storage, project and task management, email and documentation. For this we use the ready connectors of Claude, ChatGPT Work or Microsoft Copilot and written work instructions; nothing is built in this stage. Each agent gets exactly the access its tasks need. We put the documents that matter in order and record which source applies.

Your team then practises, on cases from its own week, handing whole tasks to the connected agents and accepting the result: with a goal, material, boundaries, and a review step. For a team, this is the two-day enablement workshop; for individuals, shorter sessions are enough. A fixed part of it is a module on governance, with data protection, the main points of the EU AI Act, and a list of what may go into a task, as well as a clear view of the licenses.

What changes in your business

The agents work with your real material instead of whatever someone copied into a chat window. Your team hands over tasks from its own work and knows how much review a result needs. Nothing leaves your company without someone having approved it.

The next step

Discuss the setup

The setup is complete when your team does its tasks with the connected tools without us. If a ready connector is missing or a written instruction is not enough, that is a case for automation.

Stage

Automation

What you get

We build custom software for connections and workflows that go beyond the ready connectors of the setup: programs without a ready interface, such as an ERP system, multi-step workflows across several programs, fixed automations for every step that follows a rule, interfaces of your own, and agents that run without anyone starting them. This pays off when the rules and exceptions of your workflow are too precise for a written instruction, when the work should run without anyone triggering it, or when you want to see exactly how the AI works. The solution belongs to you.

What changes in your business

A workflow that ties up people today runs as your own application. Your people still decide at the points where it counts.

The next step

Discuss an automation

The implementation runs in agreed milestones and ends with acceptance; after that, your people operate the solution. Where the step is not obvious, we test the most important workflow beforehand in a pilot with real examples.

Stage

Optimization

What you get

A monthly program with reserved capacity: one session per month and support between the sessions. If the agents run in software we built for you, we record every run: which documents and instructions it used, which model, what it cost, and whether your team accepted, changed or rejected the result. If you work with Claude, ChatGPT or Copilot, we analyse usage and costs and go through the checked results with your team.

Corrections go back into the source or the work instruction, not into the next chat. When documents, instructions, tools or the AI model change, we check on the same real examples whether the results get better. For each task we choose the cheapest model that is good enough. For software we built for you, monitoring, incidents and adjustments to vendor changes are included.

What changes in your business

You see how well the AI works and what it costs, instead of guessing. Out-of-date documents are noticed before they produce a wrong quotation. You decide from real results which tasks may run with less review.

The next step

Discuss optimization

Optimization improves what is already running. We plan a new task or a new connection as a step of its own in setup or automation. We agree this program separately; it is not included in any other stage.

How the stages differ

Assessment: Clarify where AI pays off. One day, then a written recommendation.
Setup: Connect and enable. One-off. We use existing tools, ready connectors and written instructions; nothing is built.
Automation: Build what is missing. One-off, in milestones up to acceptance. Custom software for connections and workflows beyond the ready connectors; it belongs to you.
Optimization: Measure and improve what is running. Monthly. No new tasks or connections are added; we track how the AI works, what it costs and how often your team accepts its results.

The assessment fee is credited

The opportunity assessment takes one day. If you then commission the enablement workshop, we credit its fee in full against the workshop. So you do not pay twice for the fact that we want to understand your business before we recommend anything.

What you can rely on

You normally buy your licenses yourself, directly from the provider, on your own contract. Our recommendation for a tool does not depend on who sells you the seats.

Governance is part of the workshop and not an add-on package. Data protection and the main points of the EU AI Act come first, before a team starts putting real company data into a tool.

We speak openly about tools and providers. What another company's product can do, we say as it is. What we build ourselves belongs to you.

You talk directly to the developer who is responsible for your solution. No sales team in between, and no handover to someone who does not know your business.

Book an intro call

FAQ about getting started with AI

What does the opportunity assessment cost?

The opportunity assessment is one shared working day. We review your workflows and examine up to two in depth. We include a narrowly scoped third workflow only if time allows. We tell you the price in the intro call, before you commission anything. If you then commission the enablement workshop, we credit the fee in full against the workshop.

Do we need to know in advance which AI tool we need?

No. That decision is exactly the one we take off your hands. You show us a task that costs time today and explain it in your own words. We ask questions, work out the rules and the exceptions, and recommend the smallest approach that helps reliably in everyday work. That can be a tool you already have.

May our company data go into Claude or ChatGPT?

That depends on the plan you booked and on the settings, not on the name of the tool. In the workshop we clarify, for your own accounts, which data may go in, which may not, and how your staff can tell the difference. We claim only what is actually configured in your account.

Do we need our own licenses?

Yes. You normally buy access to Claude, ChatGPT, or Microsoft Copilot directly from the provider, on your own contract. Our recommendation does not depend on who sells you the seats. In the workshop we tell you which access your team really needs, so that you do not pay for seats nobody uses.

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Contact

Talk to us about your workflow

We like to start with the back-office work that slows your business down, which of those tasks an AI agent can take over, and which software it needs for that.

Give us a call:

+49 30 3505 6713

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hello@certaince.com

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