Circuit / cobalt and silver

An AI workflow automation proposal for a facilities company whose coordinators type every inbox request into Jira by hand. It covers coordinator hours by task, how drafts are read, matched and approved, human review, data access and running costs, a six-week timeline, go-live checks, a similar client’s results and three one-time options.

AI Workflow Automation Proposal

<h1 style="line-height:0.98;letter-spacing:-0.04em;font-weight:600"><span style="font-size:clamp(38px,8.2cqw,80px)">AI Workflow<br>Automation</span><br><span style="font-size:28px;font-weight:400">Proposal</span></h1>

<p style="font-size:18px;line-height:1.5">Prepared for {{CLIENT_COMPANY}}<br>by {{SELLER_COMPANY}}</p>

Introduction

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Where things stand today</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">From your inbox export for August and September and two days with your coordinators.</p>

Coordinator hours a week, by task

<p>The median request waits 4 hours 40 minutes between arriving and being assigned to a contractor.</p>

Four and a half hours to assign

<p>About 11% of tickets are created without a site code or the asset, so coordinators chase the sender afterwards.</p>

One ticket in nine is incomplete

<p>A water leak and a broken door handle sit in the same queue. Coordinators spot urgent ones only when they open them.</p>

Urgent requests are not flagged

<p>In a sample of 200 emails, 168 named the site, the problem and a photo. Only the typing was manual.</p>

Most requests follow a pattern

Your situation

<h2 style="font-family:var(--proposal-font-accent);font-weight:500;line-height:1.14"><span style="font-size:clamp(30px,4.2cqw,52px)">We recommend automating the reading and the typing, and leaving every decision with your coordinators.</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">The automation drafts the ticket. A person approves it.</p>

<p>Each new email and its photos are read as they arrive in the facilities inbox.</p>

Read

<p>The sender and address are matched to a site and contract from your site list.</p>

Match

<p>A ticket is drafted with category, urgency and asset, and any missing detail is listed.</p>

Draft

<p>A coordinator approves, edits or returns the draft. Only approved tickets reach Jira.</p>

Approve

Our recommendation

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">What is included</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">What the recommended option covers, and what it does not.</p>

What is included

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Review, access and running costs</span></h2>

<p>During the pilot a coordinator approves every draft. After go-live, any draft the automation is unsure about, and every urgent request, still goes to a person first.</p><ul><li>Coordinators can edit any field before approving</li><li>Returned drafts go back to the manual queue with a reason</li><li>Every correction is logged and reviewed each week</li></ul>

Human review

<p>Everything runs in your own Microsoft 365, Azure and Jira accounts. The automation uses a service account that can read one inbox and write to one Jira project, nothing else. The language model runs in your own Azure OpenAI resource, and your emails are not used to train it. Logs are kept for 90 days.</p>

Data and access

<p>If a step fails, the email stays in the inbox with a <strong>Needs manual triage</strong> label and the coordinator on duty gets a Teams message. Nothing is half created in Jira. Connection errors are retried three times before the alert.</p>

When a run fails

<p>You pay Microsoft directly. At 2,100 requests a month we expect about $80 of model usage and about $20 of hosting, so roughly $100 a month. We set a spending alert at $150.</p>

Running costs

Controls

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Six weeks to your team using it</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Work starts on {{START_DATE}}. Your operations lead signs off at the end of each stage.</p>

<p>We agree categories, urgent words and site matching with your coordinators, and label 200 past emails.</p>

Rules and test set

<p>We connect the inbox, the site list and Jira, then run the 200 test emails until the checks below pass.</p>

Build and test

<p>The automation drafts every live request. Coordinators approve each one, and we fix what they correct.</p>

Supervised pilot

<p>Confident drafts are approved in one click. We train the team and hand over the runbook.</p>

Go live and hand over

Timeline

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">How we decide to go live</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Measured on the 200 test emails and the two pilot weeks.</p>

Go-live checks

Your team

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Results for a similar client</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">A property services company, two months after go-live.</p>

Results for a similar client

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Options and fees</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Three options. We recommend Triage and urgent alerts.</p>

Drafted tickets and a review queue for the facilities inbox.

Triage only

Triage and urgent alerts

Plus your supplier quotes inbox, drafted into the same Jira project.

Two inboxes

<p>Fees are in USD and exclude tax. Model usage and hosting are billed to you by Microsoft, at about $100 a month. This proposal is valid until {{VALID_UNTIL}}.</p>

Options and fees

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Common questions</span></h2>

<p>A coordinator sees every draft before it reaches Jira. They can edit any field or return it to the manual queue, and we review every correction each week to improve the rules.</p>

What if a ticket is drafted wrongly?

<p>It stays in your Microsoft 365, Azure and Jira accounts. The language model runs in your own Azure OpenAI resource, and Microsoft does not use your emails to train models.</p>

Where does our data go?

<p>Emails stay in the inbox with a label and your coordinators work them by hand, as they do today. The coordinator on duty is told in Teams within five minutes.</p>

What happens if the automation stops?

<p>About $100 at your current volume, billed by Microsoft to your account. We set a spending alert so there are no surprises.</p>

What will it cost to run each month?

<p>One 90-minute session and a one-page guide. The review queue is a Jira view they already know.</p>

Will our coordinators need training?

<p>Yes. Another inbox that feeds the same Jira project is usually about $3,500, quoted in writing first.</p>

Can we add more inboxes later?

Questions

<h2 style="line-height:1.2"><span style="font-size:clamp(28px,3.8cqw,44px)">Next steps</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">How we start.</p>

AI Workflow Automation Proposal - Preview