A clear starting point
Walkthroughs, current-state review, a picture of the gaps, and their supported impact on time, cost, quality, or capacity.
You receive: findings, starting measures or a measurement plan, and an agreed problem statement.
Focused Project · A Defined Change
One operational problem.A clear path to a better process.
We investigate what is slowing the work down, design the improvement, implement the agreed changes, and equip your team to maintain them.
Choose this when you need one area fixed and handed over, with clear ownership after the project closes.
What It Is
A bounded improvement, from understanding to handover.
A focused project addresses one agreed workflow or operational priority. We define the problem, desired outcome, deliverables, people involved, timeline, and fee before starting.
Examples of problems we can address
- Client or patient intake stalls between people or systems.
- Billing handoffs create rework, delays, or missing information.
- Recurring work relies on memory, duplicate entry, or the owner’s constant follow-up.
- A software decision, rollout, or repetitive reporting task needs a practical plan and agreed delivery.
We assess the cause before choosing the solution. Your project may involve process changes, better use of existing tools, ordinary automation, or a suitable AI tool.
What You Receive
The work, the working change, and the handover.
An improvement project includes the relevant assessment and agreed implementation. A standalone Assessment and Roadmap is the planning-only option.
An improved way to work
Future steps, responsibilities, decision rules, and the practical guides defined for the project.
You receive: a future workflow, named ownership, and the scoped procedures or checklists.
Agreed changes put into practice
Implementation with your process owner, testing with realistic cases, and coordination with vendors or technical specialists where assigned.
You receive: implemented changes, a test record, and clear treatment of remaining issues.
People ready to use it
Training suited to team responsibilities, including how to spot gaps and handle or escalate issues.
You receive: the agreed process-training session or sessions and reusable materials.
A useful results review
Comparison against the starting point where reliable information is available, with assumptions and limitations explained.
You receive: a scorecard or results summary, remaining gaps, and recommended next actions.
A handover your team can maintain
A named owner, operating guidance, support responsibilities, and a closeout against the agreed criteria.
You receive: the handover pack, completion review, and any follow-up specified in the package.
The $4,000 Workflow Package · A Concrete Example
1workflow
Up to 2procedures or checklists
3scorecard measures
1process-training session
1scheduled follow-up
Relevant review, testing, process ownership, and handover are included. Technical changes and vendor training are assigned to your team or agreed specialists.
A Workflow-Project Example
What a 6–8-week improvement can look like.
Example: client intake repeatedly stalls during document collection and handoff. This shows a possible sequence for the workflow package; other project types have different schedules.
Weeks 1–2
Understand the problem.
- Confirm the workflow, people, locations, intended result, and completion criteria.
- Walk through the work, review available records, and establish starting measures or a plan to collect them.
- Identify causes, business impact, tool limitations, and decisions needed.
Example output: a current-state map, findings, and an agreed improvement brief.
Weeks 3–4
Design the improved process.
- Agree on future steps, ownership, decision rules, and backup responsibilities.
- Review current tools, automation, and AI suitability before proposing new spending.
- Confirm the implementation steps, training needs, test cases, and responsibilities.
Example output: a future workflow, ownership guide, and implementation plan.
Weeks 5–6
Implement and train.
- Put the agreed changes into practice with your process owner and assigned technical partners.
- Test realistic situations and correct gaps within scope.
- Train your team on the process, identifying problems, and handling or escalating issues.
Example output: working changes, practical guides, a training session, and a test record.
Weeks 7–8
Measure and hand over.
- Compare results with the starting point where the information supports it.
- Confirm ownership, outstanding issues, and the agreed completion criteria.
- Hand over the materials and schedule the follow-up included in the workflow package.
Example output: a scorecard, handover pack, closeout discussion, and next actions.
Illustrative Value · Not A Client Result
Small repeated delays can add up.
If 40 files each week require 15 minutes of avoidable rework, that is 10 team hours per week. Removing that rework would release 520 hours over 52 weeks.
At an assumed $30 hourly labor cost, that equals $15,600 in annual capacity value. We use your actual volume, effort, and cost to assess a business case.
Choose The Scope
Project options and clear fees.
Custom focused projects start at $3,500 for one agreed workflow or operational priority. These predefined options are separate scopes with their own prices; you do not need to choose one before our discovery call.
Defined Delivery Scope
Business Process Improvement
One redesigned workflow, clear responsibilities, up to two practical guides, process training, and a scorecard with a follow-up review.
$4,0006–8 weeks
Fixed consulting fee · relevant review included
Deliverables And Boundaries
What you receive
- Future workflow map: how one improved business process should operate.
- Ownership and backup guide: who completes, approves, and escalates each key step.
- Up to two procedures or checklists: practical instructions for the agreed workflow.
- Three-measure scorecard: agreed outcome measures, a record of how things work today or a plan to gather the needed measures, and a routine for reviewing performance.
- Process training and reusable materials: one Lettsome-led session with guidance matched to team responsibilities on the workflow, recognizing gaps, handling issues, and escalating. Specialist system training is separately assigned.
- Testing record, handover guide, and scheduled follow-up: comparison of results with the starting point where information is available, remaining gaps, next actions, and ongoing ownership.
What this fee covers
One bounded workflow, relevant review, up to two procedures or checklists, a three-measure scorecard, one business-process training session, handover, and one scheduled follow-up. Lettsome leads business-process redesign, implementation coordination, and process training. Your team or agreed specialists deliver technical changes and vendor training. Additional workflows, specialist work, licenses, and continuing support are separately agreed.
Your participation
An authorized sponsor, an internal process owner, access to the affected team, timely feedback, and an assigned person or specialist for technical system changes and vendor training where needed.
Defined Delivery Scope
Software Selection & Rollout Coordination
Clear requirements, a comparison of up to two options where needed, and a coordinated rollout plan for one system and workflow.
$6,0008–12 weeks
Estimated consulting fee · final quote after scoping
Deliverables And Boundaries
What you receive
- Business requirements brief: users, workflow, target outcome, starting measures or measurement plan, essential features, and decision criteria.
- Existing-tool and AI suitability assessment: whether current resources, simpler automation, AI, or a process change can meet the need, considering cost, risk, information quality, and human review.
- Options comparison: up to two shortlisted choices where needed, with trade-offs, known costs, and a recommendation.
- Implementation roadmap: milestones, owners, dependencies, and vendor responsibilities for one system and workflow.
- Test scenarios and issue log: checks for business acceptance and unresolved items.
- Training coordination plan and handover pack: ownership, support contacts, and outstanding actions.
What this fee covers
One selected system and workflow, with relevant review and business-side coordination. The $6,000 fee is a planning estimate and may be higher or lower after scoping. Software subscriptions, vendor fees, configuration, development, integrations, migration, and technical support are separate unless expressly included. No system is purchased or technical implementation authorized without an approved scope and cost breakdown.
Your participation
A decision-maker for approvals, an internal process owner, a confirmed vendor or technical partner, and agreed access, testing, acceptance, fallback, and support responsibilities.
Prototype · Before Daily Use
AI Tool Pilot
A working prototype, sample-based comparisons of task time and quality, and a proceed, revise, or stop recommendation before deployment.
$3,0004–6 weeks
Fixed project fee · relevant review included
Deliverables And Boundaries
What you receive
- Pilot brief: one workflow, agreed inputs and outputs, approved sample information, and acceptance criteria.
- Working prototype: a focused AI-assisted tool, such as a document extractor, reporting assistant, or request organizer, built for the agreed sample and task.
- Testing and review record: comparison of task time, quality, and human-review effort with the starting approach using agreed examples, with exceptions and limitations documented.
- Human-review checklist: who verifies the output, what they check, and how exceptions are handled.
- Documentation and handover: operating instructions, one revision round within scope, and one walkthrough.
- Evaluation and next-step scope: a proceed, revise, or stop recommendation; deployment and ongoing support are quoted separately.
What this fee covers
One workflow, relevant review, a working prototype, sample-based testing, one revision round, and a handover walkthrough. Software, hosting, and AI usage are charged separately. Daily operational deployment, additional document layouts, scanned-document recognition, accounts, integrations, and continuing support require a separate quote. Confidential-data experimentation and autonomous professional advice are excluded. A prototype does not establish production savings.
Your participation
A process owner, approved nonconfidential or deidentified sample information, timely feedback, agreed quality criteria, and a person who will verify outputs. Any required legal, security, or specialist input is agreed before work begins.
Optional · Planning Only
Assessment and Roadmap
A prioritized roadmap for one workflow: recommended changes, suggested owners, success measures, and a clear next-step scope.
$1,5002–4 weeks
Fixed consulting fee
Deliverables And Boundaries
What you receive
- Process map: the current steps, handoffs, responsibilities, and delays in one agreed workflow.
- Findings brief: supported issues, likely causes, business impact, and limits of the evidence.
- Solution fit recommendation: whether AI, simpler automation, existing tools, or a process change best fits the task, considering available information, cost, risk, and human review.
- Starting-point summary or measurement plan: the impact in time, rework, waiting, capacity, or cost where supported, with assumptions and missing measures identified.
- Prioritized roadmap: recommended actions, suggested owners, dependencies, effort, and success measures.
- Next-step scope: recommended follow-on work, implementation responsibilities, and decisions needed to proceed, reviewed in a findings discussion.
What this fee covers
Assessment and planning for one agreed workflow. The roadmap can be used by your team or an implementation partner, with no obligation to buy further Lettsome services. Implementation, system configuration, team training, and ongoing management are separately scoped.
Your participation
One agreed workflow; up to four stakeholder interviews of up to 45 minutes each; one findings meeting; and one consolidated revision round within the agreed scope. The written statement of work confirms walkthroughs, records, the review period, and meeting duration.
Assessment is included where the work requires it.
You can engage us directly for a workflow project, software coordination, or a suitable AI pilot. The standalone $1,500 Assessment and Roadmap is for a plan before implementation; it does not include implementation, configuration, training, or ongoing management. We identify overlapping work before quoting a follow-on engagement.
Optional Work · Approved Separately
Know exactly what is an add-on.
The deliverables promised in your proposal are part of the project fee. Add-ons expand that scope or introduce separate technology or continuing support. We quote and obtain approval before additional work begins.
| Optional item | When it is additional | How it is priced |
|---|---|---|
| Another workflow or location | A second process, additional office, or wider rollout beyond the original scope. | Separate written quote. |
| More guides or training | Additional procedures, sessions, or revision rounds beyond the selected package. | Separate written quote. |
| Technical implementation | Configuration, development, integrations, data migration, or specialist vendor training not expressly included. | Itemized proposal; responsibilities assigned to Lettsome, your team, or qualified specialists as agreed. |
| AI Tool Implementation | Moving a validated pilot or equivalent approved solution into everyday use. | $5,000–$10,000 project range; fixed quote after scoping. A pilot fee does not include deployment. |
| Optional AI Tool Maintenance | Scheduled support after an agreed tool handover. | $500/month; scope, availability, and response expectations agreed separately. |
| Software and provider costs | Licenses, subscriptions, vendor services, hosting, AI usage, or third-party specialist charges. | Separate unless the proposal expressly includes them; costs reviewed before approval. |
| Extended support or onsite work | Continuing oversight, extra follow-up, travel, or onsite delivery beyond the original agreement. | Separate quote or a fractional COO engagement where appropriate. |
If you choose an AI rollout
- A deployment plan with named owners, approved information, access arrangements, and acceptance criteria.
- The agreed tool setup and integrations, with specialist work identified and priced before approval.
- Testing of agreed cases, human-review steps, exception handling, and operational acceptance.
- Operating documentation and a handover walkthrough; the statement of work defines any post-launch correction period.
If you choose ongoing tool maintenance
- One scheduled monthly tool-health review.
- Minor updates or troubleshooting within the agreed scope and availability.
- A brief record of the work completed and recommended next actions.
Software, hosting, and usage costs remain separate. Continuous monitoring and emergency coverage are outside the maintenance service.
All fees are in USD. Fixed-scope AI projects normally use 50% upfront and 50% at acceptance. Your signed proposal confirms payment milestones, applicable taxes, revisions, acceptance, and any correction or support period. Approved external costs are identified separately.
Before We Close
A clear finish, with ownership after handover.
Check the deliverables.
Review the items and acceptance criteria agreed at kickoff. Confirm test results and identify any remaining matters and their owners.
Transfer the process.
Give your process owner the agreed guides, training materials, scorecard, and operating or support responsibilities.
Agree on what follows.
Confirm the included follow-up and any separately proposed work. Continuing operational leadership can be arranged through fractional COO support.
Your process owner and affected team members participate throughout the project. Timely access, decisions, records, and agreed technical support help the project stay on schedule.
Decision Questions
The details to settle before you start.
Will you actually implement the improvement?
Yes, for an implementation project we lead the agreed changes through testing, process training, and handover. Your proposal identifies who delivers each change. Technical configuration, development, migration, integrations, and vendor training are separate unless included. The standalone assessment is the planning-only option.
Is AI assessment included? Is an AI build included?
Relevant tool, automation, and AI suitability review is included in the process work. An AI build is included when you purchase the AI pilot or an expressly scoped implementation. A workflow project does not automatically include a new AI system, software license, or integration.
What do you need from us?
A decision-maker, an internal process owner, access to agreed records and people, timely feedback, and team participation in testing and training. We confirm the technical or vendor responsibilities before work begins. A standalone assessment includes up to four stakeholder interviews of up to 45 minutes each, one findings meeting, and one consolidated revision round.
How will you measure whether it worked?
We agree on relevant starting measures and completion criteria. They may include time per task, turnaround, rework, handoff delays, cost, or client feedback. Where records are missing, we establish a measurement plan. We report supported results and explain estimates rather than assume the illustrative examples will occur.
What if the scope grows?
We explain the additional work, why it is needed, and its fee and timing before seeking approval. The original deliverables and responsibility for meeting them remain governed by your agreement. Extra work is not automatically added to your bill.
What happens after handover?
Your named owner maintains the process using the agreed materials and measures. The package’s follow-up and any correction period are confirmed in the proposal. Further improvement projects, tool maintenance, or ongoing fractional COO leadership are separate choices.
Your Next Step
Ready to put one recurring problem behind you?
Bring the problem to a free 30-minute discovery call. We’ll discuss the result you want, the people involved, and a useful scope.
Book A Project Call