OPERATIONS DIAGNOSTIC
Map your whole business before any AI is built.
The first paid step, for any business. In about two weeks we map every system, process and procedure you run, find where cost and delay live, and measure one number from your own records.
Free · 20 minutes · no commitment
Every system, and how work moves between them.
Your software
The ERP, the accounting package, the scheduling tool: what each one holds, and who keys what into it.
Spreadsheets and inboxes
The sheets and shared inboxes the real work runs through, and the copying from one to the next.
Portals and paper
Customer and supplier portals, printed forms, and the binder beside the desk.
The handoffs
How a job passes from one person and one system to the next, and where it sits and waits.
OPERATIONS DIAGNOSTIC
About two weeks, paid in full, upfront.
The paid first step. We look at the whole business before anything is built, and show you the result on your own data.
Time with every process owner
We sit with the people who run each part of the business, on a normal day, and write down what really happens.
A read-only connection
To your core systems, or a scheduled export from them if that suits your IT person better. Nothing is written back.
The exceptions, found
The orders, jobs and invoices that leave the normal path. That is where the cost and the delay live.
One number, baselined
One you already track, agreed together and taken from your own records. You sign it before anything is built.
It ends with a demo on your own data, a ranked plan, and a proposal for a one-workflow pilot, quoted on the work.
If you go ahead, the pilot runs in shadow mode first: beside the old way, on real work, until you trust it. The pilot is paid half at the start, half on completion.
- HOW LONG
- About two weeks
- WHAT IT COSTS
- Quoted after the pilot call, paid in full, upfront
- WHAT YOU LEAVE WITH
- The map, a signed baseline, a demo on your own data, and a ranked plan.
- IF YOU STOP HERE
- Nothing more. You keep the map, the baseline and the plan.
What you keep, whether or not you go ahead.
- A map of every system, process and procedure, and how work moves between them.
- The exceptions, ranked by what they cost you in time and delay.
- A signed baseline for the number you chose, taken from your own records.
- A working demo on your own data.
- A ranked plan, and a proposal for the first pilot naming the number it will move.
The Diagnostic starts with a twenty-minute call about how your business runs.
Book a pilot callA WORKED EXAMPLE
Where it often starts: the order desk.
Orders arrive by email, PDF or portal and get keyed into the ERP by hand. Here is what a pilot there looks like.
Orders keyed twice
An order comes in by email or PDF, and someone types it into the ERP line by line. It arrives as a draft your team checks and approves.
Where’s my order?
Customers phone to ask what your system already knows. The answer goes out from your own records, and the hard questions still reach a person.
Supplier confirmations
Confirmations and changed ship dates land in an inbox. Each one is matched to its purchase order, and anything that moved is flagged.
Quotes out the door
A quote waits on the one person who knows the system and last year’s prices. A draft built from your past jobs goes to your estimator to check and send.
ONE ORDER, START TO FINISH
- 01
It reads the order
From the email, the PDF or the customer’s portal, the way your team reads it now.
- 02
It matches the customer and the part
Against your own customer list and part numbers. Anything it is unsure of is flagged for a person, never guessed.
- 03
A person checks it
Your team sees the draft next to the original order, then approves it, fixes it or sends it back.
- 04
It goes into your ERP
Only once it is approved, and only through the connection your IT person signed off.
HOW IT GOES IN
- Read-only first. Nothing is written into your ERP until you approve it.
- Shadow mode first. It runs beside your desk on real orders, and your team keeps keying as usual until you trust it.
- It stays at the order desk. It never touches machine controls, prices or promised dates.
- Everything we build stays in your accounts, with access you can switch off.
What it does not do.
- It does not build anything. Building is a separate decision, made with what the Diagnostic found.
- It writes nothing into your systems. Every connection is read-only.
- It does not replace your ERP or your core systems, or ask you to change them.
- It does not judge your staff. We map the work, and the people are not the finding.
Your systems and your data.
For whoever looks after your systems. Plain answers, and where we do not know yet, we say so.
CONNECTING TO YOUR SYSTEMS, AND YOUR DATA
How do you connect to our systems?
One of three ways, agreed with your IT person: the system’s own API where it has one, a scheduled export, or a service account you create and approve. Every option starts read-only.
Our ERP runs on our own servers. Does that work?
Yes. An on-premise ERP connects through a scheduled export, or through a gateway you host and control. Nothing has to move to the cloud first.
Where does our data live?
In your systems and your accounts. We take no private copies of your orders, customer lists or message archives. If the work adds any other service, we tell you which one and where it is hosted before it is introduced. Anything we cannot answer for your setup today, we confirm with you in the Diagnostic.
Which AI providers read our data?
We build with models from Anthropic and OpenAI, on business terms that exclude training on your content. Which one reads your data is named in writing in the agreement, before anything is sent.
Can we switch off your access?
Any time, without asking us. Access runs through accounts you create, scoped to the work, and you revoke it in your own systems. We never ask for banking, payroll or stored customer payment details.
What if we want to go back?
Switch the agent off and the work carries on as before. In shadow mode your team keeps doing the job as usual, so there is nothing to undo.
PROOF
Built and run in our own operations first.
ZyroGo and Ride Transit are our founder’s own transportation operations. MexaBuild built the systems they run on and runs them every day: an operations hub, a voice agent, and the dispatch and customer-care automation behind them.
Bring us one bad week.
Book a pilot call. Tell us where the week goes wrong, and we’ll tell you what an Operations Diagnostic would map and measure.
The first paid step has a clear scope and an end date, and the pilot after it is one workflow — not a platform, and not an open-ended retainer.
Free · 20 minutes · no commitment