Our Process
01
Initial Call (15 Minutes)
This is an introductory conversation. We’ll cover:• Your current challenges and goals• Timeline and urgency• High-level infrastructure and data availability• Our process and what comes next
After this call, if there’s mutual interest, we’ll send you:
1. A custom technical questionnaire (tailored to your use case)
2. A mutual NDA
You’ll have a few days to complete the questionnaire at your pace.
02
Review & Conflict Check (24 hours)
Once you return the completed questionnaire, we begin our evaluation.
Technical Qualification
Your questionnaire will cover:• Fund strategy and AUM• Deployment infrastructure capability• Historical data availability• Primary use case and timeline• Success criteria and benchmarks
Conflict Check
We review for conflicts with current clients. If you compete directly with an existing client in the same strategy and size bracket, we’ll notify you and explain why we can’t proceed.
Outcome:• Qualified → We schedule your technical deep-dive• Needs clarification → We’ll reach out with questions• Not a fit → We’ll notify you, explain why, and refer you to alternatives
We complete this review within 24 hours of receiving your questionnaire.
03
Technical Evaluation (1 hour)
If you pass Step 2, we’ll schedule a technical deep-dive:• Infrastructure assessment• Data quality review• Security posture evaluation• Success criteria definition• Deployment timeline and milestones
This evaluation is free, regardless of outcome.
We’ll provide honest feedback about:• Whether we can deliver your success metrics• Infrastructure gaps that need addressing• Timeline feasibility• Estimated cost and resource requirements
If we’re not the right fit, we’ll explain why and refer you to partners who are.
04
Engagement Decision
Possible outcomes:• Immediate engagement
Slot available, all criteria met, mutual fit confirmed.• Qualified waitlist
All criteria met, no current capacity. You’ll get priority consideration when a slot opens.• Wrong fit
We’ll explain why and refer you to alternatives. No hard feelings.
Decision timeline: Within 48 hours of your technical evaluation call.
05
Deployment
If accepted, we begin with your chosen service:
RAG Deployment Timeline:• Week 1: Document audit and ingestion pipeline design• Week 2-3: Embedding generation and index building• Week 4: Internal beta with 5-10 power users• Week 5-6: Rollout, training, feedback iteration
Process Automation Deployment Timeline:• Week 1: Map pain points and deploy first automation pilot• Week 2-3: Dry-run testing with historical data and iteration cycles• Week 4: Live deployment with monitoring and fallback logic• Week 5-8: Template creation and full rollout to adjacent teams
Custom LLM Deployment Timeline:• Week 1-2: Data audit and high-value training signal identification• Week 3-4: Compute provisioning and base model selection (Llama 3, Mistral)• Week 5-10: Pre-training or fine-tuning (2-8 weeks depending on model size)• Week 11-12: Evaluation on your benchmarks, deployment scripts, and documentation handoff
Frequently Asked Questions
Why do you limit yourselves to 8 clients per year?
Each deployment requires weekly security audits, real-time monitoring of 15-30 workflows, and accuracy guarantees. Going into 2026, our current team can maintain this standard for 8 concurrent clients.
When we expand capacity, we announce it publicly.
Recent expansion: Q4 2025 (3 clients → 5 clients)
Next expansion: Q1 2026 (+3 slots)
What happens if I’m on the waitlist and a slot opens?
We contact waitlisted firms in order of technical qualification date. You’ll have 48 hours to confirm. If you decline, we move to the next firm.
Do you ever make exceptions to the 8-client roster?
For full deployments (RAG, Custom LLM), no. For limited Process Automation pilots (1-2 workflows), sometimes these require much lighter oversight and don’t count toward our roster cap.
What if you’re at capacity but I have an urgent need?
We’ll still do the free technical evaluation so you’re ready when a slot opens. Or we’ll refer you to a partner firm who can start immediately.
Have you ever turned down a qualified client?
Yes. Last quarter we declined 4 inquiries during technical evaluation:
2 firms: Insufficient historical data (<5 years)
1 firm: Strategy outside our expertise
1 firm: Unmeasurable success criteria (couldn’t commit to benchmarks)
If we can’t deliver our guarantees, we won’t start a project.
What’s included in the free technical evaluation?
Everything you need to make an informed decision:• Infrastructure capability assessment• Data quality and availability review• Security posture evaluation• Success criteria definition• Deployment timeline estimate• Cost and resource requirements
Even if we’re not the right fit, you’ll walk away with a clear picture of what a proper AI deployment requires.
Ready to Discuss Your Requirements?
Schedule a 20-minute confidential call. Come with questions about your specific use cases. Leave with a preliminary architecture proposal.