Choose the first workflow
Pick one department or task: client reviews, renewals, job packets, policies, procedures, or staff training.
Pilot onboarding
Start with one workflow and prove value quickly.
A BusinessVault AI pilot works best when we choose a narrow document set, ask real staff questions, and measure whether the assistant saves time before expanding it to the whole business.
Select safe starting documents
Use non-sensitive or approved documents first. Avoid regulated records until privacy requirements are confirmed.
Load 20 to 50 files
Start with enough documents to be useful, but small enough to review answers carefully.
Test real questions
Ask questions employees already ask: what is missing, what is due, what changed, and what should happen next.
Review answer quality
Check citations, missed answers, confusing wording, slow responses, and files that need better naming or cleanup.
Decide whether to expand
If the pilot saves time, add more document types, more users, and a written workflow for staff.
Review enhanced AI before launch
Near the end of setup, decide whether to add the enhanced AI provider key, confirm customer approval, and estimate monthly usage cost before enabling enhanced answers.
Recommended first pilot
One business workspace, two to five users, 20 to 50 documents, local-first answers, encrypted storage, daily NAS backups, and a two-week review.
Request a pilot