A free 15-minute Zoom call. No cost, no pressure.What AI setup actually means
Most people think setup means creating a login. That is the easy part. Real setup means the AI knows how your business works, so it stops giving generic answers and starts being useful.
Here is what we do at the Setup level:
- We create the AI account in your name, on your card, with Claude, ChatGPT or Gemini. You own it.
- We connect it to your email, shared files and the tools your team already uses.
- We set it up for each person on the team, not just the owner.
- We run the first training session so people know what to type and what to expect.
After that, the AI is working on your actual material instead of guessing. A proposal draft sounds like your firm. A reply to a client starts from the real thread. That is the difference between having an account and having a tool.
Every client starts with Setup, whether they are a two person shop off Mansell Road or a forty person firm. You can move up or down levels anytime after that.
The four levels, in plain words
Setup is the one time piece described above. The other three are monthly and stack on top of it.
- Support. A real person you can text or email about logins, how do I questions, and can AI do this. Plus a check in every month. Cancel anytime and you keep your AI account.
- Coaching. You bring a goal, we work it out with you, walk you through it step by step and hand you a written plan. You do the work, with us behind you. Includes Support.
- Done for you. Our team builds and runs it. Websites, automations, follow up, an AI phone assistant, custom systems, private zero data retention AI, and private AI on a machine in your office. Each build is quoted up front. Includes Coaching.
Most Alpharetta clients start at Setup plus Support. That gets the account live, the team trained and someone to call. Coaching and Done for you are there when you have a specific goal that needs more hands.
What to set up first
Do not try to boil the ocean. Pick the work that eats time every week and start there.
Good first jobs for AI in a local business:
- Drafting replies to routine email so a person only edits and sends.
- Turning rough notes into a clean proposal, scope or quote.
- Summarizing a long thread or a document before a meeting.
- Writing first drafts of job descriptions, policies and internal how tos.
- Getting a straight answer out of your own files, like which vendor terms apply here.
What to leave for later: anything customer facing that nobody has reviewed, and anything where a wrong answer is expensive. Get the team comfortable on internal work first, then widen out.
One more thing. Give the AI context. A short written brief on what you do, who your customers are, how you talk and what you never say is worth more than any prompt trick. We build that with you during Setup.
What a normal week looks like after setup
Nothing dramatic. That is the point.
Someone on the team opens the AI in the morning and clears the overnight email drafts before the real work starts. A project manager pastes in meeting notes and gets a summary and a task list. The office manager asks it to tighten a letter. A salesperson gets a first pass at a follow up email and rewrites it in their own voice.
Once a month we check in. What is working, what is not, what question keeps coming up. If two people ask the same how do I, we fold it into training so it stops being a question.
When something breaks, and it will, you text a real person. A login expires, a connection drops, a new hire needs access. You are not filing a ticket into the void.
Offices that cannot put client files in a public chatbot
Alpharetta has a lot of law, medical, finance and insurance offices, and those folks are right to be careful. Client files carry obligations, and a public chatbot is a public chatbot.
We talk through the options rather than waving a flag. Two of them:
- Zero data retention. The AI provider does not keep your prompts or files after it answers. Worth knowing this is not the same thing as not used for training, and we explain the difference.
- Private AI on a machine inside your office. Files never leave the building.
We do not make a compliance claim on your behalf. Your office should check its own rules. We can lay out what each option does so you can decide with your compliance people.
Watch out for these
A few things we see often, and how to avoid them.
- People using personal AI accounts for work. Client material ends up in a free login nobody controls. Setup fixes this by giving everyone a work account under the company.
- Paying for AI nobody uses. It happens when the account is created and then abandoned. Training and a monthly check in are what keep it alive.
- Trusting a first draft blind. AI is a fast junior, not a partner. Someone still reads it.
- No context. An AI that does not know your business gives you answers for a generic business. The written brief matters.
- No one to call. When the only support is a help page, people quietly stop using the tool.
None of this is hard to head off. It just needs to be done on purpose.
Start with the free AI game plan
The free AI game plan is a fifteen minute Zoom call. No cost, no pressure. We look at your business, show you where AI helps first and tell you which level fits. Nothing is set up for free on that call, so you leave with a clear picture either way.
If it makes sense, we move to Setup and get you live. If not, you still know where to start.
You get your price in writing after the free AI game plan, before anything begins. Alpharetta is a short drive up 400 from us, and the work happens on your account and your tools, so distance never gets in the way.