A four-week AI discovery sprint built for KSCH Group. We map every workflow across the five pillars you named on the call - sales, allocations, operations, finance, and maintenance. You finish with a hosted dashboard, the operational truth of how the yard actually runs, and a priced path for every build worth doing. Built around your stack: Xero, Outlook, OneDrive.
Conservative estimate of combined exposure across slow quote cycles on a high-activity pipeline, labour reallocation overtime across 60-70 staff, compliance and ticket-expiry near-misses, reactive maintenance on the tower fleet, and payroll-docket leakage. A single avoidable breakdown you "knew about three months ago" lands at five figures on its own. Phase 1 turns the guesswork into hard numbers.
All monetary figures on this proposal are estimates based on our discovery conversation. Validated numbers are produced during the Phase 1 audit.
From the call on 23 April with Ben and Matt. These are your words, your numbers, your problems.
Every figure below was either stated on the call or estimated conservatively from what you described. Phase 1 confirms each one with your real Xero, OneDrive, and docket data.
The "flirting stage" two-pager - crane next to building, radius plan, standard rates - generated automatically from job inputs you already capture. Closes the response-time gap that's costing you midfield deals to faster competitors.
Replaces the daily "Tommy's not available, Matty what are you doing?" fire-drill. Tracks all 60-70 staff across yard and sites, surfaces expiring tickets weeks ahead, and ranks shortfall replacements by location and price automatically.
Directly addresses the "we knew it was broken three months ago" line. Trend detection on recurring failures, prioritised on high-value gear (towers first). Ports a proven SMS-based servicer booking workflow we've already built and battle-tested, which auto-confirms the moment the servicer replies.
Your literal words. One log-in surfaces equipment status, yard activity, site presence, time sheets, financials, and prioritised emails. Three views layered on top: visionary (you), management, ops. No new system to learn - just a single front door to everything that already exists, plus smart automation and AI optimization across every workflow underneath.
Before we build anything, we map KSCH Group with precision. The five pillars you named on the call - sales, allocations, operations, finance, and maintenance. You finish Phase 1 with the operational truth of how the yard actually runs, and a confirmed scope and price for every build worth doing.
Phase 1 is read-only and scoped. We pull only what we need to build the deliverables - sample dockets, time sheets, P&L sheets, role registers, sample CAD - inside an access-controlled environment Tommy supervises end to end. Production hosting (when there's a build to host) is scoped with you in Phase 1, never pre-decided.
Fixed fee, fixed scope, single contract. Phase 1 is $10,000 payable on commencement. Deliverables within four weeks of kickoff. IP and data remain with KSCH Group. No per-seat licensing. No lock-in. You can take everything we produce and walk away at any point.
Tommy flagged the real-world part on the call - your boys are used to SMS, paper dockets, and photos. Adoption planning is baked into every SOP we produce: rollout sequencing, training format, fallback paths if a feature doesn't stick. We don't ship anything to a site crew that hasn't been pressure-tested for the way they actually work.
We read your historical data - Xero, OneDrive, dockets, time sheets, sample CAD - and surface the truth of how the business actually runs. Not what you think - what actually happens.
AI-assisted development tools compress agency timelines and cost by up to 90%. Projects that would take a traditional agency months and six figures - we deliver in weeks for a tenth of the price.
Read-only Phase 1, access-controlled environment Tommy supervises end to end. No vendor dependency. No pricing changes once you're live. No surprises.
Quality and security checked before anything reaches a site crew. Fast doesn't mean sloppy - Tommy signs off on every build before it goes live.
Cranes going up, crews growing, sites multiplying. We build the system with that in mind from day one - new equipment, new staff, new yards plug in, not start fresh.
Our data modelling is built specifically for crane hire and construction subcontracting - tickets, dockets, lift studies, work method statements, EOTs. The AI already understands your world. We're not starting from zero.
No drawn-out kick-offs. No mystery process. Here's exactly what happens between you signing this and the first build going live.
We get to work this week. Simple agreement, $10K invoice.
2-3 Google Meets. Screen-share your Xero, OneDrive, dockets, time sheets, sample CAD. Tommy is on every call - mapping and researching in real time as you talk.
We deliver the visual model and SOPs across all five pillars. You review. Approve or send back changes.
Your Operation Map, data flows, and SOPs - all in one hosted visual. Included in Phase 1. Shareable with your management layer.
Confirmed pricing for every build identified. You choose what to build and in what order. No pressure, no lock-in.
We build with AI-assisted development tools that compress agency timelines by 80-90%. What takes a traditional agency 3 months takes us 2 weeks. Tommy quality-checks everything before it touches a site crew.
Drawn directly from the five pillars you named on the call. Phase 1 validates each one against your real Xero, OneDrive, and docket data, then returns a confirmed scope and price for the ones worth doing first.
Auto-drafts the "flirting stage" two-pager - crane next to building, radius plan, standard rates - from job inputs you already capture. Pulls live availability and your historic quote logic. Cuts the 2-3 day cycle to under an hour, including the high-level CAD drawing.
Two cost classes, one screen. Site-based fixed-cost teams (60-70) get live location tracking, ticket-expiry surfaced weeks ahead, and shortfall replacements ranked automatically by location and price - removing the daily "Tommy's not available, Matty what are you doing?" fire-drill. Yard overheads (rigging crews, deployment teams) get their own daily-tasking loop: tasks issued, completion logged, "back to the gate" closure tracked. Crane-pack generation kicks off the moment a job is procured, so the install-and-removal plan is sitting on the dashboard before anyone has to chase it.
Migrates the per-job P&L spreadsheets out of OneDrive and into a live dashboard. Ties Xero data, signed dockets, labour costs, and equipment hire to per-job margin in real time. Captures the job-specific rates each contract is procured under, and reconciles your billing cadence automatically - cranes weekly hire billed monthly, labour hourly billed monthly - so the gap between what's earned and what's invoiced never lives in someone's head.
Time-tracked service schedule for every asset, prioritised on high-value gear (towers first). Alert one month before service is due. Logs who serviced what, what was done, and surfaces recurring-failure trends so the same fault never costs you twice. Includes a proven SMS servicer-booking workflow we've already built and battle-tested, which auto-confirms the moment the servicer replies. Direct fix for the "we knew it was broken three months ago" problem.
Replaces the triplicate paper books. Log-in / log-out from the phone, photo-capture of the signed docket on site. Preserves the docket-rules pay logic exactly as it stands today - the docket is still the source of truth, the system just stops the manual reconciliation eating Friday afternoon.
One triage layer across every channel words come into the business. Outlook inbox sifted by priority, drafts learn your voice, human hits send while AI runs a score on every draft (per Tommy's flag) - categories graduate to full auto once they cross 95-98% accuracy. Same layer captures the rest: meetings auto-record with notes posted to the dashboard, outbound calls dialed through the platform are transcribed end-to-end, and voice-to-action capture means a call from Bennett with three deliverables turns into three logged tasks before you hang up. Direct fix for the "what about when I'm driving" pain you raised.
Your literal dream: "we come in in the morning, we log on, we don't have to go on anything else." One log-in surfaces equipment status, yard activity, site presence, time sheets, financials, prioritised emails. Three layered views - visionary (you), management, ops - so the right person sees the right thing without retraining anyone.
Not all seven get built at once. Phase 1 ranks them on your real data, you pick the one or two that earn back the cycle fastest, the rest sit in a priced backlog ready to go when you are. "Small steps. We start and then we can add on and add on. The sky's the limit" - your words.
One month. Full audit across all five pillars. A hosted Discovery Dashboard your management layer can actually use. And a confirmed scope and price for every build worth doing.
matt@useaetherai.com · Scope and Phase 2 pricing confirmed at end of Phase 1.
By signing below, KSCH Group confirms acceptance of Phase 1 - Consultation + Discovery Dashboard as described in this proposal. Total investment: $10,000, payable on commencement. Deliverables within four weeks of kickoff. All data ingested during Phase 1 stays inside an access-controlled environment Tommy supervises end to end.
Thank you. Matt will be in touch shortly with the services agreement, invoice, and kickoff booking.
By signing you agree to the Phase 1 scope and fee above. Phase 2 is optional and separately scoped.