AI Process Scan and Implementation Specification: What You Get

You want to implement AI in your company. You do not know where to start. You have read 20 articles, watched 10 webinars, and still do not know whether you need a chatbot, voicebot, AI agent, or something else entirely. That is normal.

The problem is not lack of information. The problem is that there is too much information, and none of it is about your company.

According to RAND Corporation, many AI projects fail before they create business value. Often the issue is simple: companies start with a solution instead of a problem. They buy a tool because a competitor has something similar. They implement a voicebot because someone at a conference said it is the future. Then it turns out the system answers questions nobody asks, or the phone channel does not work because nobody mapped the call flow.

An AI process scan reverses that order. Problem first, solution second. Your processes first, technology second.

Which companies in Poland get the fastest value from a process scan

If you are a solo business or have one obvious problem ready for implementation right now, the paid specification may be unnecessary. Start with the free scan and move directly to an implementation estimate if the scope is already clear.

What an AI process scan is, and what it is not

Start with what an AI process scan is not:

• It is not a PowerPoint presentation about AI trends. We do not talk about how GPT-5 will change the world. We do not show generic market-growth slides.
• It is not a report generated from ChatGPT. We do not paste your company name into a prompt and print the output. You can generate that yourself for free.
• It is not a list of AI tools with logos. You will not get a catalog of 50 apps described as "nice," "great," or "wow."
• It is not a disguised sales deck. The scan should not turn into pressure to buy a large implementation without process and data.

An AI process scan is a 30-minute engineering conversation about the work that costs time or money today, followed by a short written takeaway within 2 business days.

If the decision needs a deeper document, the next step is the paid implementation specification: process map, architecture, plan, risks, and a fixed quote.

What exactly you get

The free scan gives you a short written takeaway. The paid implementation specification gives you a document you can show to management, a partner, or a finance director. It should not require translation from technical language into business language. The specification includes:

1. Process map

We list the processes in your company and, for each one, define:

• who performs it (role, department),
• how much time it takes (hours/week, hours/month),
• what it costs (employee cost x time),
• how often it repeats,
• where bottlenecks and failure points appear.

This is not abstract "business analysis." It is a concrete table: for example, "The reception team spends about 3 hours per day answering calls about opening hours and appointment availability. Estimated cost: 3,125 PLN/month."

2. AI opportunity matrix

Not every process can be automated. Not every process is worth automating. For each process in the map, we assess:

• Can AI do it? technical feasibility,
• How fast? week, month, quarter,
• At what cost? implementation cost,
• What effect? estimated savings or recovered value.

We classify processes into three categories:

• Green - automate now, fast payback, low risk,
• Yellow - worthwhile, but needs preparation, such as data cleanup,
• Red - do not automate: too expensive, too complex, or too little volume.

3. ROI estimate

You should not see vague claims like "we will increase efficiency by 30%." Such numbers mean little if nobody knows 30% of what.

Instead, you get practical examples and ranges:

• "Process X costs about 12,000 PLN/month today. After automation, operating cost may fall to about 3,000 PLN/month. Estimated saving: 9,000 PLN/month."
• "The implementation has a start cost and maintenance cost. Payback depends on case volume, data quality, and the current process cost."
• "Missed calls: 32/day x 200 PLN/visit = up to 6,400 PLN/day in potential lost revenue, before adjusting for conversion and repeat callers."

The calculation includes:

• current costs,
• costs after implementation,
• monthly saving or recovered value,
• investment payback period.

4. 90-day roadmap

An implementation plan split into three months by priority:

• Month 1: what to launch immediately, with the highest ROI and lowest risk,
• Month 2: what to launch after first results, building on success,
• Month 3: what to pilot, usually more complex processes.

Each item has a description, budget, expected effect, and success criteria. Not "we will implement AI," but "we will launch a store assistant for order-status questions, measuring the percentage of cases resolved without escalation and response time."

5. Tool recommendation

Which AI tool or path we recommend and why:

• AI chatbot for website, WhatsApp, or Messenger - customer support, FAQ, leads,
• AI voicebot by odbierze.ai when the problem is phone traffic,
• AI agent for process automation, back office, reporting, and system integrations,
• n8n automation for simple flows such as "email arrived, data goes to CRM."

We do not pretend every problem is a Syntalith service. If we recommend a chatbot or operational agent, we show our scope and pricing. If the scan shows the problem is phone-based, we say directly that the proper path is odbierze.ai, a separate voicebot brand.

6. Implementation estimate

For each recommended solution, you receive:

• implementation cost,
• monthly cost,
• implementation time in weeks,
• what is included and what is not.

The estimate should be clear enough to move into an agreement. If something depends on data, volume, or integrations, it should be marked as such.

What the specification process looks like

The implementation specification takes 5 working days after the scope and inputs are agreed.

Day 1: Process and source review

We talk with the people closest to the work. We do not need a perfect procedure library. We need honest answers to simple questions:

• What do you do every day?
• What frustrates you at work?
• Where do you lose time?
• How many emails or calls do you get daily?
• Which tasks repeat every day or week?
• What would happen if you stopped doing this?

We talk to reception, support, sales, administration, and the people who actually do the work. Not only to executives who may be several layers away from daily operations.

Days 2-3: Data analysis

We map processes, estimate costs, identify bottlenecks, and compare the situation with experience from similar companies and industries.

At this stage, we build the process matrix and first ROI draft. We check which AI tools fit your specific needs.

Day 4: Solution design

We select tools, estimate ROI for each process, build the 90-day roadmap, and prepare implementation estimates.

This is engineering work, not creative improvisation. We do not invent solutions from scratch for the sake of it. We classify the problem: chatbot, AI agent, process automation, or phone scope for odbierze.ai. Then we match the path to your situation.

Day 5: Written specification and walkthrough

We meet in Warsaw or remotely and walk through the report. We do not just send a PDF with "call us if you have questions." We review it point by point.

You receive a document with numbers that can be discussed with management, partners, or finance on the same day. Tables, numbers, and plan, not AI-logo slides.

What to prepare before the scan

You do not need a large preparation project, but three things make the scan and any later specification much more concrete:

1. List 3-5 painful processes - not 20 ideas, just the work that blocks the company today.
2. Approximate volume - how many calls, emails, leads, tickets, or documents appear weekly.
3. Decision-maker available - if the work should move forward, someone must be able to say "go" or "stop."

With these three inputs, the scan becomes a decision tool instead of a vague AI conversation.

Example: what the scan may look like in a clinic

A simplified example for a dental clinic.

Problem the owner sees: "We have too few patients, so we need to spend more on marketing."

Problem the scan may reveal: reception handles many calls per day, and some remain unanswered because the team is also serving patients on site and taking other calls.

If the average visit value is known, a simple model can estimate potential lost revenue from missed calls.

Not all missed calls are new patients. In practice, many are bookings, rescheduling, and availability questions: repeatable conversations that can be partly automated.

Recommendation: if the problem is telephone traffic, it is not a Syntalith voicebot project. The direction is odbierze.ai. The exact package depends on volume, integrations, and escalation rules for reception. Current voicebot pricing lives on odbierze.ai/cennik.

Calculation: if a voicebot handles a significant share of repeat calls, you can estimate recovered visits, reception time saved, and potential payback. The result depends on actual volume and conversion.

Additional effect: the reception team has more time for patients on site and less chaos between the desk and the phone.

In this scenario, the problem is not lack of leads, but lack of capacity to answer the leads already arriving.

That is exactly the kind of thing a process scan can find. Not because the method is magical. Because it looks at processes from the outside, with data, without assumptions.

Example: what the scan may look like in e-commerce

A simplified example for an online store with its own customer support team.

Problem the owner sees: "Support is overloaded, I need to hire a fourth person."

Problem the scan may reveal: the support team answers the same questions every day:

• Where is my parcel?
• How do I return a product?
• Which size should I choose?
• Do you have it in another color?
• How long does delivery take?

With a simple cost model, it is easy to estimate how much time and money goes into manually answering repeat FAQ.

In many stores, a large share of questions are repeat FAQ, some require status lookup, and a smaller share truly needs a human.

Recommendation: store assistant for status questions, returns, and repeat FAQ. For online stores, the current direction is sprzeda.ai.

Calculation: if the chatbot handles a significant share of FAQ and simple status questions, the company may reduce pressure to hire or move the team to higher-value cases.

Additional effect: customers get answers faster and the support team has fewer simple cases to handle manually.

In this scenario, the problem is not always "too small a team," but an unclear split between repeat questions and work that actually requires a human.

How much it costs

The process scan costs 0 PLN. The paid implementation specification costs 4,990 PLN net through July 2026 and 5,990 PLN net from August 2026.

Free process scan

• 30-minute call with an engineer
• no pre-call homework
• written takeaway within 2 business days
• rough order: what to automate, in what order, with cost ranges

For whom: companies that need to decide whether AI is worth discussing for one or two concrete processes.

Paid implementation specification

• 5 working days
• process map and AI opportunity matrix
• architecture and integration sketch
• implementation plan
• fixed build quote
• "do not build" recommendation when that is the honest answer

For whom: teams that need a written document for a board conversation, vendor comparison, or internal decision.

Important

The specification is a one-time cost. There is no subscription. You get the report and decide what to do with it: implement internally, implement with us, take it to another vendor, or postpone.

Prices are Polish-market net amounts, excluding VAT where applicable. The specification fee is not credited toward the build.

When the paid specification is a bad idea

Not every company needs the paid specification. These are situations where we would tell you not to spend money:

The company has fewer than 5 employees. Process volume is probably too small. If you have 3 people, you likely know what they do and where time is lost. You may need only the free scan and a direct estimate.

You have no repeatable processes. If every day is completely different and there is no routine, AI will not help much. This is unlikely in a 20+ person company, but it is worth checking.

You already know what to implement. If you clearly need a website chatbot because you see many daily questions about order status, you may not need the specification. You need an implementation estimate.

You are looking for open-ended consulting. The free scan delivers one call and one short written takeaway. The paid specification delivers a concrete roadmap, not unlimited consulting.

You have no implementation budget. The paid specification makes sense when you are ready to spend on implementation after it. If you already know there is no budget this year, the document may become expensive reading.

What happens after the specification?

You receive the report. Then there are three paths.

Path 1: You implement it yourself

You have the report, know what to do, have a roadmap, and know the tools. You look for a provider on the market or implement internally. The report is written so another AI or IT provider can read it and estimate the work.

That is completely fine. We do not make you dependent on us. The report is yours.

Path 2: We implement it

This is the natural follow-up. We already know your processes, have talked to your team, and know what to implement. We do not need to start from zero. Implementation after a process scan is faster because discovery is already done.

The implementation estimate is in the report. You sign the agreement and the project starts.

Path 3: You put it on the shelf

It happens. Specification results do not always fit the current business situation. Maybe budget is needed elsewhere. Maybe the company is reorganizing. Maybe the work shows ROI is too low.

The report usually remains useful for 6-12 months, depending on how much your processes change. You can return to it when you are ready.

We do not pressure implementation. The specification is a separate service. If the results do not make economic sense, we will say so. We will not force a chatbot recommendation on a company that has 10 calls per week.

What next?

If you do not know where to start with AI in your company, start with the free process scan. It gives you enough information to decide whether a paid specification or direct estimate makes sense.

Not sure whether you need a chatbot or an agent? Start from Syntalith.

After the paid specification, you receive:

• process map with costs,
• ROI estimate in Polish-market cost terms,
• 90-day implementation plan,
• implementation estimate.

No subscription. No obligation.

If you already know that the biggest issue is handling inquiries, see Syntalith. If the problem is deeper, in back-office processes and integrations, check how much an AI agent costs in Poland.

See Syntalith. We will tell you whether a process scan makes sense for your company. If it does not, we will say that too.