AI-powered business operating system
Your whole team. One AI operating system. Consistent results.
Stop relying on individuals using AI differently. Give your team a shared, managed AI operating system: built for your business, connected to your tools, and maintained to keep improving.
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The evolution of AI in business
Most organisations are stuck between experimentation and scale.
Individual tools. Inconsistent outputs. Knowledge trapped in whoever happens to be using AI that day. That's AI theatre: it looks productive, and it doesn't move a metric.
The next step isn't more tools. It's an operating model. One that encodes how your firm works, connects AI to your systems, and gives every person on your team a trusted AI assistant they can delegate work to, consistently.
Individual experimentation.
People discover AI individually. Results vary wildly. No shared standards.
Policies and basic training.
An AI policy lands. A workshop runs. Some teams get curious, others stay sceptical.
Scattered tool adoption.
Copilot, Claude, ChatGPT, Perplexity. Everyone using different tools. Highest risk: hard to govern, harder to measure.
A shared AI operating system.
Your methodology, brand voice and workflows encoded into a single shared AI environment. Connected. Governed. Improving monthly.
The OS stage is where value compounds.
What is an AI OS?
Built for how your business actually works.
Five integrated layers that turn AI from a personal productivity tool into a company-wide operating capability. The order matters. Governance sits at the top and Skills at the bottom, because the thing most organisations buy first is the thing that should be built last.
Governance layer.
The policies and guidelines that set the guardrails for judgement and decisions. What your people are trusted to decide with AI, what has to come back to a human, and where the lines sit. Permissions, versioning and the audit trail are how that policy is enforced. AI drafts. Humans approve.
Processes layer.
Your standard operating procedures, owned and documented. Baseline metrics captured before anything changes, so every updated workflow shows measurable impact rather than a feeling that things are faster.
Knowledge layer.
Your methodology, brand voice, templates and past work encoded and reusable. Consistent quality across every team member, every time.
Integrations layer.
Connections to the sources of information your people need to complete a task. Files, systems and applications: Microsoft 365, CRM, Teams, SharePoint and the tools your team already use every day.
Skills layer.
AI workflows configured for your most common output types: proposals, reports, meeting minutes, client communications, advisory documents.
Everyone is buying the skills layer. The future thinkers are investing in the integrations layer.
The AI OS is operational infrastructure. Designed to integrate data, process and people in one platform that can scale and flex with your business.
Your firm's thinking, standards and past work become systemised and reusable, so the whole team produces high-quality work faster and more consistently.
Book a discovery callWho it's for
Built for knowledge-work organisations.
Professional services, advisory, accounting, legal, financial services, property, and not-for-profits with a heavy documentation load.
10–20 person professional services firms.
Big enough to feel the pain of inconsistency. Small enough to move fast. Consulting, advisory, accounting, legal, financial services or property.
20–50 person firms ready for the next step.
You've run the workshops. Copilot is live. Now you want a structured, ongoing operating model, not another round of prompting tips. This is the next step.
Local GOVT, Non-profits and industry associations.
High documentation load. Compliance requirements. Knowledge held in long-serving staff. Your AI OS retains and systemises that institutional knowledge.
AI OS managed service
From discovery to daily use in five to nine weeks.
Six steps. We start inside your existing policies, and finish with your team using the system every day. The five to nine week range is set by you, not us: how quickly we get time with your people, and how quickly decisions get made at the checkpoints. Then we manage, improve and expand it every month on retainer. The system gets more valuable over time.
Discovery.
Purpose, people and process. We define how AI enablement anchors to your strategy and objectives, and review your AI policy, privacy, security and data handling rules so we know the contractual, data and technology guardrails the programme has to work inside. We map where AI could add the most value, and document your data sources, systems, access rights and integration options. You get an AI Opportunities report, and a checkpoint where you decide whether to focus or expand before the next stage.
Process mapping.
Tasks, workflows and procedures. Your SOPs, process workflows or recorded interviews documented, with baseline metrics captured for benchmark reporting. Each process is recorded in the Use Case Register and assessed against business impact, technical complexity and time to value. You get a prioritised roadmap of use cases, and you select around five to build first.
Architecture and skill design.
Knowledge and integrations. Which sources of information each task needs, and which outputs are worth building for. We design the connector architecture, the skill set and the private plugin environment, with every decision tied back to a workflow and a KPI. You get an AI Sprint for each use case, scoping the detail with your process owners.
Build, deploy and test.
Connections deployed and Skills built against the agreed design. Every Skill is validated on your own documents and data, and against your guardrails, before your team touches it. You get a working environment.
Training, rollout and handover.
Team training sessions, usage guidance and launch support. Your people know the rules as well as the tools. Administrator handover, so the system has an owner inside your business from day one. You get a team that is confident and using it.
Continual development.
System administration, new staff training, one use case developed and deployed each month, and feedback loops for skill optimisation. Every month you get new Connectors and Skills, a 60-minute AI Sprint, a training session and a report.
Included, not extra
Your AI OS comes with a client workspace.
The Client Engagement Platform is where your engagement lives: your objective, the use cases your team logs, the delivery plan, the governance documents and the value the work is returning. We designed and built it ourselves, and it is live from the day we start.
- Hours won back and dollars saved across your use cases, updating as each one goes live.
- A register your whole team fills in, scored and ranked into a delivery order.
- Delivery phases, deliverables and dates, so you can see what is under way and what is next.
- Your AI policy, guidelines and documents, kept in one secure place.
- Access you set yourself, with a one time email code instead of a password.
Pricing
Simple, transparent pricing.
A base engagement to build the system in Numa, Claude Cowork, Microsoft Copilot, or open-source models hosted on your own infrastructure, then a retainer to run and improve it. Rates are estimates only and exclude GST.
Numa by Arcanum.
Customised deployment of Numa, plus a retainer from $3,500 per month (minimum 3 months).
- Suitable for teams of 5 to 100+
- Discovery and workflow audit
- Use Case Roadmap
- All five layers: governance, processes, knowledge, integrations and skills
- Around 5 use cases, selected from a prioritised roadmap, with the data connections they need
- Team training session
- Documentation and operating guidance
- Administrator handover
- Every month on the retainer
- New Connectors and Skills added monthly
- 1 x 60-minute AI Sprint per month
- Monthly training sessions
- Monthly reporting
Claude Cowork.
Managed service deployment of Claude Cowork, plus a retainer from $3,500 per month (minimum 6 months).
- Suitable for teams of 20 to 100+
- Stakeholder discovery sessions
- Workflow and document audit
- Use Case Roadmap
- All five layers: governance, processes, knowledge, integrations and skills
- Around 5 use cases, selected from a prioritised roadmap, with the data connections they need
- Private Claude plugin deployment
- Team training and documentation
- Administrator handover and launch support
- Every month on the retainer
- New Connectors and Skills added monthly
- 1 x 60-minute AI Sprint per month
- Monthly training sessions
- Monthly reporting
Microsoft Copilot.
Microsoft Copilot deployment. Plus a $5,000 per month managed service retainer (minimum 6 months).
- Suitable for companies with 20 to 200+ users
- Stakeholder discovery sessions
- Workflow and document audit
- Data & security audit
- Use Case Roadmap
- All five layers: governance, processes, knowledge, integrations and skills
- Around 5 use cases, built as Agents or Skills from a prioritised roadmap, with the data connections they need
- Includes Copilot Cowork
- Includes Copilot Studio
- Team training and documentation
- Administrator handover and launch support
- Every month on the retainer
- New Connectors, Agents or Skills added monthly
- 1 x 60-minute AI Sprint per month
- Monthly training sessions
- Monthly reporting
Open Source.
Open-source models, such as Qwen, hosted on your own infrastructure. Plus $3,500 per month managed service (minimum 6 months).
- Stakeholder discovery and workflow audit
- Open-weight models hosted in your environment
- Your data never leaves your infrastructure
- All five layers: governance, processes, knowledge, integrations and skills
- Around 5 use cases, selected from a prioritised roadmap
- 2–3 system connectors
- Team training and documentation
- Administrator handover and launch support
- Every month on the retainer
- New Connectors and Skills added monthly
- 1 x 60-minute AI Sprint per month
- Monthly training sessions
- Monthly reporting
Not sure which fits? Book a discovery call and we'll recommend the right starting point for your team.
Tool selection
The right platform for your team.
We're platform-agnostic. The operating model comes first, then we deploy it on the platform that fits your team, your systems and your budget.
Numa.
A homegrown agent platform from Wellington's Arcanum. Pre-built AI agents take repetitive busywork off your team: quoting, reporting, meeting notes, support email and knowledge search. Fast to stand up, priced for SMEs, and already working inside Kiwi businesses.
asknuma.ai →Claude Cowork.
Anthropic's Claude, set up as your shared AI environment: your methodology, brand voice and workflows encoded as skills, connected to your systems through a private plugin deployment. The platform behind most of our AI OS builds.
Microsoft Copilot.
For organisations committed to the Microsoft ecosystem: agents and workflows built into Microsoft 365, Teams and SharePoint, with the governance controls your IT team already manages.
Open Source / Sovereign Infrastructure.
Open-weight models such as the Qwen 14B model (or similar) hosted entirely on your own infrastructure. Your data never leaves your environment: ideal for organisations with strict data sovereignty, privacy or compliance requirements. We configure, deploy and manage it as a private AI environment.
Good to know
Frequently asked questions.
What if the team won't adopt it?
Nobody gets this sprung on them. Bringing your people along is part of the work: we build skills across the business, not just in one team.
What if we're locked in?
You're not. Our methodology is transferable, and it moves with you to platforms like ChatGPT, Microsoft Copilot, Numa and Claude.
What happens if we cancel after six months?
Nothing breaks. By then your people can run the AI OS themselves, and no part of it depends on us. We're here if you want a hand.
What do we get with the monthly retainer?
A full managed service: support, training and new AI-powered workflows every month. Your AI OS gets more capable, and more valuable, as it goes. See what each tier includes →
Something we haven't covered? Book a discovery call and ask us directly.