Exact pricing for a custom AI system
Every system is priced by its complexity. You pay a one-time fee to design and build it, a monthly fee to keep it running and improving, and the actual cost of the technology it uses — nothing marked up.
Implementation fee
A one-time fee to design, build, test, and launch the system.
Managed care
A monthly fee to monitor, maintain, and improve the system once it's live.
API & technology
Billed separately at actual cost. AI models charge by usage, so this can't honestly be quoted as a fixed figure up front.
The five system levels
A project belongs in the highest level triggered by any one of its requirements. A system might have only three workflows, but if it needs eleven integrations it lands in Level 4.
Level 1
Focused Automation
One clear workflow, running inside the tools you already use.
Level 2
Custom AI System
Several workflows working together as one system, for one department.
Level 3
Connected Department System
A whole department automated, with its own database and dashboard.
Level 4
Advanced Operations System
Major processes across three departments, with your own web application.
Level 5
AI Operations Command Center
The whole company on one platform, with agents that coordinate.
Focused Automation
One clear workflow, running inside the tools you already use.
Implementation
$3,500
Managed care
$497 / month
What it includes
- One main workflow — one business process with one clear starting point and one main result. A missed call triggers a text. A completed job triggers a review request.
- Up to three standard integrations — Gmail, Google Sheets, Calendly, HubSpot, Slack, QuickBooks.
- Basic AI capabilities — classifying an email, pulling information out of a document, writing a message, summarizing, routing a request to the right person.
- Uses existing software — no custom application, advanced dashboard, or large custom database.
Example systems at this level
Missed-Call Text-Back Automation
One clear workflow with a small number of integrations.
Review Request Automation
One trigger, one main outcome.
Email Classification and Routing
Level 1 while the system only classifies and routes.
Basic Estimate Follow-Up
A simple follow-up sequence with no dashboard or sales agent.
Custom AI System
Several workflows working together as one system, for one department.
Implementation
$5,000
Managed care
$997 / month
What it includes
- Up to three connected workflows — steps that work together: receive a lead, qualify it, follow up, book the appointment.
- Up to five standard integrations — CRM, email, calendar, phone system, website forms, accounting.
- One AI assistant or agent — reviews information, makes limited decisions, talks to customers or staff, and completes approved actions.
- One business function or department — sales, customer service, accounts receivable, HR, or client onboarding.
- Basic information storage — lead status, customer responses, follow-up history, document details, appointments.
- Basic dashboard — new leads, follow-ups sent, appointments booked, outstanding invoices, system activity.
Example systems at this level
AI Estimate Follow-Up System
Multiple connected workflows plus an AI assistant.
Customer Reactivation System
Manages one complete marketing and sales function.
Lead Qualification and Booking Assistant
One AI agent managing several connected steps.
Internal Company Knowledge Assistant
Serves one team, using a basic document database.
Accounts-Receivable Follow-Up System
Automates one complete financial process.
Connected Department System
A whole department automated, with its own database and dashboard.
Implementation
$7,500
Managed care
$1,300 / month
What it includes
- Up to seven connected workflows — for sales that might mean collection, enrichment, qualification, follow-up, booking, pipeline updates, and alerts.
- Up to eight integrations — website, CRM, Gmail, phone, calendar, QuickBooks, Google Drive, Slack.
- Up to two AI assistants or agents — one qualifies leads while another follows up on estimates.
- Up to two departments — sales and marketing, sales and operations, finance and management, recruiting and HR.
- Custom database — customers, leads, jobs, estimates, invoices, employee activity, communication history.
- Custom management dashboard — performance metrics, pipeline stages, financial opportunities, employee activity, alerts, tasks needing attention.
- User roles and approval rules — reps see their own leads, managers see the pipeline, owners see financials, and certain actions need approval.
Example systems at this level
Complete Lead Generation and CRM System
Several workflows, a custom database, and a management dashboard.
Revenue Recovery System
Combines financial data, customer communication, alerts, and reporting.
Sales Pipeline and Estimate Conversion System
Manages an entire sales process.
Job Intelligence System
Needs a custom database, dashboard, and several connected workflows.
Recruiting and Employee Onboarding System
Connects several workflows across recruiting and HR.
Advanced Operations System
Major processes across three departments, with your own web application.
Implementation
$10,000
Managed care
$2,000 / month
What it includes
- Up to 12 connected workflows — lead management, sales follow-up, scheduling, job operations, customer communication, invoicing, and management reporting, all connected.
- Up to 12 integrations — most of the company's important platforms, kept in sync automatically.
- Up to four AI assistants or agents — specialized responsibilities: lead qualification, estimate follow-up, scheduling, management reporting.
- Up to three departments — sales, operations, finance, customer service, management.
- Custom web application or operations portal — staff log in to dashboards, tasks, customer records, job information, alerts, reports, and approval requests.
- Centralized database — information from different systems organized in one place.
- Advanced analysis — unusual activity, revenue problems, delays, performance changes, missing information, high-risk customers or jobs, plus forecasts and recommended actions.
- Multi-step automated actions — find an overdue estimate, write the follow-up, send it, update the CRM, assign a task, and alert a manager, all under approval rules.
Example systems at this level
OpsBrain Executive Intelligence System
Connects several departments and requires advanced analysis.
GS Revenue Control
Combines several revenue-recovery systems into one platform.
Scheduling, Dispatch, and Field Operations Platform
Connects multiple departments and needs a custom operations portal.
AI Chief of Staff
Requires multiple AI agents and company-wide information.
Financial Monitoring and Revenue-Leak Detection System
Connects financial and operational information across several systems.
AI Operations Command Center
The whole company on one platform, with agents that coordinate.
Implementation
$15,000
Managed care
$3,000 / month
What it includes
- Up to 20 connected workflows — lead generation, sales follow-up, scheduling, customer service, job operations, employee accountability, revenue recovery, invoicing, collections, and management reporting.
- Up to 20 integrations — most or all of the company's major systems.
- Up to six specialized AI agents — sales, customer service, scheduling, revenue recovery, operations, and executive reporting.
- Multiple departments — used across the company rather than by one team.
- Full custom platform — executive and department dashboards, customer and job records, tasks, alerts, AI recommendations, approvals, reports, and access controls.
- Company-wide database — information from across the business in one central system.
- Daily executive briefing — key numbers, problems needing attention, revenue opportunities, delays, recommended actions, and upcoming priorities.
- Multi-agent coordination — the revenue agent finds a missed estimate, the sales agent writes the follow-up, the management agent reports it to the owner.
- Multiple locations — up to three, with information, staff, customers, and performance kept separate by location.
- Advanced security and audit history — records important actions and controls what each employee can view, approve, or change.
Example systems at this level
Complete AI Operations Command Center
Serves the entire company.
Company-Wide Digital Operations Manager
Several AI agents coordinating across multiple departments.
Multi-Location Service Business Platform
Requires company-wide data and multi-location controls.
Connected Revenue, Sales, Finance, and Operations Platform
Connects nearly every major stage of the business.
How a project's level is determined
A project belongs in the highest level triggered by any major requirement. The number of workflows isn't the only factor — integrations, AI agents, custom software, departments, data requirements, security, and technical difficulty all affect the final level.
| Requirement | Level 1 | Level 2 | Level 3 | Level 4 | Level 5 |
|---|---|---|---|---|---|
| Connected workflows | 1 | Up to 3 | Up to 7 | Up to 12 | Up to 20 |
| Integrations | Up to 3 | Up to 5 | Up to 8 | Up to 12 | Up to 20 |
| AI assistants or agents | Basic AI task | 1 | Up to 2 | Up to 4 | Up to 6 |
| Departments | 1 process | 1 department | Up to 2 | Up to 3 | Multiple |
| User interface | Existing tools | Basic dashboard | Custom dashboard | Custom application | Full platform |
| Information storage | None or basic | Basic storage | Custom database | Central database | Company-wide database |
| Locations | 1 | 1 | 1 | Up to 2 | Up to 3 |
API and technology costs
API and infrastructure expenses are not included in the monthly managed-care price. Wherever possible the client owns these accounts and pays the providers directly.
Graditor Systems does not mark up client-paid technology usage. You pay the actual vendor cost.
Included monthly feature additions
Every managed-care plan includes a set number of small improvements each month, available once the system has launched. Unused additions expire at the end of each billing period — they don't roll over or become credit.
1
per month
Level 1
2
per month
Level 2
3
per month
Level 3
4
per month
Level 4
5
per month
Level 5
What counts as an included addition
One clearly defined, limited-scope improvement to the existing system. It has to relate to the system we built, work inside its existing architecture, affect no more than one workflow or dashboard section, not materially increase security or infrastructure requirements, and take no more than two hours to build, test, and deploy.
- Adding a new notification or alert
- Adding a field, filter, status, or category
- Adjusting an existing message or follow-up sequence
- Adding a condition or decision rule to an existing workflow
- Adding a small dashboard metric, report, or display
- Modifying an existing AI prompt, response format, or classification rule
- Changing an approval rule, employee assignment, or notification recipient
- A minor adjustment to an existing form or interface
- Adding a small data field or mapping between connected systems
- A limited workflow change based on a new business rule
What needs a separate quote
- A new standalone workflow or automation
- A new AI assistant or agent
- A new software integration
- A new department, business function, or location
- A new application, portal, dashboard, or major module
- A major redesign of the interface or system architecture
- A database redesign, significant migration, or large import
- Advanced reporting, forecasting, or analytics
- New voice, phone, text, payment, or customer-communication functionality
- Significant security, compliance, permission, or audit requirements
- Work involving software outside the original project
- Changes needing extensive research, testing, or staff training
- Anything estimated at more than two hours
- Anything that would push the system past its current level's limits
Each separate requested outcome generally counts as one addition. Related changes needed for one limited outcome may be grouped together; unrelated requests count separately even when sent at once. Routine monitoring, maintenance, error correction, and integration upkeep never count against your included additions.
Once your included additions are used, further work is quoted separately — priced on development time, complexity, workflows and integrations affected, AI requirements, database and infrastructure changes, interface and security requirements, research and training, urgency, and whether it changes the system's scope or level. You'll always get a written price before any separately billed work begins.
What managed care covers
- System monitoring
- Error investigation
- Workflow maintenance
- Integration updates
- AI prompt optimization
- Security and access maintenance
- Usage and cost monitoring
- Support for the existing system
- Your level's included monthly feature additions
Managed care maintains and makes limited improvements to the existing system. It isn't unlimited development. Large new features, workflows, integrations, AI agents, departments, or work outside the original system are quoted separately — and a change that pushes the system past its current level may mean reclassifying it and adjusting the price.
Payment terms
On signing
Paid when the agreement is signed.
On design approval
Paid when the system design is approved.
On completion
Paid once the system is complete.
Managed care begins when the system launches and is required for the first three months. After that it continues month to month unless your agreement says otherwise.
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