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SYS.004 / Managed AI Operations

Set and forget
doesn't exist.
Hand it to us.

AI workflows aren't software you install once. Your data drifts, your prompts age, model APIs change, costs creep. We run the workflows we build — monitoring, tuning, optimizing, recovering — so you get permanent productivity gains, not a project that slowly decays.

Talk About a Retainer
01 // Why This Matters

The workflows that fail
are the ones nobody owns.

A common pattern: a consultant ships an automation, takes the invoice, leaves. Six months later the workflow is producing subtly wrong output, or it's drifted on cost, or it broke when a vendor changed an API. Nobody noticed.

Quality decays. Trust collapses. Eventually someone says "the AI doesn't work" and rips the whole thing out. The investment evaporates.

Managed Ops exists to keep that from happening. Someone owns the workflow. Someone is paid to make sure it stays good. That someone is us.

02 // What's Included

What you get on a retainer

01

24/7 Monitoring

Every workflow is instrumented. Failures, anomalies, cost spikes — we see them in real time. Most issues get caught and resolved before you notice.

02

Prompt Tuning

Your business changes. Your data drifts. Your prompts age. We tune them on a regular cadence — not "set and forget" — so quality stays high as the world around the workflow shifts.

03

Cost Optimization

Models get cheaper, faster, and better every quarter. We rewire workflows to use the most cost-effective model for each task. Most clients see 30–50% cost reduction in year two without quality loss.

04

Failure Recovery

When a workflow breaks at 2am, our oncall sees it before you do. We fix it, document the root cause, and harden the workflow against the same failure happening again.

05

Quarterly Evals

Every workflow gets re-evaluated against ground-truth data once a quarter. Drift gets caught. Edge cases get added to the test suite. Quality never silently degrades.

06

New Workflow Slots

Most retainers include capacity for one new small workflow per quarter, free. Your backlog from the Audit slowly gets shipped without scope-and-quote cycles.

07

Monthly Review

Once a month, we sit with you. What ran, what failed, what cost what, what we tuned, what we recommend next. Your workflows become a portfolio, not a graveyard.

08

Documentation Updates

Every change gets reflected in your runbooks. If you ever leave us, your team can pick up exactly where we left off — no "tribal knowledge" trapped in our heads.

03 // Ideal Client

Managed Ops makes sense when…

You don't want to babysit AI.

You hired us to ship the workflow. You don't want to spend your week monitoring whether OpenAI changed their API or your data started drifting.

You want quality to compound, not decay.

You've seen automation projects that worked great in month 1 and were broken by month 6. You want the version where it's better in month 12 than it was at launch.

You want a single point of accountability.

When a workflow breaks, you don't want to debug the integration yourself. You want one phone number to call — and someone who already knows the system.

You want to keep building.

The first workflow is great. The fifth is where the compounding kicks in. Managed ops includes capacity for new builds, so your roadmap actually ships instead of stalling.

04 // How It Works

The cadence

01

Onboarding

We instrument your existing workflows (whether we built them or not), set up monitoring, write the runbooks, and align on SLAs. Usually 1–2 weeks.

02

Live Operations

We monitor 24/7, respond to incidents, tune prompts, and run evaluations on schedule. You get a real-time dashboard plus a Slack channel with our oncall engineer.

03

Monthly Review

One hour. We walk through what ran, what failed, what cost what, and what we recommend next. You leave knowing exactly where your AI portfolio stands.

04

Quarterly Roadmap

Every three months, we look at the bigger picture. New workflows worth building, model cost optimizations worth pursuing, integrations worth adding. The retainer compounds.

05 // FAQ

Managed Ops questions

Yes. The onboarding is slightly longer because we have to instrument them and write runbooks from scratch — but most clients find this is the cleanest way to inherit a workflow that's drifting or undocumented.

For workflows we manage, we're alerted within minutes of a failure or anomaly. We respond and start triaging within the hour during business hours, and within 4 hours overnight. Critical workflows can be set up for round-the-clock coverage.

Managed Ops is purpose-built for AI workflows. It includes evaluation infrastructure, model cost tracking, prompt versioning, and the experience to know when a workflow is silently drifting vs. when it's actually broken. A generic engineer-on-retainer gives you hours; we give you outcomes.

Most retainers include capacity for one small workflow build per quarter at no additional cost. Larger workflow builds (full sprints) are quoted separately, usually at a discount for retainer clients.

Yes — month-to-month after the initial 90 days. We don't do hostage retainers. If we're not delivering value, you should be able to walk away cleanly with all your IP, runbooks, and access.

Tiered based on the number of workflows under management and SLA tier. Drop us a line and we'll quote based on your actual portfolio.

Next Step

Stop babysitting your AI.

Tell us what's running and what's at risk. We'll quote a retainer and take ownership.

Talk About a Retainer
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