Use case brief
Brolund VVS A/S has 85 employees and prepares around 90 larger offers each month. The vendor offers an AI assistant at DKK 96,000 per year plus DKK 35,000 setup. It will reuse earlier offers, product data and standard answers.
Synthetic example
Brolund VVS A/S: AI assistant for proposal writing
A fictional example of the decision package a customer receives. The company, offer and figures are invented.
Recommendation
Pilot with conditions
Confidence
72 out of 100
The potential is real, but the vendor's value claims are not documented. Run a focused six week pilot with 8 users, anonymised customer material and a clear stop rule.
Desired effect and baseline
The goal is to reduce average work per larger offer from 4 hours to 2.5 hours without more corrections. The baseline is preliminary and must be measured on 20 offers before the pilot.
Assumptions and missing evidence
The case assumes earlier offers are consistent enough for reuse, product data is current and work actually takes 4 hours. None is documented. The vendor has not provided customer evidence for the promised saving.
Value and feasibility
If 1.5 hours are saved on half of 90 monthly offers, around 67 hours are released each month. That can support the price. Feasibility is medium because document quality, product data integration and adoption remain unclear.
Data, security, risk and requirements
Offers may include contact data, pricing and confidential requirements. The pilot should use a limited document set, clear access roles and deletion deadlines. Transparency requirements should be assessed if customers interact with AI or receive AI generated content without human control. This is a screening, not a legal conclusion.
Alternatives
The zero option is to keep the process. A cheaper alternative is to standardise offer templates and product data first. A third option is to test existing Microsoft 365 capabilities before buying a separate platform.
Questions for the vendor
Ask for evidence of time savings, precise storage, model providers, training use, deletion, export, pricing for more users, integration scope and rights to prompts and documents.
Pilot plan
Run a six week pilot with 8 proposal owners and 30 offers. Measure minutes per offer, corrections, reused sections and user satisfaction. The head of sales owns the pilot. Review after 30 and 90 days. Stop if time savings are below 20 percent or corrections increase.
Specialist required
The data processing agreement, the specific Article 50 assessment and the integration security review require relevant specialists before full operation.