HelmUnit
Your first 90 days

What actually happens
in the first ninety days.

Most automation pitches stop at the point where you would sign. This one starts there. Below is the shape of a typical engagement — the same loop, run four times at increasing scope, what you have at the end of each pass, and what we need from you — followed by the work this method has already delivered. It describes a process, not a promise: what we build depends entirely on what we find on the first pass.

One engineer, sold by the fractionFrom €4,000/monthCancel anytime
Before you sign

A 30-minute call, and an honest answer

We ask one question — what eats the most hours in your business? — and then tell you what we actually think, including when the answer is that automation is not worth it yet, or that what you need is a plain integration rather than anything involving AI. No deck, no obligation. If you decide not to go ahead, you still leave with our read on which of your processes is worth attacking first.

The engagement

Your first 90 days — one loop, wider each time

2 engineer-days
One task
DocumentAutomateImproveMonitor

One task, taken all the way round the loop

This is one task — picked with you on the first call, not the whole of your operation — carried all the way round the loop: documented as it actually runs, including the workarounds nobody mentions in a meeting; built; checked against real cases from your business; and left running under watch. Small and complete beats broad and half-finished.

What you have at the end of it

A working slice of automation, live and watched — not a mock-up. Narrow enough to finish in two engineer-days, real enough to run against actual jobs from day one.

What we need from you

The one task, agreed on the first call, and a way to watch it happen — a shift alongside whoever does it today, or an hour with the person who knows it best.

Example

A driver proof-of-delivery app — phone capture, works with no signal, PDF straight to the office inbox — went from empty repository to deployed in two working days, for a delivery firm.

Try the live demo →
1 week
That task, hardened
DocumentAutomateImproveMonitor

The same task, its edges included

We watch how the first version actually gets used, and go back round the loop on what it missed: the exception that comes up once a week, the input that arrives malformed, the case nobody thought to mention because it "basically never happens" — until it does. For each one, we work out with you whether it is worth automating or better left to a person, then build it in and measure the result.

What you have at the end of it

The same task, now handling its known exceptions, with a first read on how often it gets them right.

What we need from you

Point us at whatever broke it in the first week. That is worth more than a week of us guessing.

Example

Drivers flagged a handful of jobs a week where the PDF sat in an inbox nobody checked fast enough. Worth automating — so we add an admin portal: PODs land there the moment they come in, instead of by email.

Try the live demo →
1 month
The process around it
DocumentAutomateImproveMonitor

The whole process, mapped and measured properly

Now the loop widens from the one task to the process it sits inside. Your engineer sits with the people doing the job — on-site where that is practical, because watching work happen surfaces things no interview will — and maps every step, exception and hand-off. Not the documented process: the real one, including the judgement calls one person makes without noticing. He is on-site through this pass, working across whichever departments the process touches, and widening the scope as far as it usefully goes.

What you have at the end of it

An operating map — how the process runs today and what it looks like with automation built in, yours to keep — plus a working automation and an eval report: the pass rate on your own documents, a breakdown of how it fails when it fails, and how often it correctly hands a case to a person instead of guessing. Monitoring runs underneath all of it, so failures surface immediately rather than silently.

What we need from you

A desk on-site, and introductions across whichever departments the process touches, plus someone to sanity-check the labelled examples — those labels define what "correct" means for your business, so they should not be our opinion alone.

Example

The admin portal now processes 95% of PODs automatically — a person just reviews and approves the rest. It is integrated with dispatch and accounting, gives an overview of every job in flight, and produces a report every morning. Alongside it, we map shift planning — until now a spreadsheet only the ops manager really understood — ready to be documented and automated the same way.

90 days
The next process
DocumentAutomateImproveMonitor

The next process, while the first keeps running

The first process is live and monitored, catching its own exceptions and flagging what it cannot handle — running end to end, from the driver’s phone to the numbers your board sees. Ninety days is where we run the loop again on whatever now costs you the next-most hours — starting narrow, the same way we started the first time, rather than assuming the second process looks like the first.

What you have at the end of it

A monthly report — what shipped, what it unlocked, and what came off your critical path, including where the numbers did not move, which is usually the more useful half — plus the next task, already through its first pass.

What we need from you

Tell us what is actually working, and what is next. The fastest improvements come from whoever sits closest to the exceptions.

Example

The POD data now feeds the ERP and the accounting software directly, instead of someone re-keying it. Next up: an AI system that reads incoming carrier invoices and freight paperwork and matches them automatically to the right job and rate.

And after that?

Whatever the backlog needs. Scale up to ½ or a full engineer for a push at the next process, hold at ¼ if there is a steady stream of improvements, or drop to ⅛ — around two days a month — once things are stable and it is mostly monitoring. You can also stop: no exit fee, and a documented handover is included either way.

Evidence

What this method has already delivered

HelmUnit is a new way of buying the work, not a new team. These were delivered as fixed-price projects at azurevibes.dev, using the same loop described above.

Construction & calculations
1 day → 45 min

Quote turnaround. The sales pipeline stopped waiting on the estimating team, and quoting no longer depended on two senior estimators being available.

AI document processing → BOM extraction → SharePoint integration

Wholesale & order processing
9 of 10 orders

Quoted and invoiced without anyone retyping them. Staff review instead of re-keying, and orders move the day they arrive rather than the morning after.

AI extraction pipeline → automatic quote & invoice generation

And where this model stops

The same team also built a back-office system, employee portal and field mobile app for an environmental services company — 12 hours of paperwork a week eliminated, and client reporting moved from a week behind to same-day. That one is deliberately not offered as a subscription: it was a months-long software build that needed a full team, not a fraction of one. If what you need is a system built from scratch, that is a fixed-price project and it belongs at azurevibes.dev rather than here.

What you own, from day one

→

The code, running in your environment or one you control.

→

The documentation — written so another engineer can pick it up cold.

→

The credentials, the data, and the eval sets we built against your business.

→

A documented handover whenever you ask for it. No exit fee, no notice games.

What’s eating your team’s hours?

That is the whole first call. Tell us the process that costs you the most, and we will tell you honestly whether it is worth automating and which fraction to start with.

Book a free 30-minute call
or write to crew@helmunit.com · reply within one business day
HelmUnit

Fractional AI & automation department for European SMBs. Hire in fractions, cancel anytime.

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