WebisoftAI Integration & Workflow Automation
Discovery, quick wins, and a phased roadmap for forecasting, invoicing, order intake, cash-flow recovery, and AI enablement
Prepared by Phil Therien, Partner & CRO, Montréal, QC · 100% onshore Canada
Why AI, why now
Context & Objective
Following our recent call with your team, this proposal sets out a pragmatic path to bring AI and automation into Primco's operations without disrupting day-to-day work. Webisoft is a 40-person Montreal firm building custom software and AI, working entirely onshore in Canada, so your sensitive data stays in the country and collaboration stays close.
We're entering an already-active discussion: AI has been a recurring theme in your leadership meetings, and across the call your team was candid about exactly where the friction sits. The goal is straightforward: replace guesswork with data, free up cash and inventory that are currently stuck, and take repetitive work off your people, so their time shifts toward margin and growth.
Discovery
CAD 2,500
fixed fee
Pilot range
CAD 8K–18K
per automation track
Priority tracks
4
opportunity modules
Team
40
people onshore Canada
Guiding principles
Human-in-the-loop
Every tool starts as insight and a draft for human approval, not an autonomous decision-maker. Business rules govern confidence thresholds and when a human reviews. Confidence is earned before we hand it more rope.
Start small, contain risk
We build in small, modular layers on top of your existing ERP rather than replacing or re-wiring it. Each layer carries its own guardrails so a fault in one never cascades into the others.
CAD 2,500 fixed fee
Phase 0: Discovery
Everything begins with a fixed-fee discovery engagement. Over roughly two weeks it combines short workshops, stakeholder interviews, and early demos to validate feasibility, so we understand your systems and pin down the highest-value opportunities before anyone commits to a larger build. It asks very little of your team, only a few hours per stakeholder. That matters given past efforts that tied up a great deal of internal time, and it is a deliberate contrast to open-ended projects.
Audit your current workflows across demand forecasting, freight-invoice checking, email order intake, and open-order management, and map every manual touchpoint.
Confirm how data moves out of your ERP for automation. The API you described is a strong starting point, and discovery pins down the exact extraction path and data quality.
Score each opportunity on impact, effort, data-readiness, and risk, then prioritise the quick wins.
Deliver a written roadmap with recommended sequencing, fixed-fee project pricing, and indicative ongoing-support costs for internal budgeting.
The CAD 2,500 discovery fee is credited in full toward your first build project if you proceed. It gives Cameron and his leadership team a concrete, costed plan to review together, so the decision lands as a team one, not a commitment to a large program.
Findings can also redirect focus toward whatever shows the highest ROI. Nothing is locked before the data supports it.
5 automation modules
Opportunity Tracks
Discovery confirms final scope and sequencing, but the call made the priorities clear. The tracks below reflect what your team flagged as the biggest sources of friction, ordered roughly by speed-to-value. Each is a self-contained module that can be delivered independently, and prices are indicative pilot ranges pending discovery.
Demand forecasting & inventory planning
Priority trackThe challenge
Forecasting today rests on individual intuition and limited expert availability. With roughly 80% of product sourced from Europe and Asia, lead times are long and unpredictable, and demand is swayed by outside forces like weather, interest rates, and broader economic trends. Both over- and under-stocking hit margin directly, new product lines with no history are especially hard to call, and colour and style choices can drift toward internal taste rather than what buyers actually purchase.
What we'd build
A forecasting layer that reads years of sales history in seconds, adds objectivity to sales-manager instinct, and centralises that knowledge so it no longer walks out the door when someone is away or leaves. It models probability ranges and risk-adjusted order quantities rather than false-precision single numbers, ramps orders up as confidence grows for new lines, and can fold in external signals such as weather, interest rates, and economic indicators for scenario analysis, including early warning on a slowdown. Delivered as a functional MVP with limited UI polish, surfaced to planners for approval.
Quick win
Back-test on your top-moving SKUs or a single category against last year's actuals, and pressure-test it against the overseas lead-time windows and an economic-slowdown scenario.
Indicative pilot price
CAD 12,000 – 15,000 CAD
proof-of-value; production build scoped from results
On a book your size, recovering even a fraction of one inventory turn on overseas stock covers this pilot many times over, which is why it leads.
Freight invoice verification
Priority trackThe challenge
Every freight invoice is checked by hand today, across multiple carriers and thousands of invoices a month. It is slow, it ties up a full person's attention, and billing errors still slip through.
What we'd build
Preloaded carrier rate tables plus AI that reads invoices at volume, recalculates expected charges, and flags discrepancies immediately into a dashboard for human review and approval. Accuracy improves iteratively as the system learns, and training is minimal because it supports oversight rather than replacing it.
Quick win
Run the engine across a batch of recent invoices to show its catch rate on real overbilling you've already paid.
Indicative pilot price
CAD 8,000 – 15,000 CAD
pilot
This is our highest-confidence track. We're comfortable standing behind it on a simple basis: if it doesn't deliver, you don't pay for it.
Email order intake & triage
Priority trackThe challenge
Roughly 60% of orders arrive by email, in every format customers care to use, which forces slow, error-prone manual intake.
What we'd build
An agent that reads orders regardless of format, normalises them into an ERP-ready structure, detects missing or unclear data and automatically requests clarification, and stages each order as a draft for human approval before anything is committed. It connects through your ERP's API.
Quick win
Parse a representative sample of real customer order emails into structured drafts to show accuracy across your messiest formats.
Indicative pilot price
CAD 10,000 – 18,000 CAD
pilot
Open-order management & cash-flow recovery
Priority trackThe challenge
Orders sit open for long stretches because customers delay acceptance until payment falls due, which is the 15th of the following month. That ties up both inventory and cash. You described roughly $4M in orders as a black box, with unclear shipping dates and no easy way to see what needs chasing.
What we'd build
AI-generated daily or weekly reports that surface stalled orders needing attention, plus task-based reminders that require a sales rep to acknowledge them so they can't be quietly ignored, with escalation up the chain when items stay unresolved. Automated nudges prompt customers or reps to act. It integrates with your ERP and CRM for the alerting.
Quick win
Produce a first aging-orders report against live data to make the $4M visible and rank what to chase first.
Indicative pilot price
CAD 8,000 – 15,000 CAD
pilot
This track pays back in freed cash and inventory, smoother warehouse flow, and better turns, on top of the staff time saved.
Enterprise AI knowledge base & workshop
EnablementThe challenge
Staff use ChatGPT and similar tools ad hoc and in silos, so advice is inconsistent and company knowledge stays fragmented across individuals.
What we'd build
A shared, company-wide AI workspace (for example on ChatGPT Enterprise) loaded with your branding and product information, so everyone gets consistent, on-strategy answers, paired with a half-day remote workshop that teaches effective, reusable prompting tailored to your workflows. It scales as adoption grows.
Quick win
Stand up the shared workspace and run the workshop right after discovery. The workshop needs no integration, so it delivers value immediately.
Indicative pilot price
CAD 1,500 CAD
workshop fixed; shared knowledge base scoped to seats
Additional candidates surfaced earlier, including item and SKU creation, product-image population, and costing-to-sell automation. Discovery can fold any of these into the roadmap where the numbers justify it.
Prove value, then scale
Phased Roadmap
A deliberately incremental sequence: prove value cheaply, build internal confidence, then scale only what works.
Phase 0
Fixed feeDiscovery: workshops, interviews, feasibility demos
Costed roadmap; fee credited toward Phase 1
CAD 2,500
Phase 1
Per projectQuick wins: invoice verification + workshop + a priority pilot
Live tools with human-in-the-loop; measurable time and cash freed
CAD 2,500 – 18,000
Phase 2
RoadmapScale: productionise proven pilots, deepen ERP integration
Hardened modules; reduced manual load across the team
Scoped from pilots
Ongoing
SupportSupport, monitoring, and iteration
Tuning, guardrail upkeep, and new automation candidates
Monthly retainer (TBD)
Ongoing costs depend on the modules deployed and the level of monitoring required. Discovery will produce a concrete monthly figure for budgeting.
CAD · indicative pilot pricing
Pricing Summary
All figures in Canadian dollars. Pilot pricing is indicative and firms up after discovery confirms the data available from your ERP, the single biggest variable in build effort. Discovery fixes final scope and price for each track.
| Item | Type | Indicative (CAD) |
|---|---|---|
| Discovery (Phase 0)Credited | Fixed fee, credited toward next phase | 2,500 |
| Track 1: Demand forecasting & inventory | Proof-of-value; build scoped after | 12,000 – 15,000 |
| Track 2: Freight invoice verification | Pilot; no charge if it doesn't work | 8,000 – 15,000 |
| Track 3: Email order intake & triage | Pilot | 10,000 – 18,000 |
| Track 4: Open-order management & cash-flow | Pilot | 8,000 – 15,000 |
| Track 5: Enterprise AI knowledge base & workshop | Workshop fixed; base scoped to seats | 1,500 |
Built to avoid past waste
Why This Is Low-Risk
Your team was clear that past initiatives consumed a lot of time for little return. This engagement is built to avoid that:
Credited entry
Discovery is fixed-fee and fully credited toward your first build, so the entry cost is effectively zero if you proceed.
Light on your people
Only a few hours per stakeholder through discovery and setup. Simple automations need minimal training; forecasting asks for a bit more collaboration but stays manageable.
Backed by results
For freight invoice verification, our highest-confidence track, if it doesn't deliver you don't pay for it.
Onshore and secure
A 40-person team working entirely in Canada, so sensitive data never leaves the country.
Light commercial structure
Engagement Model
We keep the commercial structure light so projects can start fast and scale only as trust is earned:
Discovery
The fixed-fee discovery engagement described above, with the fee credited to your first build project.
Letter of engagement
A short letter of engagement defining the agreed quick-win project(s), scope, and price. This lets us begin work quickly while the relationship is young.
Master service agreement
Once work scales beyond the initial pilots, a master service agreement governs the ongoing partnership and any future modules.
Next Steps
Three steps to turn this proposal into a committed plan.
Review internally
Cameron reviews this proposal with his leadership team.
Confirm priorities
We hold a short follow-up call to confirm priorities, answer questions, and lock the discovery start date.
Kick off discovery
On a signed letter of engagement, Webisoft kicks off discovery, typically within a few days of go-ahead.
Direct contact: phil@webisoft.com
Phil Therien · Partner & Chief Revenue Officer, Webisoft Technologie Inc.
Technical lead: William Marchand
Confidential — Primco · AI Integration & Workflow Automation