Managed AI Services
Your team is already using AI. We make it safe, useful, and worth what you pay for it.
AI readiness, governance, secure tools, and automation for your business, set up and managed by an IT team you can reach.
From Ad Hoc AI to Managed AI
What changes when AI has an owner, a policy, and a plan.
Assess: Know where you stand
Find out which AI tools are already in use, how your data is shared, and what needs fixing before AI can safely read it.
AI Readiness AssessmentA review of your data, permissions, and current tools that ends in a written roadmap: what to fix first, which AI tools fit, and what to leave alone.
What is included
- File sharing and permission review in Microsoft 365 or Google Workspace
- Data mapping: what is sensitive, regulated, or safe for AI
- Sign-in check: multi-factor authentication, admin roles, and guest access
- A prioritized roadmap with quick wins and longer projects
A good fit if
- You are unsure whether your data is ready for AI
- You hold client, patient, or financial records you cannot risk exposing
- You want a baseline before spending more on licences
Shadow AI DiscoveryFind the AI tools your team already uses, from browser extensions to personal chatbot accounts and apps connected to company email, then rate each one for risk.
What is included
- Inventory of AI apps, browser extensions, and connected integrations
- Risky third-party access to mail and files flagged and removed
- Every tool rated keep, replace, or block
- Repeat scans so the inventory stays current
A good fit if
- Staff use personal AI accounts for work
- Nobody knows which apps can read company mail or files
- You need to answer a client or insurer questionnaire about AI use
Govern: Set clear rules
Approved tools, data rules, and review steps written in plain language, so staff can use AI confidently instead of quietly.
AI Use Policy & GovernancePlain-language rules for which tools are approved, what information may go into a prompt, and when a person must check the output.
What is included
- Acceptable-use policy and an approved tool list
- Data rules: what never goes into a prompt
- Human review rules for client-facing and financial work
- Vendor terms checked for data use, retention, and storage location
- Written with the privacy laws that apply to your business in mind
A good fit if
- You have no written AI rules
- Clients or insurers have started asking how you use AI
- You want staff to use AI openly, not secretly
Deploy: Give your team the right tools
Business AI accounts, Copilot and Gemini rollouts, and assistants trained on your own content, all under company control.
Secure AI WorkspaceBusiness accounts for the AI tools your team needs, under company sign-in, with training on your data switched off and admin controls in your hands.
What is included
- Business plans for ChatGPT, Claude, Gemini, or Copilot, chosen to fit
- Single sign-on and multi-factor authentication, removed when staff leave
- Retention, sharing, and connector settings configured
- One bill and one licence list instead of scattered personal plans
A good fit if
- Your team uses a mix of free and personal AI accounts
- You pay for overlapping AI subscriptions
- You want AI available to everyone without the data risk
Copilot & Gemini RolloutMicrosoft 365 Copilot and Gemini can search everything a user can open. We tighten permissions first, then pilot with a small group before rolling out.
What is included
- SharePoint, OneDrive, Teams, and Google Drive oversharing cleaned up
- Sensitivity labels and data loss prevention rules
- A pilot group with clear success measures
- Usage reports so idle licences are reassigned or cancelled
A good fit if
- You bought licences that sit unused
- You worry an assistant could surface HR or payroll files
- You want proof of value before licensing everyone
Website AI AssistantAn assistant on your website that answers visitor questions from your own pages and documents, at any hour, and hands anything it cannot answer to your staff.
What is included
- Answers based only on your website and approved documents
- Handoff to email, phone, or a support ticket
- Topics it must never answer, set by you
- Conversation reviews that improve answers over time
A good fit if
- Your staff field the same calls and emails every day
- Inquiries arrive after hours and wait until morning
- You want a better website experience without a redesign
Internal Knowledge AssistantMake procedures, policies, manuals, and project notes searchable in plain language, so staff stop hunting through shared drives and inboxes.
What is included
- Built from your procedures, handbooks, and approved documents
- Respects the file permissions you already have
- Every answer links to its source document
- Keeps know-how in the business when long-time staff move on
A good fit if
- Staff ask the same internal questions every week
- Key knowledge lives in a few people’s heads
- New hires take months to find their way around
Automate: Take repetitive work off your plate
Workflows and AI agents that sort, extract, draft, and update, with a person approving anything that matters.
Workflow Automation & AI AgentsAutomate the steps between your apps: sorting email, pulling data from invoices and forms, drafting replies, and updating records. A person approves anything that matters.
What is included
- Power Automate for businesses on Microsoft 365
- n8n for custom and cross-app workflows
- Data pulled from invoices, receipts, and forms
- Approval steps before anything is sent, paid, or deleted
- Alerts when a workflow fails
A good fit if
- Staff retype the same data between systems
- Shared inboxes need sorting and routing every morning
- You want AI to do work, not just answer questions
Support: Keep it working as AI changes
Training for your staff and ongoing management of licences, settings, policy, and automations, reviewed with you regularly.
Staff Training & WorkshopsHands-on sessions that teach your team to write good prompts, check AI output, and follow your policy, held online or on-site.
What is included
- Safe-use basics tied to your own policy
- Prompting workshops by role: admin, sales, finance, and operations
- Department champions who help their colleagues
- Short refreshers when tools or rules change
A good fit if
- A few people use AI well and everyone else avoids it
- You are rolling out a new tool and want it adopted
- Managers want to know what good AI use looks like
Ongoing AI ManagementOne team keeps it running: licences, settings, policy updates, new tool requests, automation monitoring, and regular reviews with your leadership.
What is included
- New AI tool requests checked before staff use them
- Licence and spending review so you pay only for what is used
- Policy and settings updated as tools and laws change
- Regular reports: adoption, risks found, and next steps
A good fit if
- You do not have time to track a fast-moving field
- You want one contact for every AI question
- You want spending that stays predictable
Three Ways to Start
Every business is different, so we scope and quote each engagement after a short call.
Readiness Assessment
A one-time review and written roadmap. It is yours to keep, whether or not you work with us afterwards.
- Shadow AI discovery
- Permission and data review
- Prioritized roadmap
Project Build
A defined project, such as a Copilot rollout, a website assistant, or an automation, scoped and quoted up front.
- Fixed scope and timeline
- Pilot and staff training
- Handover documentation
Managed AI
Ongoing management of your AI tools, policy, and automations, with regular reviews and one team to contact.
- Licence and settings management
- Automation monitoring
- Regular reviews and reports
Questions We Hear Often
Do we have to buy Microsoft 365 Copilot or ChatGPT to work with you?
No. We start with the tools you already pay for, and recommend a new licence only when it solves a real problem. Some useful AI features are already included in Microsoft 365 and Google Workspace business plans.
Will AI providers use our data to train their models?
It depends on the account. Free and personal plans may use what you type to improve their models unless you opt out. Business and enterprise plans from the major providers state that they do not train on your data by default. We check each tool’s current terms and set retention and sharing options before your team starts.
Where is our data stored?
Each provider stores data in its own regions, and some let you choose the storage region on business plans. Your assessment lists where every approved tool keeps your data, so you can choose tools that meet your clients’ requirements.
Does privacy law apply to AI tools?
Yes. Personal information typed into a prompt is still personal information under privacy laws such as PIPEDA and the GDPR. We write your AI policy with the laws that apply to you in mind. We are not lawyers, so regulated professions should also have the policy reviewed by their legal advisor or governing body.
How much do managed AI services cost?
Every business has different tools, data, and goals, so we quote each engagement after a short conversation. Contact us and we will scope an assessment, a project, or ongoing management to fit your team.
Will AI replace our staff?
That is not our goal. We aim AI at the repetitive work that slows your team down, such as retyping data, sorting email, and answering the same questions, and keep a person in charge of decisions, client communication, and anything involving money.
Can you work with us remotely?
Yes. Assessments, setup, and ongoing management are all done remotely, wherever your team is. Training and workshops are held online, or on-site where we can reach you.
What happens if an automation makes a mistake?
Every workflow we build keeps a log of what it did, and anything that sends, pays, or deletes waits for a person to approve it. Under ongoing management we monitor your automations and are alerted when one fails, so problems are caught and fixed early.
Make AI a Plan, Not a Gamble
One conversation is enough to tell you where you stand and what to do first.
Contact Sheernox →