A two-phase path to your AI operations platform
Acme Platform is the AI-native operations layer for the company: a single tool that ingests, classifies, summarizes, drafts and checks everything that flows in and out of a case. We propose to build it in two steps: validate first, harden second.
Why two phases
1. Validate before scaling
The product has only been tested on a prototype. Building the full, compliant, multi-team version straight away would mean industrialising a hypothesis. Phase 1 puts an MVP in the hands of real users, your team and a few neighbouring teams, on real work, and separates what adds value from what does not.
2. Understand the product by building it
Rather than freezing every function through long up-front specs, we build, you use, you correct us. By the end of Phase 1 we know precisely what the product should be. That clarification is earned once and for all: even if Phase 2 rewrites part of the code, it starts from a known target, so it goes faster and costs less.
3. Defer the hardening, not the features
Almost every feature is built in Phase 1. What is expensive and premature to build too early is the hardening: per-tenant isolation, a full GDPR framework, architecture hardening. We do that in Phase 2, once the product is validated. Opening it up to other teams or customers comes later, alongside the dedicated structure that carries it.
The two phases at a glance
What we took from your work
Three invariants stand out from your prototypes and our conversations. They shape the entire scope.
The intake flow. Most useful information comes in through email and documents: read, classify, prepare a reply, without leaving the platform.
The living record. A summary that is never frozen, recalculated with every new input, giving a single entry point on the state of a case.
Sign-off quality. Traced sources, automatic verification, human validation on every output.
Reuse of your work
You have built, on your own, roughly 60% of the target system: the vision, the naming, the agent prompts, the retrieval models, and a verification chain that already works. That work is the raw material for Phase 1 and lets us move fast. We rebuild it on the Codika stack (GCP, EU region) for maintainability, and so that everything feeds directly into Phase 2. This is not a reset of the thinking, only of the code.
Goal
Put a complete, useful product in the hands of real users, your team and a few neighbouring teams, on real work, and draw a clear definition of the target product from it. A short loop: we build, you use, you correct us.
Stance on data
The two red lines hold from day one: hosting in the EU region (GCP
europe-west) and frontier models (Claude, Gemini) via
managed EU inference, with no training on your data
and human validation on every output.
What Phase 1 deliberately defers: sovereign per-tenant isolation and the full legal apparatus (data-processing agreement, impact assessment, sub-processor register, compliance audit log). That is precisely the heavy, expensive part, premature to build before the product is validated. Phase 1 runs as a supervised pilot: internal users and a few neighbouring teams, real work, a bounded duration.
At the finish: an MVP in daily use by the team, and the specification of the target product that will frame Phase 2.
Scope
Almost the whole product is built in Phase 1. The scope below covers the daily value loop and everything you have identified as essential.
Access & hosting
Authentication, users and roles; per-team separation at the application level; EU hosting (GCP); managed EU inference with no training.
Onboarding & knowledge base
Bulk ingestion of existing records (export, OCR, automatic classification); three corpora (Library, Client records, Team output); cited sources.
Living record
With each new input (email, document, meeting) the record updates automatically: a recalculated summary and a proposed next action. Human validation DRAFT → APPROVED on every output.
Verification chain
The three automatic checks before human review: source grounding, consistency across the documents in a record, and gap detection.
Generation & drafting
Letters, notes and structured documents in your house style; clean, navigable PDF / DOCX output.
Conversational assistant
Chat over records and corpora, sourced answers: "in this record, check the dates and flag what's missing".
Memory & style (foundations)
Selected past output captured as style material; correction capture (draft vs approved version).
Email & meeting capture
Two-way email connector (receipt, auto-sorting, draft drop-off); a meeting-capture connector to test the loop end to end; manual upload of transcripts and audio.
Deferred to Phase 2
Sovereign per-tenant isolation, full GDPR apparatus, a sovereign EU model tier for the most sensitive cases, architecture hardening, automated or native meeting capture, closed-loop learning. Then, with the dedicated structure, the commercial opening to other teams (multi-tenant, billing, CRM, website).
Price
Your investment — Phase 1
Hosting & AI usage
AI and infrastructure usage (managed inference, GCP) is rebilled at actual cost, with no margin, outside the fixed price, based on your real consumption.
Maintenance — how it works
Maintenance and hosting take the form of an annual subscription of 10% of the build cost. It is not billed during the build; it is set up and sized to the Phase 2 scope. We mention it up front, for transparency, so it is never a surprise.
Fixed price excl. VAT, scope confirmed at kickoff. Offer valid for 30 days.
Goal
Bring the validated product to standard and make it robust for real daily use: full compliance, sovereign per-tenant isolation, a hardened architecture. With most features built in Phase 1, this is mainly an upgrade.
The exact scope is defined by what Phase 1 has taught us: that is the whole point of the approach. Hence an indicative range at this stage.
It is only then, once the product is validated and brought to standard, that its commercial opening to other teams or customers comes in, along with the structure that will carry it: that is when, and only when, the question of a Codika equity stake arises. We become equity partners only once we are both sure, together, that we are building the right thing.
Scope (broad strokes)
Essentially a hardening, plus the few additions left out of Phase 1. Confirmed at the end of Phase 1.
Compliance & sovereignty
Hard per-tenant isolation (sovereign environments, per-tenant keys), full legal framework (DPA, DPIA, sub-processors, AI Act notices), audit log; a sovereign EU model tier for the most sensitive cases.
Hardening & finishing
Architecture hardened for scale, and the few features left out of Phase 1 (closed-loop learning, a deadline calendar with alerts).
Meeting capture
An automated note-taker, or even our own native recorder wired into the record, depending on Phase 1 feedback.
Price (indicative)
We deliberately do not fix this price today: it depends on what Phase 1 will have validated. That is the whole point of the approach.
A modest top-up: the bulk was built in Phase 1. The amount depends on what is left to do (hardening, meeting capture, a few deferred features), confirmed and committed at the end of Phase 1. Equity is a separate question, at the commercial-launch stage.
Hosting and AI usage remain rebilled at actual cost. Maintenance follows the same principle as Phase 1 (an annual subscription of about 10% of the build cost), set up at go-live.
How we start
A short workshop together to lock the Phase 1 scope and get going.
The scope delivered block by block, with a regular check-in and a demo at every milestone.
Rolled out to your team and a few neighbours, field feedback, adjustments.
Definition of the target product, then a decision on Phase 2.
Terms
- Pricing: fixed price, excl. VAT. Phase 1 at €30,000 (€27,000 for a decision within 14 days); regional grant up to €10,000 subject to eligibility.
- Hosting & AI usage: rebilled at actual cost (managed inference, GCP), with no margin, outside the fixed price.
- Maintenance: an annual subscription of about 10% of the build cost, not billed during the build, set up at go-live.
- Offer validity: 30 days. The 10% discount is conditional on a decision within 14 days.
- Intellectual property: settled in the services agreement, in line with the NDA.
- Phase 2: hardening; scope and price (in the region of €10,000 to €20,000 on top) confirmed at the end of Phase 1. Any Codika equity stake belongs to the later commercial launch, under a separate agreement.
Summary
Approved
Ref. ACME-2026-001 · Example quote issued by Codika SRL (company no. BE 1036.759.556, Clos des Sept Bonniers 4, 1390 Grez-Doiceau). Valid for 30 days. All prices are exclusive of VAT. Contact: hello@codika.io · codika.io