Owner: Umar Farooq (Sales Support) for agent deals · BA (D4 Delivery) for custom deals
Contributors: Andrew Herbert (CEO — approval authority) · Hamza (Dev/Technical —
R&D and feasibility) · Shahzaib Abbas (Sales Manager — client context)
Entity: REMAP.ai (sources) · PrivateAI (delivers)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-06-23 | Rate card: v2 · June 2026
What this workflow does: SAL-01c governs the process of designing the right solution
for a qualified prospect and pricing it correctly before a proposal is presented. It
determines which proposal format is used, who builds it, how pricing is calculated, and
how Andrew's approval is obtained.
What triggers it: A confirmed next step from SAL-01b — specifically when Andrew's
post-call direction indicates the prospect is a strong fit and a proposal should be
prepared.
What it produces: One of two deliverables depending on deal type:
Both formats are reviewed and approved by Andrew before any proposal call is scheduled.
Why it matters: Getting the solution and price right before presenting to the client
is critical to conversion and margin. A clear, consistent process — with defined pricing
sources, banding rules, output formats, and approval gates — ensures every proposal is
accurate, professionally presented, and has Andrew's sign-off.
⚠️ Andrew Involved — Andrew reviews and approves all pricing and solution proposals
before they go to the client. He has direct edit access to Quad Slides in Canva.
Clarifications from Andrew or Dev are the primary cause of the 2–3 day turnaround
extension.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Umar — Sales Support | D2 Sales | Reviews Otter transcript + Slack thread. Determines deal type. For AI Projects deals: assigns band, builds Quad Slide in Canva, posts in Discord/Slack for review. Manages Andrew approval gate. Updates ClickUp throughout. | No |
| BA — Business Analyst | D4 Delivery | Joins solution ideation for all deals. Leads proposal preparation for custom/complex deployments (Client Summary format). Contributes technical scoping and effort estimation for agent banding. | No |
| Hamza — Dev/Technical | D4 Delivery | Contributes to solution ideation where technical R&D or Dev input is needed. Provides clarifications on build complexity, integrations, and feasibility. | No |
| Andrew Herbert — CEO | Strategic | Reviews and approves all proposals in Slack/Discord thread before client presentation. Retains Canva edit access for Quad Slides. Final authority on pricing changes. | Yes |
| Shahzaib — Sales Manager | D2 Sales | Contributes to client-specific context in Discord/Slack thread. | No |
Every engagement follows one pathway with two implementation routes:
Entry point → AI Adoption Pathway (one-off consulting, $2,500 USD)
↓
Option A: AI Projects (fixed-price band build)
Option B: AI Specialist (embedded, fractional or full-time)
Note: The AI Adoption Pathway was previously called the AI Roadmap. All current
client-facing materials use AI Adoption Pathway. Update any internal references
accordingly.
30-day credit rule: If a client proceeds to an AI Specialist engagement within 30
days of pathway delivery — full $2,500 USD credited against month 1 for full-time
engagements; 50% credit ($1,250 USD) for fractional engagements.
Step 1 — Trigger: strong fit confirmed from discovery
Step 2 — Determine deal type & proposal format
Decision: Which proposal format applies?
| Option | Deal type | Format | Owner | Next step |
|---|---|---|---|---|
| A | AI Projects (Band A–E) | Quad Slide (Canva) | Umar | Step 3a |
| B | AI Specialist engagement | Client Summary (Google Docs) | BA | Step 3b |
| C | AI Adoption Pathway | Fixed price + appropriate format | Umar or BA | Step 3a or 3b |
| D | Custom/complex deployment | Client Summary (Google Docs) | BA | Step 3b |
Step 3a — Agent band & complexity assessment
Determine band by nodes AND connectors independently — assign the higher band.
Example: 20 nodes (Band B) + 8 connectors (Band D) → Band D pricing.
| Band | Name | Nodes | Connectors | Capacity | Setup (USD) | Setup (AUD) |
|---|---|---|---|---|---|---|
| A | Starter | 0–12 | 0–2 | 6 hrs | $900 | $1,242 |
| B | Standard | 13–24 | 3–4 | 12 hrs | $1,695 | $2,340 |
| C | Advanced | 25–40 | 5–6 | 20 hrs | $2,500 | $3,451 |
| D | Enterprise | 41–70 | 7–10 | 35 hrs | $3,890 | $5,368 |
| E | Custom | 70+ | 10+ | Custom | Custom | Custom |
Capacity = node range ÷ 2 (internal 2 nodes/hr benchmark).
| Tier | Trigger | Setup uplift | Monthly maintenance |
|---|---|---|---|
| Standard | No triggers present | None | $149 USD / month |
| Complex | 1–2 complexity triggers present | +30% to setup | $249 USD / month |
| Multi-complex | 3+ triggers OR any OpenClaw deployment | +50% to setup | $349 USD / month |
Monthly maintenance is flat by complexity tier — not by band. Applies to all
deployed agents regardless of band.
| Band | Complex setup (USD) | Complex setup (AUD) |
|---|---|---|
| A complex | $1,170 | $1,615 |
| B complex | $2,204 | $3,042 |
| C complex | $3,250 | $4,487 |
| D complex | $5,100 | $7,038 |
| E complex | Custom-quoted | Custom-quoted |
| Band | Multi-complex setup (USD) | Multi-complex setup (AUD) |
|---|---|---|
| A multi-complex | $1,350 | $1,863 |
| B multi-complex | $2,543 | $3,509 |
| C multi-complex | $3,750 | $5,175 |
| D multi-complex | $5,835 | $8,052 |
| E multi-complex | Custom-quoted | Custom-quoted |
OpenClaw deployments automatically qualify as multi-complex regardless of how
many other triggers are present.
| Trigger | Why it adds complexity |
|---|---|
| RAG — retrieval-augmented generation | Vector store setup, embedding calibration, retrieval tuning inflate build time |
| OCR — optical character recognition | Extraction, validation, and error-handling for image/scanned inputs |
| OpenClaw / open core deployment | Automatic multi-complex — always +50% setup, $349/month |
| Structured output to template | HTML-to-PDF, branded reports — full design and export pipeline required |
| WhatsApp integration (Baileys) | Deploying and configuring Baileys as separate infrastructure before workflow logic |
| Voice agent | Tonality, accent, and voice pipeline configuration add overhead before core logic |
| Novel external application | Any integration not previously deployed — learning, testing, and validation required |
Gut-check rule: If the team looks at a node or series of nodes and thinks "this
is going to take real configuring" — it's a complexity trigger.
Maintenance (per agent, per month):
| Complexity tier | Monthly fee (USD) | Covers |
|---|---|---|
| Standard | $149 | n8n hosting · database · storage · monitoring · API key management · standard patches |
| Complex | $249 | Same as standard |
| Multi-complex | $349 | Same as standard |
Inference (token consumption) — LiteLLM model routing:
| Tier | Applies to | Pricing |
|---|---|---|
| Light | Low-volume agents | TBC |
| Standard | Typical production agents | TBC |
| Heavy | High-volume or multi-step | TBC |
| Complete | D band — dedicated model | AWS cost + 40% from ~$1,400/month |
Clients bring their own API keys (BYOK) or use REMAP.ai hosted capacity.
Third-party costs are always excluded and passed through separately.
Step 4a — Quad Slide preparation (Canva)
Step 3b — AI Specialist pricing reference
| Tier | Hours/week | Monthly (USD) | Monthly (AUD) | Min term |
|---|---|---|---|---|
| Senior Full-Time | 40 hrs/week | $5,000 | $7,700 | 3 months |
| Senior Fractional | 20 hrs/week | $2,900 | $4,500 | 3 months |
| Standard Full-Time ⭐ most requested | 40 hrs/week | $4,000 | $6,200 | 3 months |
| Standard Fractional | 20 hrs/week | $2,400 | $3,700 | 3 months |
All tiers include: strategic oversight from Andrew Herbert · AI Adoption Pathway
initiated in month 1 · quarterly pathway review · reachback to REMAP.ai specialist
panel · continual learning supported · KiloCode AI coding tool included.
Step 4b — Solution design session
Step 5b — Client Summary proposal preparation (Google Docs / PDF)
Step 5 — Post to thread for Andrew review
Step 6 — Andrew review & approval
⚠️ Turnaround note: If Andrew needs to clarify something, or Dev/Hamza input is
required, or minor R&D is needed — turnaround extends from 1 day to 2–3 days. This
is the primary source of proposal delay.
Step 7 — ClickUp card update & proposal scheduling
| Rule | Detail |
|---|---|
| Third-party costs excluded | Monthly fees for third-party tools, APIs, or models are never included — always passed through directly to the client |
| Unlimited use within framework | Project pricing covers unlimited use of the delivered solution — no usage-based overages on REMAP-side infrastructure |
| Band determines setup only | Monthly maintenance is set by complexity tier — not by band |
| Setup effective from | 28 April 2026 — applies to all current engagements |
| Inference tiers TBC | Light/Standard/Heavy tiers in development; D band Complete tier is AWS cost + 40% with floor of ~$1,400/month |
| PrivateAI compliance layer | ISO 27001/27701, GDPR, HIPAA-ready, SOC2, Essential 8, MAS TRM/PDPA — optional add-on, costed separately |
| AUD conversion | Rate card v2 June 2026 AUD figures; confirm current rate before quoting AUD |
| Tool | How it's used | Agent-ready |
|---|---|---|
| Canva | Quad Slide design and editing for AI Projects deals; Andrew has direct edit access | No — manual |
| Google Docs | Client Summary proposal for AI Specialist/custom deals; BA-authored | Yes — API + MCP |
| Discord | Per-client thread — primary channel for solution ideation, proposal review, Andrew's direction | No — manual |
| Slack | Dedicated channel per client; Andrew's direction posted here | Yes — API |
| ClickUp | Card stage management (Discovery Call → Initial Proposal → Proposal Meeting), proposal filing | Yes — API + MCP |
| Otter.ai | Discovery session transcript — primary input for solution scoping | Yes — API |
| Claude Sales Assistant | Per-client chat; updated with proposal details; client-facing comms | Yes — claude.ai project |
| Rate card v2 (internal) | June 2026 — AI Projects banding, AI Specialist tiers, AI Adoption Pathway pricing | No — internal doc |
Decision: Deal type & proposal format (Step 2)
| Deal type | Format | Owner |
|---|---|---|
| AI Projects (Band A–E) | Quad Slide | Umar + BA |
| AI Specialist (fractional or full-time) | Client Summary | BA (Umar coordinates) |
| AI Adoption Pathway | Fixed $2,500 USD + appropriate format | Umar or BA |
| Custom/complex deployment | Client Summary | BA (Umar coordinates) |
Decision: Agent band assignment (Step 3a)
Decision: Andrew approval outcome (Step 6)
| Option | Condition | Action |
|---|---|---|
| A (~90%) | Andrew approves as-is | Proceed to SAL-01d |
| B | Andrew requests changes | Umar or BA implements; re-post for confirmation |
| C | Andrew edits Quad Slide in Canva | Umar retrieves updated version before sending |
| Scenario | How to handle | Escalation |
|---|---|---|
| Deal scope borderline between two bands | Post both band options with reasoning for Andrew to decide | Andrew — final band decision |
| Andrew doesn't respond within 24h | Umar follows up via direct Slack/Discord; flags urgency if presentation is imminent | Shahzaib can prompt if needed |
| Client-specific commitment not covered by standard banding | BA scopes the additional item; note as custom line item | Andrew to confirm whether included in price or additional |
| R&D required before pricing can be confirmed | Hamza leads R&D; timeline extends to 2–3 days; Umar updates client | Hamza → BA → Umar → client update |
| BA unavailable for custom proposal | Umar prepares simplified Quad Slide as placeholder; flags to Andrew | Andrew to decide whether to delay or proceed |
| Andrew edits Quad Slide in Canva without telling Umar | Standing rule: always open Canva and export fresh PDF before sending — never use a previously saved PDF | No escalation; standing rule |
| Proposal pricing changes after client has received it | Document change and reason in ClickUp and Discord; Umar sends updated version | Andrew to approve any post-send revision |
| OpenClaw deployment — complexity tier unclear | Always auto-qualifies as multi-complex — no assessment needed | No escalation; rule is absolute |
| Metric | Type | Target |
|---|---|---|
| Proposal turnaround (discovery confirmed → approved proposal ready) | Process | 1 day (standard) · ≤ 3 days (custom/R&D) |
| Andrew approval rate without changes | Process | Maintain ≥ 85% (currently ~90%) |
| Proposal-to-meeting conversion | Leading | TBD — establish baseline in 90 days |
| Band accuracy (correctly banded first time, no Andrew adjustment) | Process | ≥ 85% |
| Client Summary completeness (all 8 sections before Andrew review) | Process | 100% |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 3a — Band assessment | Manual — Umar + BA read transcript and apply banding table | n8n: Claude API reads Otter transcript → suggests band + complexity tier → posts suggestion in Discord for Umar to confirm | n8n + Claude API + Otter | Medium |
| Step 4a — Quad Slide population | Manual — Umar builds in Canva from scratch per deal | Canva template with pre-filled fields; Umar only edits dynamic content | Canva template | Low |
| Step 7 — ClickUp card update + proposal filing | Manual — Umar copies files and updates card | n8n: Andrew approval message in Discord → trigger ClickUp stage update → auto-file proposal link | n8n + Discord + ClickUp | Medium |
| Step 1 — Transcript → proposal brief | Manual — Umar reads Otter notes | n8n: Otter transcript → Claude API → generate proposal brief draft → post in Discord thread | n8n + Claude API + Otter | Medium |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-05-22 | Initial draft — Agent Banding A/B/C/D structure documented. Two proposal formats documented. Discord as primary internal thread. Andrew approval gate documented. | Umar / REMAP Workflow Builder |
| 0.9.1 | 2026-06-23 | Rate card updated to v2 (June 2026). New banding structure (A–E), complexity tiers (standard/complex/multi-complex), flat monthly maintenance ($149/$249/$349), AI Specialist tiers, AI Adoption Pathway (formerly AI Roadmap), inference tiers, AUD pricing added. | BA / REMAP Workflow Builder |