WebisoftCustom AI for
R&D Optical
Webisoft proposes a custom AI engagement for R&D Optical in three tracks, with agentic customer support as the focus, AP automation as a fast follow, and a hands-on workshop that gets the team moving now.
Prepared by Phil, Partner and Chief Revenue Officer, Webisoft
A clear read on where the value is
Where You Are
R&D Optical has already made the right strategic call: build around the lab's real workflows instead of forcing orders, prescriptions, invoices, and client communication into an off-the-shelf product's assumptions. A custom system is shaped around how R&D handles orders, prescriptions, invoices, and client communication, and it connects to the tools you already use.
Customer communication is the highest-leverage place to start. The lab fields a steady stream of email from eyecare providers about order status, issues, new orders, and prescription questions, and today a person reads and answers all of it. That is high-volume, well-patterned work - exactly the kind an agentic system handles well, and where the load lands hardest on a small team.
Accounts payable is a strong second target: invoices arrive, someone reads them, and someone keys them into the correct accounts in your accounting system. It is manual, repetitive, and the return is easy to measure. This proposal lays out three tracks and where we would focus first.
Discovery
$2,500
USD, scopes tracks 1 and 2
Workshop
$1,500
USD, remote half-day
Advisory
$2,500/mo
optional, month to month
Build Tracks
2
support + AP, fixed fee
Custom build, partner model
What We Recommend
Three tracks, one focus: agentic customer support first, AP automation as a fast follow, and a workshop that gets your team hands-on immediately.
A custom build, delivered in tracks, with the partner model. Your internal team is small and has limited bandwidth to design, build, and maintain agentic systems in house on top of running the lab. Webisoft builds the system, integrates it with your existing tools, and hands off something your team can run without carrying the engineering load.
Partner model
Webisoft carries the design, engineering, integration, and delivery work. Your team stays small and focused on running the lab.
Proven ground
Email triage and agentic support is something Webisoft already builds. The focus track is proven territory, not a first attempt.
Hands-on first
The workshop maps your real use cases and ranks them by return, feeding directly into scoping both build tracks.
The focus build
Track 1: Agentic Customer Support
An agentic system that filters incoming customer communication and responds. It reads each message, works out the intent - order status, an issue, a new order, a prescription question - and handles it: answering routine questions directly, routing the rest, and drafting responses so your team approves rather than writes from scratch.
How it works
- Reads incoming provider email as it arrives
- Classifies intent and priority, so urgent issues surface and routine status checks get handled automatically
- Connects to your order and prescription data so answers are accurate, not generic
- Drafts or sends responses on routine questions like where an order stands
- Escalates anything sensitive or unusual to a person, with the context already pulled together
- Built to work with Basecamp, which you already use for client communication
Providers get faster answers, your team stops hand-processing routine email, and the people on it spend their time on the messages that actually need judgment.
Fixed fee, scoped and quoted through the $2,500 AI automation discovery (tracks 1 and 2).
The fast follow
Track 2: Accounts Payable Automation
The system reads incoming invoices and enters them into the correct accounts in your accounting system, with your team reviewing rather than keying.
How it works
- Captures invoices wherever they arrive, including email attachments and PDFs
- Extracts the vendor, line items, amounts, dates, and totals
- Codes each invoice to the correct account based on your chart of accounts and existing coding patterns
- Pushes entries into your accounting software through its API, confirming which system you run during scoping
- Routes anything low confidence or unusual to a person for a quick approval instead of full manual entry
- Learns from your corrections so accuracy improves over time
The bulk of AP data entry handled automatically, fewer errors, and staff time returned to higher-value work. This is where the manual data entry spend starts coming back.
Fixed fee, scoped and quoted through the $2,500 AI automation discovery (tracks 1 and 2).
The fastest way to start
Track 3: AI Fluency Workshop
A hands-on half-day workshop that turns the AI tools your team may already have - Claude, ChatGPT, Copilot - into daily, practical use on the work your people actually do: quoting, drafting, research, reporting. It is the fastest, lowest-commitment way to get hands-on, and it doubles as the groundwork for the build tracks.
Workshop investment
$1,500 USD
Hands-on half-day session, run remotely over your team's video platform.
Optional month-to-month advisory from $2,500 per month for teams that want a standing resource as adoption grows.
What it includes
- Pre-session use-case mapping: line up the real tasks worth handing to AI and rank them by return, working through the staff and customer input you wanted before committing to a build order
- A hands-on half-day session on your team's actual work, not slides
- A reusable prompt library saved per role
- A written summary and a short next-steps plan
Why start here: The use-case mapping in this workshop feeds directly into scoping the two build tracks, so starting here also de-risks and speeds up the customer support build.
A build partner that fits the lab
Why Webisoft
R&D Optical keeps a lean internal team focused on the lab. Webisoft carries the design, build, and integration work, and hands off a system your people can operate. Email triage and agentic support tooling is squarely in what we build, and for the workshop we are vendor-neutral: we help your team get value from the tools you already pay for, not sell you new ones.
~40
Engineers
Onshore custom software and AI delivery
Montreal
Based
Webisoft Technologie Inc., integrating with tools you already run, including Basecamp
Vendor-neutral
Workshop
Works with Claude, ChatGPT, and Copilot - the tools you already have
All figures in USD
Commercials
| Track | Investment | Format | Terms |
|---|---|---|---|
| AI automation discovery (Tracks 1 and 2) | $2,500 | Short scoping step | Scopes and fixed-quotes both build tracks |
| AI Fluency Workshop (Track 3) | $1,500 | Remote half-day | Booked with a signed Letter of Engagement |
| Optional advisory | From $2,500 / month | Month to month | Standing resource as adoption grows |
| Agentic customer support build (focus) | Fixed fee | Quoted after discovery | Priced from the confirmed scope |
| AP automation build | Fixed fee | Quoted after discovery | Fast follow to the focus build |
All figures in USD. Two priced entry points: the $2,500 AI automation discovery scopes and quotes tracks 1 and 2, and the $1,500 workshop gets your team hands-on while its use-case mapping feeds the build scoping.
Next Steps
Start with the workshop, run the discovery, and move into the customer support build with fixed quotes in hand.
Review the proposal
Confirm the three-track approach and the customer support focus align with R&D Optical's priorities.
Book the AI Fluency Workshop
Sign the Letter of Engagement to book the $1,500 workshop. It gets your team hands-on quickly and maps where automation pays off across customer service, finance, and operations.
Run the AI automation discovery
Webisoft runs the $2,500 discovery across tracks 1 and 2 and delivers fixed quotes for both build tracks.
Greenlight the focus build
Proceed with the agentic customer support build, with AP automation as a fast follow.
Direct contact: Phil, Partner and Chief Revenue Officer, Webisoft
Webisoft · Montreal, QC · webisoft.com
Confidential - R&D Optical Lab · Custom AI Proposal