01Reports
Monthly client reports take a day each
Numbers come from five platforms. Someone copies them into a deck and writes the same commentary again.
PREPARED FOR ·
01 / PRIVATE AIMARKETING & CREATIVE AGENCIES · PRIVATE AI · CHARLOTTE, NC
What private AI could do for your agency.
Client reports get drafted for you. Past work and brand assets become searchable. Proposals start from what you already wrote. It runs in your own servers or your own AWS account, so client files stay yours.
REPORTSAMPLE DATA
Status update: Larkspur campaign
Sources stream into a private index. Answers cite what they came from.Illustrative animation · sample data
02 / WHAT SLOWS YOU DOWN6 COMMON PAINS
What slows you down.
The work is rarely the problem. The hunting, retyping, and chasing around it is.
02Demand
Clients are asking about AI
Your clients want to know what you are doing with AI. Your team uses public chat tools that do not know your clients.
2 in 3agencies say clients are asking about AI search, in the 2026 Marketing Agency Benchmarks Report (494 agency professionals).
Source · AgencyAnalytics, Marketing Agency Benchmarks Report, 2026
03Privacy
Client files in public AI tools is a risk
Briefs, contracts, and unreleased work sit under NDAs. Pasting them into a public tool is a decision to make on purpose, not by habit.
04Assets
Past work is hard to find
“Where is the deck we made for that brewery?” The file is in a folder named after someone who left.
05Proposals
Every proposal starts from a blank page
The best scope language is in an old SOW. Finding and adapting it takes longer than it should.
06Scope
Scope creep shows up late
Hours, contracts, and client emails live in different tools. You see the overrun after the invoice goes out.
03 / IN YOUR OFFICE4 USE CASES · SELECT ONE
What it looks like in your office.
A day in the life. Pick a use case and watch the question or report come together, with citations back to the source.
USE CASE 1 / 4
Client reports, drafted for you
The assistant reads your ad platforms, analytics, and project notes, then drafts the monthly report. Your account lead edits and sends.
Connected sources
- Ad platforms
- Analytics exports
- Project tool
Question
Draft the October report for Larkspur Brewing from the platforms and our notes.
A draft for the account lead to edit. Nothing is sent to the client without a person approving it.
DRAFTSAMPLE DATA
Larkspur Brewing: October report (draft)
| Channel | What happened | Next step |
|---|---|---|
| Paid social [1] | Spend stayed on plan. Two ads carried most clicks. | Shift budget to the two ads |
| Email [2] | Opens dipped after the Oct 3 send. | Test a new subject line |
| Search [1] | Branded terms rose after the taproom event. | Add event terms |
- Summary: a steady month. The Oct 3 email is the one item to explain to the client.[2]
[1]Ad platform exports, Oct 1 to 31 (sample)
[2]Email platform report, Oct 3 send
USE CASE 2 / 4
Find brand assets and past work by describing them
Search the library the way you would ask a colleague. It looks at file names, notes, and the text inside files, including text in images.
Connected sources
- Shared drive
- Asset library
- Project tool
Question
Find the Larkspur packaging deck from last spring with the green palette, and the approved logo files.
Search respects folder permissions. Contractors see only the clients they work on.
ANSWERSAMPLE DATA
Larkspur Brewing: packaging and logo
- Packaging deck: Larkspur_Packaging_Concepts_v4.pdf. The green palette is on slide 6.[1]
- Approved logo files: the Primary and Reversed lockups in /Clients/Larkspur/Brand/Final.[2]
- Approval: the client approved the lockups by email on Mar 18.[3]
[1]Shared drive: /Clients/Larkspur/Packaging/Concepts_v4.pdf
[2]Asset library: /Clients/Larkspur/Brand/Final
[3]Email: Re: Logo lockups, approved, Mar 18
USE CASE 3 / 4
Proposals and SOWs drafted from past work
Describe the new client. The assistant pulls the closest past scopes, timelines, and rate language, and drafts from them.
Connected sources
- Past SOWs
- Rate card
- Proposals
- Time sheets
Question
Draft a rebrand SOW for Cedar & Rye Bakery, based on our Larkspur scope.
A draft for review. A person approves the scope and prices.
DRAFTSAMPLE DATA
Draft SOW: Cedar & Rye rebrand
- Scope: discovery, four concepts, and a launch toolkit, adapted from the Larkspur SOW.[1]
- Timeline: ten weeks, following the Larkspur pace and the hours actually logged on it.[1][2]
- Pricing: line items come from your current rate card.[3]
- Needs a decision: the revision cap and usage rights. The Larkspur SOW and two others use different terms.[1]
[1]Contracts: Larkspur SOW v2.pdf
[2]Time sheet: Larkspur, hours by phase
[3]Rate card 2026.xlsx
USE CASE 4 / 4
A team AI workshop, built on your real work
A hands-on session for people who use ChatGPT today but not well. Your team practices on your own briefs, with safe examples.
Connected sources
- Your briefs
- Your style guides
- Your past reports
Format
Half-day, in person or remote. Your team brings real work.
Half-day and full-day formats. A good first step before a private assistant.
AGENDASAMPLE DATA
Half-day workshop: example agenda
| Block | What your team does |
|---|---|
| Warm-up | Compare a generic prompt with one that carries client context |
| Briefs | Turn a messy brief into a clean one, with questions to ask the client |
| Reports | Draft a client report from sample exports and edit it together |
| Guardrails | Agree what client material never goes into a public tool |
- Leave with: a prompt playbook for your own client work and a one-page AI-use policy draft.
04 / INPUTS WE HANDLEEVERY KIND OF INPUT
Every kind of input.
Not just documents. Scans and photos are read with OCR. Phone calls are transcribed. Texts are included when you choose.
01EmailClient threads and approvals.
02PDFsBriefs, SOWs, and decks.
03Scans & photos (OCR)Whiteboard photos and signed contracts.
04SpreadsheetsMedia plans, budgets, and time sheets.
05CRMPipeline and client records.
06Project toolAsana, Monday, ClickUp, or similar.
07Phone calls (transcribed)Client calls and kickoff recordings.
08TextsClient text threads you choose to include.
09CalendarsMeetings and delivery dates.
10Shared driveDesign files, decks, and exports.
11Ad & analytics exportsPlatform reports as CSV or PDF.
12Chat toolsSlack or Teams channels you choose.
05 / DATA CLEANUPTHE QUICK WIN
The quick win most miss.
Most firms don't know AI can do this. Shared drives fill up with copies, final_v7 files, and photos named by the camera. The assistant renames, dedupes, and files them under the right client.
| Client | File name | Folder |
|---|---|---|
| larkspur | logo_final.png | Desktop/misc |
| Larkspur Brew | logo_final (1).png | Downloads |
| Larkspur Brewing Co. | logo_final_FINAL.png | Desktop/new |
| cedar rye | IMG_4471.jpg | Camera uploads |
| Untitled | Copy of Proposal v3.docx | Documents |
| NorthPeak? | brief.pdf | Email attachments |
Messy rows: mixed formats, typos, duplicates, and blanks. Select After, or Replay, to watch it clean up.
06 / YOUR TEAM, AMPLIFIEDA HELP, NOT A REPLACEMENT
Your team, amplified.
It is a help to your whole team, not a replacement. Everyone on your team gets an assistant that knows the context of your work. People still make the calls.
01
Permission inheritance
Answers follow your drive and project-tool permissions. Client work stays walled off by client.
02
Delegated access
An account lead can give a freelancer one client's folders for the length of a project.
03
Role views
Account leads, designers, and finance see different slices. Finance sees hours and rates. Designers see assets and briefs.
04
Audit log
A record of who searched what, useful when a client asks who had access to their files.
Same question, different view
Show me everything on Larkspur Brewing.
Can see
- Briefs and SOW
- Client email
- Reports and hours
- Brand assets
Not visible to this role
Nothing is hidden for this role.
Can see
- Brief
- Brand assets
- Approved palette
Not visible to this role
- Rates and margins
- Client email
Can see
- Contract and SOW
- Hours and invoices
Not visible to this role
- Draft creative
- Client email
AUDIT LOGSAMPLE DATA
| Time | Who | What |
|---|---|---|
| 10:12 | M. Lowell, account lead | Asked: Larkspur status. 4 sources. |
| 11:30 | Freelancer (read-only) | Opened Larkspur brand folder |
| 13:05 | Admin | Granted Cedar & Rye access to J. Ortiz until Dec 1 |
Every question and every opened document is recorded. You can review it or export it.
07 / WHERE IT RUNSYOUR CHOICE
Where it runs.
You choose. Either way, it runs inside an environment you own. Pick one to see the diagram.
Your office · local server or NAS
- 01ConnectorsRead your email, files, and systems with your permissions.
- 02Private indexStored on a server or NAS in your office.
- 03AssistantRuns on the same hardware. Writes cited answers.
- 04ModelA model on your own hardware, or an endpoint you approve under no-retention terms.
- 01Your shared drive and tools stay where they are. The index and assistant live on a server or NAS in your studio.
- 02Hardware you own. I help size it.
- 03You handle power and physical access. I can set up backups.
Your cloud · your own AWS account
- 01ConnectorsThe same connectors, running in your AWS account.
- 02Private indexFor example, Postgres with pgvector, or OpenSearch, in your account.
- 03AssistantRuns in your account. Writes cited answers.
- 04Model endpointFor example, AWS Bedrock in your account, under no-training, zero-retention terms.
- 01Your own AWS account. You hold the keys and the logs. A good fit for remote and hybrid teams.
- 02Scales up for busy periods.
- 03You pay AWS directly. No markup from us.
Boundary
OutsideConsultantI design, build, and support the system. Access is scoped, granted by you, and logged. Your data is never stored on my systems. Temporary copies only if your plan allows.
Built to support
Client NDAs often limit where work can go. Keeping files in your own environment makes those conversations easier. Your counsel decides what each contract requires.
08 / ROADMAPHOW A PROJECT RUNS
How a project comes together.
From first call to a system your team uses every day. Four steps, and you can stop after any of them.
0130 minutes
Intro call
Free 30 minutes on your drive, project tool, and reporting flow.
02About 2 weeks
Discovery & Roadmap
We review those systems and how clean the files are. You get a written plan with phases, priorities, and a timeline. Or start with a half-day team workshop.
03Per the plan
Implementation
We build what the plan lays out, such as report drafts and asset search, one phase at a time.
04Optional
Support
Optional ongoing support for new connectors, updates, and help while you do the creative work.
You pay your own cloud and model costs directly. We never mark them up or hold your infrastructure.
09 / NEXT STEP20-MINUTE WALKTHROUGH
Want this mapped to your agency?
Book a 20-minute walkthrough. I'll show these pieces on your kind of data, and we'll talk about where the time goes.
I'm a solo consultant with hands-on experience leading enterprise AI search and assistant rollouts. You work with me directly.