Purpose

This document outlines the setup, testing, revision, approval, and ongoing change request process for our Voice AI service. The goal is to make sure each client understands what is included in the initial setup, how revisions are handled, and when additional charges apply.

Overview

When we build a Voice AI agent for a client, our team develops the agent prompt structure, conversation flow, and core logic based on the client’s goals, services, and desired customer experience. We take care to organize the agent properly from the start and go through testing and refinement to ensure the Voice AI performs as expected.

Our objective during setup is to build the AI agent to the fullest extent possible within the original base setup scope, while keeping the process efficient, structured, and focused on the agreed-upon use case.

What Is Included in the Base Setup Fee

The initial base setup fee includes:

• Discovery and planning around the main objective of the AI agent

• Initial prompt creation and structured conversation design

• Setup of the agent based on the client’s services, common questions, and desired outcomes

• Internal testing and optimization by our team

• Client testing and feedback rounds

• Up to three (3) prompt revisions to refine the agent and help align it with the approved goal

These revisions are intended to improve performance, clarity, tone, flow, and handling of the agreed-upon use case.

Revision Process

To ensure the Voice AI agent is properly dialed in, we typically go through a structured testing and revision process.

Revision Rounds Included

Clients are provided with up to three revision rounds as part of the initial setup.

A revision round may include adjustments such as:

• Changing wording or tone

• Refining how the AI responds to common questions

• Improving call flow or conversation transitions

• Adjusting how information is captured or presented

• Fine-tuning the prompt based on testing feedback

Client Responsibility During Revisions

To make the revision process effective, the client is expected to:

• Clearly communicate the primary goal of the AI agent before or during setup

• Test the Voice AI agent thoroughly during the revision period

• Consolidate feedback as clearly as possible

• Approve the agent once it meets the agreed-upon objective

It is very important that the client understands the main function of the AI agent ahead of time so we can build and optimize the system around that goal.

Approval & Optimization Point

Once the Voice AI agent has:

• Been built according to the approved use case

• Gone through the included testing and revision rounds

• Been optimized to the client’s approval

• Been confirmed as functioning within the intended scope

…the initial setup phase will be considered complete.

At that point, the agent is considered approved and finalized under the original setup agreement.

Additional Revisions After Approval

Any prompt changes, workflow edits, conversation rewrites, scope expansions, or additional revisions requested after the included three revision rounds or after client approval/finalization will be considered outside the original setup scope.

These additional updates will be billed at:

$110/hour

This applies to items such as:

• New prompt revisions after approval

• Changes to core call flow or logic

• Expanding the AI agent to handle new services or scenarios

• Reworking previously approved responses

• Ongoing optimization requests outside the original setup scope

• Resetting or restructuring major portions of the prompt after completion

Scope Control

The original setup is intended to support one clearly defined primary use case or approved service scope. If the client later wants the AI agent to take on additional functions, support new workflows, or significantly change its role, that work will be treated as a separate change request and billed accordingly.

This scope control helps keep the project organized, prevents delays, and ensures expectations are clear from the beginning.

Best Practice Recommendation for Clients

To get the best result during setup, clients should be prepared to define:

• What the AI agent is supposed to do

• What information it should collect or provide

• What tone or style it should use

• What outcomes matter most

• What a successful customer interaction should sound like

The more clearly these points are defined upfront, the more efficiently we can build and optimize the Voice AI agent within the included setup scope.

Internal Procedure for Our Team

For internal consistency, our standard process is:

1. Confirm the client’s primary goal for the Voice AI agent

2. Build the first version of the prompt and conversation flow

3. Internally review and organize the prompt logic

4. Send for client testing

5. Apply feedback through up to three revision rounds

6. Obtain final approval from the client

7. Mark the setup as complete

8. Bill any future edits or expansion requests at $110/hour

Suggested Client-Facing Policy Statement

We include full Voice AI setup and optimization within your base setup fee, including up to three prompt revision rounds to help dial in the agent based on your goals. Once the AI agent has been tested, optimized, and approved, any additional revisions, rewrites, resets, or future prompt updates will be billed separately at $110 per hour. For this reason, it is important to clearly define the main goal and intended function of the AI agent before and during setup.

Optional Short Version for Agreements or Proposals

Voice AI setup includes prompt development, testing, optimization, and up to three revision rounds. Once the agent is approved and finalized, any additional prompt revisions or future changes requested beyond the included setup scope will be billed at $110/hour.