Use AI to save time without leaking your client data.
Your team is probably already pasting work into ChatGPT. We help you do it safely, then put AI to work on the tasks that eat everyone’s day.
Prefer texting? Text the same number — most of our clients do.
The risk most offices don’t see yet
Tools like Microsoft Copilot can see everything a person has access to. If your shared files are wide open, AI will happily surface payroll, client records or HR notes to anyone who asks.
Free AI tools are another leak. What gets pasted into a personal account isn’t protected the way business plans are.
What we fix first
- Who can see which files
- Which AI tools are approved
- What never goes into AI
- Business accounts instead of personal ones
How we help
AI Readiness Assessment
We check who can see what in your Microsoft 365 or Google Workspace, write a one-page AI use policy, and train your team in about an hour.
AI tool setup
Microsoft Copilot or ChatGPT Business licensed, locked down and set up, so your team uses the business versions instead of personal accounts.
Automations built for you
We automate the repetitive work: intake forms, invoice processing, file naming, reports. Fixed price per automation.
Managed AI
We keep your automations running, fix them when software changes, and look for the next thing to automate.
What it looks like in real businesses
Law and professional offices
A new client intake form creates the client folder and a checklist automatically.
Accounting and insurance
Client documents arrive, get sorted, renamed and filed without anyone touching them.
Contractors and trades
Field crews submit equipment requests or job photos from their phones, and the office gets notified.
Clinics
Routine patient questions and forms routed to the right person, with sensitive data kept off public AI tools.
Questions
Is ChatGPT safe for client information?
Business plans are built for it and personal accounts are not. The setup and settings matter, which is why we start with the assessment.
We’re too small for AI.
Small offices get the most out of it. Saving one person three hours a week matters more at five people than at five hundred.
Do we have to buy Copilot?
No. Sometimes the better answer is a simple automation or the tools you already pay for. We recommend what fits.
Getting ready for Microsoft 365 Copilot
Copilot works inside your Microsoft 365 data and follows the permissions you already have. That is the good news and the risk: it will not show anyone a file they could not already open, but most offices have files open to far more people than they realize. Before Copilot is switched on, we check:
- Sharing that went too far. SharePoint sites, Teams and OneDrive folders shared with everyone in the company, or with an "anyone with the link" link that never expired.
- Sensitive folders. Payroll, HR, client records and financials limited to the people who need them, and labeled where it helps.
- Licensing. Copilot is an add-on to qualifying Microsoft 365 business plans. We confirm which people would really use it, so you do not pay for seats that sit idle.
- Sign-in security. Multi-factor sign-in on every account, since a compromised account with Copilot can find things much faster.
- Old data. Outdated files and abandoned sites cleaned up so answers come from current information.
More on tenant setup and security is on our Microsoft 365 services page.
Keeping client data private
The rules are simpler than most people expect:
Business accounts only
Use AI tools your company manages, signed in with work accounts, with settings that keep your data out of model training. Personal free accounts are where leaks happen.
A short written policy
One page: which tools are approved, what never goes in (passwords, client identifiers, health or financial records unless the tool is approved for them), and who to ask.
Regulated offices
Healthcare, legal and financial offices have extra obligations. If a tool will touch patient data, a HIPAA business associate agreement and a risk analysis come first. See dental and medical IT and law firm IT.
How we roll out AI in a small office
Look at the work
We ask where the hours go: retyping data, chasing documents, building the same report every Monday, answering the same questions.
Secure the basics
Permissions, approved tools and the policy, before anyone is told to start using AI more.
Start with one task
One automation or one team using Copilot or ChatGPT Business, measured against how the work was done before.
Train and expand
A short session for your team on what works, what to check, and what not to paste. Then the next task.
Who builds your automations and reports
AI work at Evolution is not handed to whoever is free that day. Our team includes Mo Nasajpour, our Business Data Analyst, who builds reports and dashboards from the data your business already has, and Rafael Genao, our Senior DevOps Engineer, who builds the automations and integrations that connect your apps. Eric Schroeder and Jorge Monroy handle the Microsoft 365, security and day-to-day support side, so a new automation fits the systems we already look after.
Typical starting points are reports pulled together from accounting, scheduling or job-tracking systems, documents filed and named automatically, and forms that create tasks and notify the right person. Every automation is documented, so you know what it does and who to call when software changes.
More AI questions
Does AI make mistakes?
Yes. It can state wrong things confidently. We build automations so a person checks anything that goes to a client, and we train your team to treat AI output as a first draft.
How is an automation priced?
Each automation is quoted as a fixed-price project before we start. Keeping automations running can be part of a monthly plan. How pricing works explains the difference.
Do we need new software?
Often not. Microsoft 365 and Google Workspace already include automation tools, and many business apps connect to them. We use what you have before recommending anything new.
Can AI help with security?
Security tools already use it to spot unusual sign-ins and malware. The bigger AI risk for a small office is convincing phishing emails, which is why training and multi-factor sign-in matter. See cybersecurity services.
Related reading
Start with the basics
The free IT consultation includes a quick look at how your team is using AI and where your data is exposed.
Prefer texting? Text the same number — most of our clients do.