Define the work.
A workflow map, representative cases and a baseline for staff effort, delays and errors. Agree systems, permissions, data handling and acceptance criteria.
PAYMENT OPERATIONS PILOT / A SCOPED ENGINEERING ENGAGEMENT
One payment workflow.
Less manual follow-up.
Connect the records, handle the exceptions and measure the change. A focused pilot for growing subscription and online service businesses with small finance teams.
Delivered directly by Hamsa Jama. Assessment £1,500 fixed · pilots typically £5,000–£9,000, excluding VAT.
IS THERE A USEFUL FIT?
Your tools work.
The handovers take work.
- Your team repeatedly matches payments, invoices, fees or subscription records.
- Differences require checking several systems, documents or an inbox.
- Reporting relies on recurring spreadsheet preparation or one person’s knowledge.
- A process owner can define the rules, sample cases and approval boundaries.
We check existing software first. A standard product, a configuration change or a simpler process may be enough. A custom pilot makes sense when the remaining work is valuable enough to justify it.
ASSESS FIRST / A STANDALONE PURCHASE
One recurring workflow.
A decision worth making.
A paid payment-workflow assessment maps one process and the systems it touches. You receive a process and systems map, a measured baseline or clearly labelled estimate of effort, delays and errors, and a review of existing product features and configuration options.
The written recommendation explains whether a simpler process, existing software or custom implementation is justified. Where a build makes sense, it includes a scoped implementation proposal. You can use the findings independently; buying an assessment does not commit you to a pilot.
Bring a process owner, access to the relevant configuration and a small set of anonymised representative cases. We agree the analysis scope, evidence limits and review time before starting.
£1,500 fixed, excluding VAT. One workflow, up to one day of analysis, a findings report and a 30-minute findings call.
WHAT YOU RECEIVE
A process you can inspect.
A result you can assess.
Build one improvement.
The agreed connections, matching or reporting logic, exception queue and approval path. Add AI investigation only where it has a useful evaluation and checking path.
Measure the difference.
A comparison against the baseline, test results, known limitations, operating guidance and a walkthrough. Decide separately whether to extend or roll out the work.
EXAMPLE PILOT / ILLUSTRATIVE
Explain a discrepancy.
Keep the decision visible.
Explore the sample workspace A payment is £15 short of an invoice. The workflow gathers the payment, invoice and processor records, checks the amounts and prepares a resolution supported by the statement.
The reviewer sees the exact proposed change. Required approval and fresh evidence checks come before a write. Missing evidence or changed facts leave the case open. An uncertain external result needs investigation before a retry.
Other starting points
Match one processor’s payment and fee export to one agreed invoice source, with unresolved items in a review queue. Or replace one recurring spreadsheet report using agreed source exports, calculations and an exceptions list. The quote fixes sources, formats, exception types and record volumes.
A pilot covers one improvement. It is not a replacement for your accounting system, subscription platform, month-end controls or the whole finance function. Additional providers, complex historical clean-up and wider rollout need a separate scope.
This is a proposed customer workflow. The website demo uses fictional data and scripted proposals, with no live AI, payment provider or accounting integration.
ACCEPTANCE / AGREED FOR YOUR WORKFLOW
Measure the work.
Test the boundaries.
Operational value
Staff minutes per case, processing time, unresolved exceptions, error and rework rate, and ongoing costs.
Controlled actions
Test refused actions, stale approvals, missing evidence and changed facts against the agreed permission model.
Recovery & ownership
Check retries and uncertain outcomes. Identify who owns open exceptions and how to pause or take over the work.
Success thresholds are agreed after measuring the baseline. No universal saving, accuracy rate or security certification is promised.
COST / TIMING / RESPONSIBILITIES
Understand the commitment
before you make it.
- First conversation
- 30 minutes to discuss fit, tools, the recurring problem and what better would look like. Do not send credentials or customer records.
- Fee and delivery date
- A fixed quote and delivery dates follow an agreed scope, taking account of system access, representative cases and dependencies. If discovery is needed first, its fee and deliverables are agreed separately.
- Typical pilot fee
- £5,000–£9,000, excluding VAT, fixed in your quote. Around £5,000 covers one known interface or pair of exports and one type of exception. Around £9,000 covers a broader version of one workflow.
- Running costs
- Hosting, subscriptions, model usage and third-party charges are itemised or estimated in the scope, with assumptions and responsibility for payment.
- Your team’s involvement
- A named process owner supplies authorised access limited to what the work needs, relevant system documentation and representative routine, exception and failure cases. Use anonymised samples or a sandbox first. Your team confirms matching rules and acceptance, reviews outputs and owns business approvals. Delayed access or decisions may move the schedule; changes are agreed in writing.
- Ownership and handover
- Agree code and data ownership, deployment access and third-party licence constraints in writing. Receive the agreed implementation, acceptance evidence, known limitations, running-cost assumptions and an operating guide. The walkthrough covers routine use, unresolved cases, pausing the workflow, recovery and who to contact. Hosting, backups and customer-data responsibilities are assigned before rollout.
- Support after the pilot
- Operate the result independently after handover, or arrange planned maintenance and review. Agree the covered systems, included capacity, working hours, scheduling, acknowledgement target and escalation in writing. An acknowledgement is not a resolution deadline. Extra work needs a quote and approval; no ongoing retainer is required.
HANDOVER / OPTIONAL CONTINUING HELP
Keep the knowledge.
Choose the support.
Finance-team training focuses on operating the delivered workflow: checking evidence, reviewing exceptions, approving only permitted changes and recognising uncertain results. The operating guide records the customer’s process owner and escalation route.
Planned maintenance can cover the named integration’s dependency updates, agreed health checks, small fixes and an operational review. It is scheduled work within a fixed allowance; new features, additional systems and emergency cover need a separate agreement. Hamsa is the delivery contact. Unattended or round-the-clock operation requires customer cover or a separately agreed delivery partner.
The final scope sets included walkthrough and follow-up time. Optional support costs belong in your business case, separately from hosting and usage charges.
WHY HAMSA SOFTWARE?
Payments experience.
Careful agent engineering.
Hamsa’s professional work includes payment and subscription systems at Which?, reconciliation and finance reporting at Cazoo, and document processing at Tata Consultancy Services.
AI Institution contributes foundations for authority, approvals, verification and recovery. It is early and self-hosted; specific business integrations still need implementation and testing. Tamperward addresses verification integrity in AI-assisted software development.