How we work
How we work: analysis, history, processes, AI, go-live
We bring you into YVY in five phases: analysis, history import, process verticalization, AI agents and automation, go-live with hands-on support. Your old system stays on until you choose the switch-over day, so the business never stops. We do the heavy lifting; from you we need access, decisions and one point of contact.
A change of business software almost always fails for the same reasons: data brought over halfway, processes copied badly, people left alone on the first Monday. Our method is built against those three things. We tried it on ourselves first: YVY was born inside Aldeia, an Italian agency that built it for its own use and moved its own history into it.
What are the phases?
| Phase | What we do | What we need from you | What you get | Duration |
|---|---|---|---|---|
| 1. Analysis | We read the sources, follow a real job from contact to payment, settle what to bring and the switch-over date | Read access, an hour with whoever knows the numbers and one with whoever runs projects | A written plan with phases, timing and price | to be defined |
| 2. History import | Dry run, repeatable import, reconciliation to the cent | Decisions on doubtful cases | Your history in YVY and a reconciliation report for your accountant | to be defined |
| 3. Verticalization | Project templates, catalog and price lists, roles and permissions, start rules, tested on real jobs | A typical job and your team's feedback | YVY drawn on your processes | to be defined |
| 4. Agents and automation | The assistant on, the chatbot connected, agents created with their owners | Which work to hand to AI and who answers for it | The first automations at work, with rules in writing | to be defined |
| 5. Go-live and support | Invitations with the right roles, a test run from each role, old-system connection turned off | The switch-over day | Your team working in YVY, with us alongside | to be defined |
What happens in each phase?
Analysis
Before touching any data, we understand how you work. We look at your current system, your accountant's files and your bank statements. Then we follow a real job from first contact to payment, to see where it stalls and what gets lost. At the end we put in writing what we bring, what we leave, the switch-over date, the timing and the price.
History import
Records, documents, accounts and attachments enter YVY through four tests: a dry run that writes nothing, an import that can be repeated without duplicates, a line-by-line comparison with the sources to the cent, and strong proof before attaching each PDF to its document. From almost any system: we start from its exports or its API, map the fields and harmonize them onto your processes. Details are in Data import.
Verticalization
We draw your processes in YVY: for each service its project template, then catalog, price lists, roles, permissions and the rule that decides when work starts. We test it by replaying two or three real jobs on the imported history. See Process verticalization.
Agents and automation
We choose the work to hand to AI and the right channel for each piece: the built-in assistant, under the name you give it, for quick questions, your chatbot (Claude, GPT or another) connected through the MCP server, AI agents with their own identity and a human owner for recurring work. Every automation first runs under its owner's eyes. See AI automation and agents.
Go-live and support
We invite your people with the right role and do a test run from each role: what a salesperson sees, a project manager, the admin team, an external collaborator. On switch-over day we turn off the connection to the old system. In the weeks after, we stay alongside your team. Every area of YVY has its own user guide, and from the app you reach support in one click, with the page you are on already filled in.
Who does what?
| Activity | Us | You |
|---|---|---|
| Reading the sources and planning | Yes | Access and a point of contact |
| Import, reconciliation and report | Yes | Decisions on doubtful cases |
| Process configuration | Yes | A typical job and your team's feedback |
| Creating and testing agents | Yes | Choosing each agent's owner |
| Training and support | Yes | Your people's time in the first days |
| Talking to your accountant | We give them the reconciliation report | You present the switch-over |
How much does it cost and how long does it take overall?
It depends on how many years of history you bring, how many sources you have and how many processes and automations you need. The written plan that closes the analysis has the timing and price of every phase.
- Price: on a quote, after the analysis. As a guide, if the data comes in electronic form (your accountant's files and the export from your system) and is in order, it starts at €2,200 one-off, VAT excl.
- Typical overall duration: to be defined.
Frequently asked questions
How long does it take to switch business software?
It depends on the sources and the years of history. We set it in the written plan at the end of the analysis. Throughout, your old system stays on.
Do we have to stop working during the switch?
No. The history is imported and refreshed while you work as usual. On switch-over day the connection is turned off and you carry on in YVY.
Can we start without importing our history?
Yes. YVY works from scratch too. Without history, though, earlier quotes, invoices and projects are missing, and your team starts with no memory. During analysis we tell you what makes sense.
Who talks to our accountant?
You do, with our reconciliation report in hand. If needed, we join the meeting.
What technical knowledge do we need?
None. We need access to the sources and the people who know the processes.
Who supports us after go-live?
We do, during the support weeks. After that, YVY support, reachable from the app.
Let's start with the analysis
On a call, tell us where you start and where you want to get to. We tell you how we would set up the five phases.
Book a call