Which tools
ChatGPT, Claude and Gemini are the usual starting points, and Microsoft Copilot where a company already runs on Microsoft 365. The choice follows what your team already uses, what your data rules allow, and what the work needs — not a preference we bring with us. Some companies end up with one tool; some with two, for good reasons. We will say so when one is enough.
You buy and own the subscriptions and the admin accounts. LATYNEX does not resell licences.
A practical first engagement: AI Team Setup
For a team that wants to use AI properly — accounts, roles, usage rules and a few tested workflows — instead of everyone improvising on personal accounts. €1,490 fixed price for the standard scope below, net of VAT treatment that depends on your location. A short scoping conversation comes first; there is no separate discovery fee.
Need something larger? We also scope custom implementations — this package is an entry route, not the maximum project size.
- Package: AI Team Setup — €1,490 fixed.
- Included: One client organisation / workspace; Setup around the AI tools you actually need; Roles and usage rules; 2–3 practical team workflows; Starter knowledge / instruction structure; One onboarding / training session (up to 10 participants); Handoff documentation.
- Key scope limit: One organisation or workspace, 2–3 team workflows, one onboarding session for up to 10 people.
- Not included: AI subscriptions and licences — you buy and own them; More than one organisation or workspace; Anything materially outside this scope — quoted separately.
- Anything materially outside the standard scope is quoted separately rather than absorbed.
What an implementation covers
- Workspace and account structure — company workspace rather than personal accounts, who administers it, how billing is organised
- Users, roles and permissions, including who can create shared assistants and who can only use them
- Company instructions — how the assistant should write, what it should assume about your business, what it must never do
- Projects or shared assistants for specific jobs, set up around a real task rather than a generic prompt
- Knowledge — which documents the assistant may draw on, where they live, and who keeps them current
- Connectors to the tools your team already works in, where the platform supports it and the data rules allow it
- First workflows — usually two or three, chosen because they are frequent, tedious and low-risk, not because they are impressive
- Onboarding for the team, with examples from their own work
- Usage rules — what may be uploaded, what must stay out, when a human must check the output
- Handoff documentation so the setup survives people leaving
Departmental setups
The same platform is set up differently for different jobs. Sales wants account research and first-draft outreach that a person reviews. Support wants consistent answers drawn from approved material. Operations wants summaries and checklists. Management wants briefings from documents that already exist. Marketing wants drafts in a house voice. HR and recruiting need stricter rules about personal data. Engineering has its own needs — see Development Infrastructure Setup.
Implementation usually starts with one or two departments, gets them working, and expands from what is learned there.
Where this leads
Setting up the tools shows where work is repetitive enough to automate properly. When a workflow stops being a prompt a person runs and becomes a process that should run by itself, the next step is AI Operations or workflow automation and systems integration. Where a customer-facing job needs its own agent, that is Custom AI Agent Development. None of that is assumed — a good implementation often ends with a team that has what it needs.
What this is not
It is not legal advice. Usage rules are practical working rules for your team; they do not certify GDPR, AI Act or sector compliance, and where a regulation matters we will say it needs your lawyer or data-protection officer.
It is not a guarantee of productivity gains. We do not publish invented before-and-after numbers. What we can do is set the tools up so that the time savings are possible and measurable.
It is not a chatbot for your website. That is a different job — see AI Sales Manager.
How it works
- 1
Inspect
We look at what you actually have today — accounts, roles, tools, data, who uses what — read-only where the system allows it, before anyone proposes changing anything.
- 2
Understand the current setup
What works, what is duplicated, what is unowned, and where work leaks between tools. You get this in writing, in plain language.
- 3
Implementation plan
A scoped plan with clear boundaries: what gets configured, what stays as is, what is deliberately left out, and what needs a decision from you first. Scope and price are agreed in writing before configuration starts.
- 4
Configure
The plan is carried out inside your own accounts, through access you grant and can withdraw. Changes that touch people, money or customer data wait for your explicit approval.
- 5
Handoff
Documentation of what was set up and why, a short walkthrough for the people who will run it, and a clear line on what is yours to operate from now on.
Is this the right page?
- 1 Assess
- 2 Implement
- 3 Automate
- 4 Build
Choose this page if you want AI tools working properly across a team — workspace, roles, instructions, rules — and are open on which tool.
- Choose ChatGPT Implementation instead if you have already chosen ChatGPT.
- Choose Claude Implementation instead if your work is document-heavy and you have chosen Claude.
- Choose Gemini Implementation instead if your company runs on Google Workspace.
- Choose AI Team Training & Adoption instead if the tools are set up and the problem is people not using them well.
- Choose AI Knowledge Base Implementation instead if the tool is fine but its answers about your business are poor.
What usually comes next
Not a package — only where it makes sense once this is done.
- Workflow Automation & Systems Integration
once people use AI, the repeated steps around it are worth connecting
- AI Operations
when you want AI to keep a workflow moving, not just assist a person
Who you would be working with
- Company · Who you would be working with
- LATYNEX Digital is a service line of Latynex Trade OÜ, a company registered in Estonia (EU). Contact: info@latynexdigital.com.
- How we work · Delivery
- Remote, in English, with the person who would run the project. No local office is implied in any market.
- How we work · Commercial terms
- One scope and one price, agreed in writing before work starts. Your accounts, code and domain stay yours; any access we use is granted by you and can be withdrawn.
There are no client case studies on this page, and none are implied. What LATYNEX has built and runs itself is on the portfolio, each system labelled by stage. Published prices are on the pricing page; anything not listed there is scoped and quoted after review.
Questions
Do you sell ChatGPT, Claude or Gemini licences?+
No. You buy the subscriptions directly and own the accounts. We configure them, through admin access you grant and can revoke.
Which AI tool should we choose?+
It depends on what your team already uses, your data rules and the work itself. We recommend based on that, and if one tool is enough we say so rather than setting up three.
Is this consulting or hands-on work?+
Hands-on. We inspect, plan, and then configure inside your accounts. You also get the reasoning in writing, but the deliverable is a working setup.
Can you train our team as part of this?+
Yes — onboarding is part of implementation, and a deeper programme is available on its own. See AI Team Training & Adoption.
Do we need to share passwords?+
No. Access is granted through the platform's own admin and invitation features and can be withdrawn at any time. Nobody should paste a password into a chat or an email.
What happens with our company data?+
Which data goes into which tool is one of the decisions the implementation settles in writing. We do not guarantee compliance for you; we help you set working rules and flag where you need legal review.