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Start an assessment05 · Managed Services
Support for the AI tools your team relies on
We run access, spending, usage rules and monitoring for your AI tools, and review them with your leadership team each month.
- Copilot
- ChatGPT Team
- Claude Team
- Teams
Examples
What we look after each month
Examples based on client projects. Names and figures in them are illustrative.
What you spend on AI, and on what
We track spending on AI tools and models, flag unusual costs and look for cheaper ways to get the same result.
Who has access to which tools
We handle user access, remove licences nobody uses and keep a record of who can use each tool and why.
Usage rules, checked each month
Acceptable-use policies, data handling controls and approval steps, checked each month and reported to your leadership team.
Monitoring and incident triage
We monitor the applications your team relies on, triage incidents and report each month on uptime and what we changed.
- Check access against the staff listLeavers removedAccess
- Track spend for each toolAgainst the budgetSpend
- Sample outputs for qualityErrors logged and fixedQuality
- Check use against the policyData handling rulesPolicy
Overview
What Managed Services means in practice
You get AI tools that are watched, costed and kept within your rules.
The service covers the AI side of your technology: the tools your team uses, the models behind them, what they cost, the rules for using them and who uses them. We learn your tools, your approach to risk and how your people work, and a named person on your side signs off each change.
What you receive
- 01AI spend you can see
Reports on what you spend on AI tools, with budget alerts and a cost review each month.
- 02Rules in place
Acceptable-use policies, data controls and audit trails, set up when the service starts.
- 03Usage you can measure
Who uses each tool and how, so you can see which licences are in use.
- 04Changes recommended
A monthly look at model choice and cost per task, with the changes we recommend.
Day-to-day management of your AI tools. We agree what the service covers, its price and its start date in a written proposal.
Talk to usSpend tracked and controlled
We track spending on AI tools and models, flag unusual costs and look for cheaper ways to get the same result.
Rules your team follows
Acceptable-use policies, data handling controls and approval steps, set to the level of risk you accept and checked each month.
Training as tools change
Your team gets onboarding, a shared library of prompts and training when tools change, and we track how the tools are used.
Each month
A review of your AI tools
Your leadership team reviews it with us on the first working day of the month.
Example document. Names and figures are illustrative.
How it works
How we deliver Managed Services
- 01
Audit and onboarding
We review the AI tools you use, who has access and how spend is tracked, then set up monitoring and a starting set of rules.
- 02
Rules
We agree an acceptable-use policy, data handling rules and the criteria for choosing suppliers with your leadership team.
- 03
Day-to-day running
We handle user access, spend tracking, model choice, quality monitoring and contact with suppliers.
- 04
Monthly review
We review spend, usage, new tools and how well the rules are followed, and recommend changes to the person responsible.
Step 1 of 4
Audit and onboarding
We review the AI tools you use, who has access and how spend is tracked, then set up monitoring and a starting set of rules.
How is this different from IT managed services?
IT managed services cover devices, networks and a helpdesk. This service covers your AI tools: the models behind them, what they cost, the rules for using them and who uses them.
What does the service include?
User access, spend tracking and cost reviews, model choice, usage rules and an acceptable-use policy, data controls, quality monitoring, a prompt library, training and supplier management. We agree which of these you need.
How is the service priced?
We agree the fee and what it covers in a written proposal before the service starts.
Which AI platforms do you support?
The main platforms, including Claude (Anthropic), OpenAI, Google Gemini and Microsoft Copilot, and specialist tools. We manage setups that use more than one supplier.
How do you control AI spend?
With spend dashboards, budget alerts per user and per project, and a cost review each month, so you see what is spent, on what and whether it is worth it.
How long does onboarding take?
It depends on how many tools and users are involved. Before the service starts, we agree an onboarding plan covering setup, documentation, usage rules, dashboards and training.
Can this be combined with Agent Deployments?
Yes. We build your AI agents and run the setup they work in, so one team handles changes when an agent needs adjusting, and your named person signs them off.
Also from Reformat Labs
Explore our other services
For teams starting with AIAI WorkshopsPractical sessions where your team uses AI on its own tasks and learns what needs checking.
For tasks your team repeats every dayAgent DeploymentsAI agents that carry out agreed steps in the tools you use, with the checks your team sets before anything goes out.For deciding what to buildAI ConsultancyA written plan of which tasks AI can take on in your business, what each would cost and which to start with.
For software built around your processApplication DevelopmentSoftware designed and built around your processes, users and existing systems, then tested with the people who will use it.Talk to us
Which AI tools does your team use?
List the AI tools your team uses and who looks after them now. We will tell you what we would take on and what the monthly review would cover.