Enable
Private AI & Knowledge Assistants
Private AI for sensitive work: a staff chat assistant and an assistant that answers from your own precedents, policies and procedures, citing its sources.
Run · For every AI client
Managed AI services in Australia for professional firms
Managed AI is Pylon Digital's monthly plan for running the AI a firm depends on: hosting and monitoring agents, automations and private AI, plus seat administration for ChatGPT, Claude, Microsoft Copilot or Gemini. It provides managed AI services in Australia for law, accounting and advisory firms that want the team who built their AI to keep running it.
Last updated:
Is it right for you
Who it's for
Managed AI is for every Pylon Digital AI client once a setup or build is live. The trigger is simple: the AI now does real work in the firm, so someone has to watch it, fix it and keep it current as staff, systems and models change.
- Firms running AI agents such as the Document Chaser or the Client Intake Agent, by Pylon Digital
- Firms with automations moving data between practice-management, accounting and email systems
- Firms using Private AI for sensitive work
- Firms with ChatGPT, Claude, Copilot or Gemini seats that need starters, leavers and settings handled
- Practice managers who don't want to become the firm's AI administrator
Why build and run AI under one roof?
Because AI keeps needing work after launch, and it fails in the gaps between providers. AI consultants build and hand over. Web agencies rarely take on security. Managed IT providers keep devices and Microsoft 365 running but typically don’t build AI. A firm that uses all three ends up owning the handoffs itself, usually through the practice manager.
Pylon Digital builds and runs under one roof, from an IT background. The people who scope an agent or a private assistant are the people who host it, watch it and fix it when a vendor changes something. That IT background comes from our partnership with Key IT, an IT business. We explain the thinking in why we build and run under one roof.
What does an AI system need after launch?
More than most firms expect. Source systems change their connections, staff join and leave, vendors retire models, and policies need updating as tools add features. Each change can quietly stop an agent working or give the wrong person access. For advisory firms running engagements across several systems, a monthly service that catches these changes is what keeps the AI useful in its second year, not only its first month.
Deliverables
What you get
You get one monthly plan covering everything we have built or set up for you, and one team accountable for all of it.
Hosting
We host and maintain your agents, automations and private AI, with client data stored in fully GDPR-compliant data centres.
Monitoring
We watch every scheduled run, system connection and agent action, and act on failures.
Fixes when systems change
When a vendor changes an API, a password expires or you move systems, we update the connection so the work keeps running.
Model updates
We test new AI model versions against your own tasks before switching, and move you off models a vendor retires.
Seat administration for public AI
Starters, leavers, licence counts and admin settings for ChatGPT, Claude, Copilot or Gemini, kept in line with your usage policy.
Monthly summary
A one-page report of what ran, what failed, what we changed and what we recommend next.
Process
How it works
Managed AI starts when a setup or build goes live. Joining is a short handover, not a new project.
- Step 0145 minutes, free
Discovery call
We review the AI your firm runs today and what it needs to keep working.
- Step 02Agreed in writing
Tier and scope
We agree the tier that fits the number of agents, automations, private AI collections and seats you run.
- Step 03Timeline in your proposal
Run book and monitoring
We document each system, set up monitoring and alerts, and agree who at the firm we contact and when.
- Step 04Monthly, ongoing
Monthly run
We host, monitor, fix and update, and send the monthly summary.
- Step 05Cadence agreed with you
Partner review
We review usage, costs and risks with a partner and recommend what to change, retire or add.
Integrations
Systems we work with
We manage what we build and set up, across the AI platforms and firm systems professional firms use most.
- ChatGPT Business and Enterprise
- Claude Team and Enterprise
- Microsoft Copilot
- Gemini in Google Workspace
- Microsoft 365
- Xero Practice Manager
- Actionstep
- LEAP
Security & data residency
Where your data goes, and who can see it
Running AI means holding access to firm systems, so access is the first thing we control. Client data is stored in fully GDPR-compliant data centres, and each system's handover documentation records what personal information it holds and who can see it.
- Where it runs
- Agents, automations and private AI store client data in fully GDPR-compliant data centres. Our security and data residency page explains how we protect it.
- Human approval and audit logs
- Agents ask a person before anything leaves the firm, and every action is recorded in a full audit log.
- Access to your systems
- Our access is scoped to what each agent or automation needs and listed in your run book, so you can see exactly what we can reach.
- AI model training
- Your proposal shows each AI provider's terms on model training, and we switch on the settings each provider offers to keep client data out of it.
- Incidents
- If something goes wrong, we tell you as soon as practicable, on the terms in your agreement, and give you what you need to assess it, including whether it is an eligible data breach under the Notifiable Data Breaches scheme.
Pricing
Pricing guidance
Pricing model: Tiers
Monthly subscription at set levels. We recommend a level after the free discovery call and confirm the price in writing. Your level depends on how many agents, automations, private AI collections and public AI seats we run, and the response times you need. Your proposal shows which AI vendor licence and usage fees are included and which are billed separately.
Illustrative example
Example: an advisory firm running an agent, an automation and private AI
Talk through a similar buildIllustrative scenario: a 35-person advisory firm uses an intake automation, a private knowledge assistant and our Debtor Follow-up agent, plus Microsoft Copilot seats for all staff. In one month, the accounting system changes how it accepts connections, two staff join, one leaves, and the AI model behind the assistant is updated. Under Managed AI, we update the connection, adjust seats and test the new model against the firm's own questions before switching. The practice manager reads a one-page summary.
Commitments
What you can hold us to
These are the working rules behind every engagement, from the first discovery call to the monthly Run service. Ask us on the call how each one works for the system you have in mind.
Scope and price in writing first
Every build is scoped and priced in writing before work starts, so there are no open-ended hours.
A person approves what agents send
Our AI agents draft; a person at your firm approves what they send. The After-hours Receptionist answers live only from wording your firm approves in advance.
Every agent action logged
Every action an agent takes is recorded in an audit log, so you can see exactly what it did.
GDPR-compliant data centres
Client data in the systems we build and run is stored in fully GDPR-compliant data centres.
Accessible, fast websites
Websites are designed and tested against WCAG 2.2 level AA and Google’s Core Web Vitals “good” thresholds.
Built and run under one roof
A build can move straight onto a monthly Run service with us, so it is not handed over and forgotten.
Questions
Frequently asked questions
What do managed AI services cost in Australia?
Managed AI is a monthly subscription at set tiers, confirmed in writing after the free discovery call. The tier depends on how many agents, automations, private AI collections and public AI seats we run, and the response times you need. A set monthly fee means partners approve a known cost for our work rather than an open-ended hourly bill.
Why not ask our managed IT provider to look after our AI?
Because running AI well needs people who can build it. Managed IT providers keep devices, networks and Microsoft 365 running, but typically don't build AI agents or automations. AI consultants build and then hand over. Pylon Digital does both, from an IT background through our relationship with Key IT, so the team that built your AI is the team that runs it.
Do we need Managed AI if we only use ChatGPT or Copilot?
Only the seat administration part. Firms using public AI alone can take the optional monthly admin that follows AI Setup, delivered through Managed AI and covering seats, settings reviews and policy updates. Firms running agents, automations or Private AI also need hosting and monitoring to keep them working, which is the core of Managed AI.
What happens when an AI vendor changes or retires a model?
We handle it. Vendors release new models and retire old ones regularly, and a change can alter how an agent or assistant behaves. We test new versions against your firm's own tasks before switching, keep the previous configuration until the new one passes, and record what changed in your monthly summary.
What is the Key IT relationship?
Pylon Digital works in partnership with Key IT, an IT business. It matters because we come to AI from running technology for businesses, not from one-off consulting, so we plan every build expecting to run it for years, not months.
Secure by design. Set up correctly. Fully managed.
Talk to us before you commit to anything
Start with a free 45-minute discovery call. We look at your systems and priorities, then recommend a first step with a fixed scope, or tell you if we are not the right fit.
Keep exploring
Related services and reading
Build
AI Agents
Six AI agents that chase documents, handle intake, answer after-hours calls and draft replies, with human approval before anything leaves your firm.
Industry
Advisory firms
Business AI plans set up properly, private AI over your methods and past engagements, and one weekly utilisation and pipeline report for advisory firms.
All services
Enable, Build, Run
See the full line-up of 10 services and how an engagement moves from setup to a monthly Run service.