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Enable · Public AI, set up properly

AI setup for law, accounting and advisory firms

AI Setup is Pylon Digital's fixed-fee AI setup for law, accounting and advisory firms whose staff already use AI informally. We configure a ChatGPT, Claude, Copilot or Gemini business plan properly: single sign-on, admin controls, training opt-outs, connectors, a prompt library, a usage policy and staff onboarding. Partners get one approved tool with clear rules.

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Illustration: what AI Setup puts in place before staff start.

Is it right for you

Who it's for

AI Setup suits 10–100 person law, accounting and advisory firms where staff already use AI on free or personal accounts. The usual trigger is a partner finding client material in a personal chatbot, or a client or insurer asking about the firm's AI policy.

Why set up AI properly if staff already use it?

Because the risk sits in the use nobody configured. On free or personal accounts, the firm cannot see what client material has been entered or remove access when someone leaves. A business plan fixes most of this, but only once it is set up for a professional firm rather than left on its defaults. Our guide to shadow AI in professional firms explains how to find informal use first, and six questions partners should ask before staff use AI sets out what to decide at partner level.

The details are where firms get caught. Anthropic may use a Claude conversation for training if a user rates it with the thumbs up or down buttons, unless an owner of the Team or Enterprise plan switches off the “Rate chats” setting (Anthropic’s privacy documentation). Microsoft Copilot only surfaces files a person has at least view permission for, so loose SharePoint and OneDrive sharing becomes loose AI answers (Microsoft Learn). We check settings like these for your chosen platform and write down what we set and why.

Deliverables

What you get

You get a business AI plan configured for a professional firm, the documents that govern it, and staff trained to use it well.

  • A platform and plan recommendation

    Advice on ChatGPT, Claude, Copilot or Gemini, and which plan, based on your existing systems and the work you want help with.

  • Single sign-on

    Staff sign in with their existing Microsoft 365 or Google Workspace accounts, so access ends when their work account is switched off.

  • Admin and training settings

    Workspace settings for data sharing, model training, feedback and retention checked against the vendor's current documentation, and unapproved features switched off.

  • Connectors, chosen deliberately

    Connections to email, SharePoint, OneDrive or Google Drive switched on only where partners approve them, with file permissions checked first wherever the AI can search your files.

  • AI acceptable-use policy

    A usage policy tailored to your firm, adapted from our free AI acceptable-use policy template: approved tools, what client information may be entered and who approves exceptions.

  • Prompt library

    Tested prompts for common tasks, such as summarising a file note or drafting a client email, stored where staff can find them.

  • Team onboarding

    Live sessions for partners and staff on writing good prompts, checking output and what never goes into AI.

  • Optional monthly admin

    Starters, leavers, settings reviews as vendors add features, and policy updates, delivered through Managed AI.

Process

How it works

AI Setup is a fixed-scope project: a discovery call, a review of current use, configuration, then training and handover. Monthly admin is optional afterwards.

  1. Step 0145 minutes, free

    Discovery call

    We talk through how staff use AI today, the systems you run and what partners are concerned about.

  2. Step 02Agreed in writing

    Current-use review and plan choice

    We find where AI is already in use, including personal accounts, and recommend a platform and plan.

  3. Step 03Timeline in your proposal

    Configuration

    We set up the workspace, single sign-on, admin and data settings, approved connectors, the prompt library and a draft usage policy.

  4. Step 04Timeline in your proposal

    Onboarding and handover

    We train partners and staff, move people off personal accounts and hand over written admin notes.

Integrations

Systems we work with

We set up the four main business AI platforms and connect them to your existing sign-in and document systems. Plan names and features change often; details here are as at September 2026.

  • ChatGPT Business (formerly ChatGPT Team)
  • ChatGPT Enterprise
  • Claude Team
  • Claude Enterprise
  • Microsoft Copilot (formerly Microsoft 365 Copilot)
  • Google Workspace with Gemini
  • Microsoft 365
  • Google Workspace

Security & data residency

Where your data goes, and who can see it

With AI Setup, your data sits with the AI vendor under your firm's own business agreement, not with Pylon Digital, so we check each vendor setting that affects it. Where monthly admin gives us access, it is limited to the admin tasks your firm approves.

Model training
As at September 2026, OpenAI, Anthropic, Microsoft and Google each state they do not train their models on business-plan data by default. We check the exceptions, such as feedback buttons, and set them to match your policy.
Where data is stored
Storage locations differ by vendor and plan; for example, OpenAI lets eligible new ChatGPT Enterprise customers store content at rest in Australia (OpenAI). We show where each option stores and processes data before you choose.
Who has access
Only staff your firm approves, signing in through your own work accounts. Admin rights sit with named people at the firm, and with Pylon Digital only if you choose monthly admin.
Client information rules
The usage policy sets what client and matter information may go into AI at all. Work too sensitive for any public tool belongs in Private AI.
Read our security and data residency page

Pricing

Pricing guidance

Pricing model: Fixed + optional monthly admin

Fixed fee, with optional monthly admin, both quoted in writing after the free discovery call. The fixed fee depends on the platform, the number of staff, and how many connectors and training sessions you need. Monthly admin covers seat changes, settings reviews and policy updates. AI plan licence fees are separate from our fee.

Illustrative example

Example: a 20-person law firm with staff on personal ChatGPT accounts

Talk through a similar build

Illustrative scenario: a practice manager finds several lawyers using personal ChatGPT accounts to tidy correspondence, with no record of what was pasted in. With AI Setup, the firm moves to one business workspace with Microsoft 365 sign-in, connectors limited to approved SharePoint libraries, a prompt library for letters and file notes, and a policy that keeps client-identifying details out unless a partner approves.

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.

Melbourne and Victoria

Areas we serve

We are based in Melbourne and work with businesses across Melbourne, Geelong and Victoria, on site by arrangement or remotely.

Questions

Frequently asked questions

Which AI platform should our firm use: ChatGPT, Claude, Copilot or Gemini?

Usually the one that fits the systems you already run. Firms on Microsoft 365 may lean towards Copilot because it works inside Outlook, Word and Teams, and Google Workspace includes the Gemini app in most editions. ChatGPT and Claude suit firms that want a standalone assistant for drafting and analysis. We compare the options against your firm's work in the discovery call before recommending one.

Is ChatGPT Business safe for client information?

It is safer than a personal account, but safety depends on settings and rules. As at September 2026, OpenAI states it does not train on ChatGPT Business data by default, and the plan supports single sign-on. Decisions remain about connectors, sharing and which client details staff may enter. Our guide to setting up ChatGPT Business securely covers each setting.

What does an AI usage policy need to cover?

At minimum: which tools are approved, what client and personal information may be entered, who checks AI output before it reaches a client, and how exceptions are approved. AI Setup includes a policy tailored to your firm, adapted from our free AI acceptable-use policy template. Partners sign it off before staff onboarding, so training teaches the rules the firm has actually agreed.

How long does AI setup take?

Most of the time goes into agreeing settings and training people, not technical configuration. Your proposal sets out the timeline, which depends on the number of staff, the connectors you want and how quickly partners approve the usage policy. We agree it with you before work starts.

What if some work is too sensitive for ChatGPT or Copilot?

Keep it out of public AI tools, whatever the plan. As a matter of best practice, the OAIC recommends that organisations do not enter personal information, and particularly sensitive information, into publicly available generative AI tools (OAIC guidance). Private AI handles that work instead. This is general information, not legal advice.

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.

Book a free 45-minute discovery call

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