Buena Vida Consultants AI Profit Roadmap

AI Profit Roadmap

Findings · sample excerpt

Prepared for:

Texas Oxygen Delivery & Medical Supply Co.

Prepared by:

Buena Vida Consultants

This is one section of an AI Profit Roadmap, the plan a client receives at the end of an AI Profit Diagnostic. A full Roadmap covers every leak the Diagnostic confirms, in the order worth fixing. This sample shows one.

Finding 1: Clinics that quietly stop reordering

The leak

Recurring accounts rarely leave out loud. A clinic orders every three weeks for two years. Then it doesn't, and nobody notices until the account is gone. Nobody dropped the ball. Reorders were set up to depend on the clinic remembering to call, and it's nobody's job to notice when one doesn't.

How we found it

Two sources. In recorded interviews, the owner and the office manager each described reorders the same way: "the clinics call us." Then we read 24 months of order history. The company serves 140 active clinic and hospital accounts, and most order on a steady rhythm of every two to four weeks. In the last twelve months, 17 of them broke that rhythm and never came back. For most, the last order looked completely normal.

What it costs

Accounts that went quiet in the last 12 months	17 of 140 (about 12%)
Share we count as recoverable	About 1 in 3, so 5 to 7 accounts a year
Average account value	$6,500 to $8,500 a year
On the table	About $32,500 to $59,500 a year

How the math works: 5 to 7 recoverable accounts × $6,500 to $8,500 each.

Assumptions: "Quiet" means no order for twice the account's usual cycle. We count only about one in three quiet accounts as recoverable, because some clinics closed, merged, or left for reasons a phone call wouldn't change. Values come from each account's average yearly orders. This range sizes the leak. It is not a promise of what the fix returns.

The fix, in order

Step	What gets built	Why this order	What it returns
1	Learns each account's normal reorder rhythm and flags a break the week it happens	Everything after it runs on this, and it uses order history the company already keeps	You know the same week an account goes quiet
2	Ranks flagged accounts by what they're worth	Not every quiet account is worth the same	You know which quiet account to call first
3	Drafts the check-in note for a person to approve and send	A note that's already drafted when it's needed is easier to edit, approve and send	5 to 7 accounts a year kept on the books, about $32,500 to $59,500
4, later	Predicts each clinic's next order and prompts before it's due	It keeps accounts from going quiet, instead of catching them after. Worth building once steps 1 to 3 prove out	Measured at month six: how many fewer accounts went quiet

Steps 1 to 3 are built in the first month. Every step has a person's approval in it. Nothing sends itself.

Adoption & Governance

Adoption: who runs it, and what changes

• The office manager owns it: about ten minutes each morning to review the day's flags, approve or edit the drafted notes, or dismiss a flag with a reason.
• Reorders stop depending on the clinic remembering to call. The check-in happens the week an account's rhythm breaks, not the quarter after.
• "In service and being used" means every flag is reviewed within one business day, and the monthly report is part of the owner's review.

Governance: the rules it runs by

• It reads account-level order history and contact names, and it drafts notes. It never sends anything without a person's approval.
• It never touches patient information. It sees which clinic ordered what and when, never who the oxygen was for.
• The data stays on a private server BVC maintains for the company, not in a shared public tool.
• Success is measured monthly: accounts flagged, accounts contacted, accounts kept, and dollars kept, against the range in this plan.