VAMBRACE AI

Green Horizons × Vambrace AI

Project Kickoff

October 1, 2025

Project Goal: Transform Green Horizons' digital presence to enhance customer experience and operational efficiency

Agenda

1. Our philosophy & approach

2. Project goals & success

3. Current situation & challenges

4. Scope overview & 4 workstreams

5. Plan & timeline

6. Roles & ways of working

7. Decisions & next steps

Working Together: Our Philosophy

We're your partner, not just a vendor. We focus on practical implementations of AI that drive real business value.

Our Approach

Start small, deliver fast, iterate based on feedback
Focus on outcomes, not technology for its own sake
Transparent communication and collaborative decision-making
Build solutions that work for your team and your customers

What You Can Expect

Regular check-ins and progress updates
Clear documentation and knowledge transfer
Honest feedback about what's working and what's not
Solutions designed for long-term sustainability

Project Goals & Success

Primary Goal: Modernize Green Horizons' digital presence to make it easier for customers to discover, order, and repeat services—ultimately driving revenue growth and operational efficiency.

How We'll Measure Success

Customer Experience

• Time to complete order ≤ 2 min
• Form completion rate ≥ 45%
• Instant preliminary quotes delivered

Business Impact

• Increased repeat customer orders
• Reduced manual quote back-and-forth
• Higher conversion from website visitors

Visibility & Growth

• Improved AI search presence
• More inbound requests from content
• Professional, modern brand perception

Project Delivery

• MVP live by October 31
• Clear documentation for team
• Smooth handoff and sustainability

Current Situation

Main Customers

Residential and commercial clients throughout the Twin Cities seeking professional lawn care and landscaping services.

Common Pain Points

Website could better showcase services and make it easier to take action
Current ordering page is like "a long a la carte menu" with no quantity adjusters
Lack of instant preliminary quotes requiring manual follow-up
Limited visibility in ChatGPT, Perplexity, and AI-driven search platforms

Scope (Phase 1)

INIncluded

Homepage and website redesign with clear CTAs
Ordering page with categories, descriptions, and quantity selectors
Automated preliminary estimate tool
AI-optimized content for ChatGPT, Perplexity, and generative search

OUTNot Included

Full backend CRM overhaul (later phases)

Deliverables: Updated site, testable order form, automated estimate workflow, clear handoff documentation

Scope — Open Discussion

Workstream 1: Site Redesign

Objective: Make it obvious what to buy, how to buy, and why to trust Green Horizons.

In Scope (Phase 1)

Homepage with clear CTAs
Services catalog redesign
Modern, professional styling

Out of Scope

Backend/CRM changes
Mobile app

Success Measures

• Service page CTR ≥ 60%
• Bounce rate ↓ 30%
• Time to find service ≤ 30s

Inputs Needed

• Logo, colors, fonts
• Top services list
• 2-3 reference sites you like

Workstream 2: Automatic Order Flows

Objective: Customer can add services + quantities and submit an order in under 2 minutes.

In Scope (Phase 1)

Add-to-order UI with categories
Quantity controls
Automated customer notifications (email/text)
Internal team alerts for new orders

Out of Scope

Deep CRM rewrite

Success Measures

• Start → submit ≤ 2 min
• Form completion ≥ 45%
• Invalid orders ≤ 3%

Decisions Today

• Payment: invoice later vs. card now
• Required fields for order
• Notification preferences (email/text/both)
• Confirmation message copy/format

Workstream 3: Automatic Quotes

Objective: Instant ballpark quotes from structured inputs; final price confirmed by team.

In Scope (Phase 1)

Quote calculator with rules
Templated email delivery
Human review threshold

Out of Scope

Binding contracts (Phase 2)
Integrated e-signature

Success Measures

• Customer time ≤ 5 min
• Same-day quotes ≥ 90%
• Back-and-forth ≤ 1 reply

Inputs Needed

• Pricing table/tiers
• Edge-case rules (density, distance)
• Quote email template preferences

Workstream 4: AI-Search Improvements

Objective: Help people find you and get smart answers via helpful, longer-form content pages.

In Scope (Phase 1)

4-6 helpful pages (FAQs, how-tos)
Service explainers
Structured content for AI crawlers

Out of Scope

Full content program (Phase 2)
Social media management

Success Measures (90 days)

• Non-brand search clicks trending up
• Time on helpful pages ≥ 1:30
• Requests from content ≥ X/week

Decisions Today

• Topics to prioritize (pick 3-4)
• Authoring workflow
• Review cadence

Plan & Timeline

Milestones

Draft site → Test order flow → Demo → Launch

Week 1 (Oct 1-7)

Kickoff • Gather assets • Confirm priorities • Preliminary redesign

Week 2 (Oct 8-14)

Homepage redesign • Ordering page prototype • AI-optimized content

Week 3 (Oct 15-21)

Automated estimate tool • Integration with order flow

Week 4 (Oct 22-31)

Test • Finalize • Document • Deliver with walkthrough

What We Need from Green Horizons

Website access (hosting/CMS credentials), services list with descriptions, pricing logic for automated quotes (base rates, density factors), brand assets (logo, fonts, colors, style preferences), point person for feedback

Roles & Communication

Team Structure

Decision Maker

Chris Beutz (Primary Contact)

Project Advisor

Estelle Beutz

Design Input

Amelia Beutz (Optional Reviews)

Communication Cadence

Weekly check-ins: Progress review and planning calls (time TBD)
Shared Slack channel: Quick updates and day-to-day communication
Email: Formal documentation and milestone approvals

Decisions for Today

What must be confirmed now to move forward effectively:

Product & Design

Must-have features vs. nice-to-haves for Phase 1
Brand assets and reference sites you like
Notification preferences (email/text/both)
Content topics to prioritize (3-4 to start)

Logistics & Access

Weekly check-in schedule and time
Primary point of contact (Chris confirmed)
Website credentials delivery timeline
Quote pricing logic and edge cases

Goal: Ensure we're aligned on priorities and have everything needed to start Week 1 effectively

Risks & Constraints

Known Constraints

Technical Limits

Legacy CRM integration complexities requiring phased approach

Resource Limits

Time constraints (one-month timeline) and data access dependencies

Risk Mitigation Strategy

Document all changes: Clear tracking of modifications and rationale
Pilot first: Test with small user group before full rollout
Off-switch ready: Ability to revert quickly if issues arise
Regular check-ins: Early detection of blockers or misalignment

Next Steps

Gather Required Assets

Owner: Green Horizons Team • Due: October 3, 2025

Website credentials, services list with descriptions, brand assets, pricing logic for quotes (base rates, density factors, adjustments)

Schedule Weekly Check-ins

Owner: Luke Deasy • Due: October 2, 2025

Confirm recurring meeting times for progress reviews

Begin Preliminary Design

Owner: Luke Deasy • Due: October 7, 2025

Initial homepage mockups and ordering flow wireframes

Next Meeting: Week 1 Check-in (Date TBD) — Review preliminary designs and confirm direction

VAMBRACE AI

Let's Build Something Great Together

Luke Deasy

Founder & CEO

Email: luke@vambrace.ai

Phone: (412) 807-1999