Three Workers, Thirty-Six Months

The Company

Company

Clearview Partners*

Industry

Accounting (Tax, Audit, Advisory)

Headcount

30 employees

Active Clients

200+

AI Workers

3 (Onboarding, Docs, AR)

Time in Study

36 months

*Clearview Partners is a fictitious name. The numbers, timelines, cost patterns, and unplanned expenses are drawn from real engagements across both models.

Clearview Partners is a 30-person accounting firm in the mid-market. Tax, audit, advisory. Four partners. 200+ active clients. The kind of firm where everyone wears three hats and nobody has time for the work that falls between the cracks.

Three categories of work were consuming the most staff hours for the least return.

Client onboarding: Maria has been the client onboarding lead for six years. She spent 60% of her week copying data between systems, generating welcome packets, scheduling kickoff meetings, and chasing missing documents. New intake through conflict checks, engagement letters, billing setup, document requests, team assignment, welcome packets. Five systems touched on every new client.

Document processing: James processes AP invoices, expense reports, and vendor documents. Tax docs arriving by the hundreds during season, needing extraction, validation, and routing to workpapers. Every document that arrives outside business hours waits until someone is at their desk.

AR follow-up: Rachel managed client communications with a spreadsheet of 200+ open items. Aged receivables going unnoticed, unsigned engagement letters stacking up, missing tax documents causing deadline pressure. Revenue the firm was already owed, sitting uncollected.

Partners billing at $55/hour for staff time. None of these tasks required partner judgment. All of them required consistency, speed, and follow-through that humans find draining by mid-afternoon.

Clearview wanted three AI workers. One for each category. They evaluated two paths.

The Two Paths

Two ways to buy the same thing. Both paths deliver the same AI workers. Both lead to ownership. The difference is how you pay and who manages them.

Path A: Cash Purchase

$96,250 upfront. Three separate builds. 770 total hours. You own them day one. You maintain them yourself.

Buying the house in cash. You own it. You maintain it. It does not improve on its own.

Path B: Builder-Financed

$0 upfront. $8,025/month. We finance the build, train all three, and manage them. Every payment builds equity toward full ownership.

Buying with a mortgage. $0 down. The builder finances it because they believe in the house. They upgrade it while you pay it down. You own it free and clear at month 42.

The CFO looked at both numbers and had the obvious reaction: Path A is cheaper. By a lot. Let me show you the spreadsheet she was looking at, and then let me show you the spreadsheet that tells the real story.

What the CFO Saw First

The simple comparison. Thirty-six months, sticker price.

Cash Purchase Builder-Financed
Day One $96,250 $0
Monthly (steady state) $525 (platform only) $8,025 (payment + platform)
36-Month Sticker Price $114,100 $297,081
Δ $182,981 more

The CFO's reaction was reasonable. "Cash Purchase costs a third of Builder-Financed. Why would I pay nearly three times more?"

Good question. Now here's what actually happened over thirty-six months.

What Actually Happened: Cash Purchase

This is what the Cash Purchase timeline looks like once you're living it. Three separate builds. Three separate streams of maintenance costs. These are drawn from what actually occurs after AI builds go live, particularly for firms without a dedicated internal AI operations team.

Month What Happens Planned Cost Unplanned Cost Accuracy
1 Building all three. First milestone payments across the board. $32K out the door. $32,083 - N/A
2 Building. Second milestone. W2 and W3 on track. W1 scope questions emerging. $32,083 - N/A
3 🚀 Go-live. All three workers delivered. 80% accuracy. Final milestones paid. Everyone pleased. $32,609 - 80%
4 W1 misclassifies a new engagement type. W3 follow-up sequence fires on the wrong clients. Two invoices arrive. $525 $4,500 Varies
5 Partners want new conflict check rules in W1. W2 needs new tax form format. Two enhancement scopes. $525 $6,500 Varies
6 W1 multi-entity client edge case. W3 holiday schedule breaks timing logic. Quick fixes, two invoices. $525 $5,200 Varies
7 ⚠️ New foundation model releases. All three workers on old model. API provider announces deprecation timeline. A firm with an ML engineer handles this in-house. Clearview doesn't have one. Emergency: W2 production integration breaks Friday 4pm. $525 $18,500 Varies
8-9 W1 new service line needs new onboarding categories. W2 duplicate document processing. W3 edge cases in AR aging logic. Three separate fix cycles. $1,050 $12,500 Varies
10-12 More model upgrade quotes. Reporting dashboard requests. Ongoing bug fixes across all three. End of Year 1: accuracy trajectory depends on whether Clearview invested in improvements or focused on keeping things running. $1,575 $22,000 Varies
Year 1 Subtotal $101,500 $69,200 Unpredictable
13-24 Year 2. Another API deprecation. Compliance requirement changes. Staff turnover means knowledge gaps in how the workers operate. Bugs diminish but never stop. A company with internal AI ops capacity handles this smoothly. Clearview contracted it out. $6,300 $47,000 Unpredictable
25-36 Year 3. Workers now two AI model generations behind. The person who understood how they work left six months ago. Costs shrink, but the workers are aging. Accuracy at month 36 depends on cumulative investment: could be higher than launch, lower, or about the same. $6,300 $32,000 Unpredictable
36-Month Total (Cash Purchase) $114,100 $148,200
Actual 36-Month Total $262,300 Team-dependent

That unplanned costs column. Three workers, thirty-six months, $148,200 in invoices nobody budgeted for. More than the original builds combined.

Worker Build Cost Y1 Unplanned Y2 Unplanned Y3 Unplanned 36-Mo Total
Client Onboarding Coordinator (T3) $43,750 $33,200 $22,000 $15,000 $119,900
Document Processing Agent (T2) $27,500 $19,000 $13,000 $9,000 $74,450
Follow-Up Enforcer (T2) $25,000 $17,000 $12,000 $8,000 $67,950
Total (incl. platform) $96,250 $69,200 $47,000 $32,000 $262,300

And the accuracy? Both paths launch workers in the 70% to 95% range depending on task complexity. After launch, the Cash Purchase trajectory depends entirely on the client's team. Could improve with investment. Could drift without attention. Could plateau if nobody is paid to teach them. Unpredictable, just like the cost curve.

What Would Have Happened: Builder-Financed

Clearview chose Builder-Financed. Here's their actual first twelve months with the hero worker, the Client Onboarding Coordinator. Every monthly payment of $7,500 splits into two components: $2,606 in equity (paying down the principal toward ownership) and $4,894 in service (the team that manages, improves, and upgrades the workers).

Month What Happens Cost Surprises Accuracy
1 All three workers start training. Learning Clearview's systems, patterns, and institutional knowledge. $0 upfront: onboarding is financed into the monthly payment. $8,025 $0 50%
2 Still training. Getting better every day. W1 handling routine onboardings under review. $8,025 $0 62%
3 🚀 Go-live. All three workers in production. Competent. Still learning. W1 handles most onboarding types with light review. $8,025 $0 72%
4 New engagement type? W1 retrained. New tax form format? W2 handles it by next week. Included. $8,025 $0 75%
5 New conflict check rules needed? Added. W3 follow-up sequences refined for holiday schedules. Included. $8,025 $0 78%
6 W1 handles complex multi-entity clients. W2 processing at volume. W3 recovering revenue. All three reliable. Minimal supervision. $8,025 $0 83%
7 New foundation model releases. We test it in staging against all three workers. Meets performance bar. All three upgraded. Faster, smarter. No invoice. No disruption. $8,025 $0 85%
8 New service line? New onboarding categories added to W1. W2 processing scope expanded. Included. $8,025 $0 86%
9 Edge cases resolved across all three. W1 adapts to new engagement types quickly. Workers now senior-level. $8,025 $0 88%
10 Another model upgrade available. Tested. Deployed across all workers. Included. $8,025 $0 89%
11 Performance dashboards built. Transfer option now available for all three workers. $8,025 $0 90%
12 All three workers are veterans. W1 near-autonomous on complex onboardings. W2 processes at volume with rare errors. W3 recovering revenue the firm used to leave on the table. $8,025 $0 90%
Year 1 Subtotal $96,300 90%

Notice the Surprises column. Twelve months. Twelve zeroes. That's the model. Everything is included.

Years 2 and 3 look the same: predictable monthly payments, continuous improvement, zero unplanned costs. The 3% annual escalation applies only to the service component, is below typical wage inflation, and is known before you sign.

Year 1 Year 2 Year 3 36-Mo Total
Upfront $0 $0 $0 $0
Monthly Payments (3 workers) $90,000 $92,700 $95,481 $278,181
Platform/API (3 workers) $6,300 $6,300 $6,300 $18,900
Surprise Costs $0 $0 $0 $0
Total Builder-Financed $96,300 $99,000 $101,781 $297,081

Thirty-six months. Zero surprise costs. Every dollar known before she signed. That's the model.

Building Equity

Every monthly payment builds ownership. Here's the equity schedule for the full portfolio.

Month Payment Equity Service Remaining Balance Ownership
1 $7,500 $2,606 $4,894 $106,844 2.4%
6 $7,500 $2,606 $4,894 $93,814 14.3%
12 $7,500 $2,606 $4,894 $78,178 28.6%
24 $7,500 $2,606 $4,894 $46,906 57.1%
36 $7,500 $2,606 $4,894 $15,634 85.7%
42 (Payoff) $4,894 $0 $4,894 $0 100%

At month 42, the principal is paid off. Clearview owns the workers outright. The monthly payment drops 35%, from $7,500 to $4,894, because the equity component goes to zero. What remains is the service cost: the team that manages, monitors, upgrades, and maintains the workers. That team and its work don't disappear at payoff. Clearview can keep the service, hire the roles themselves, or find another provider. The choice is theirs, with full ownership of the assets either way.

The Real Comparison

Now let's put the two paths side by side the way the CFO should have seen them from the start.

Cash Purchase Builder-Financed
Upfront Capital at Risk $96,250 $0
Planned Costs (36 months) $114,100 $297,081
Unplanned Costs (36 months) $148,200 $0
Actual 36-Month Total $262,300 $297,081
Actual gap $34,781 (not $182,981)

The sticker price gap was $182,981. The real gap is $34,781. The unplanned costs ate 81% of the difference.

And the capital at risk tells a different story entirely. Cash Purchase requires $96,250 committed before anything works. Builder-Financed requires $0. That's the entire build investment at risk on day one.

Here's what matters more than the cost gap.

At Month 36 Cash Purchase Builder-Financed
Accuracy Depends on your team 90%+ (predictable improvement)
AI Model Your responsibility to upgrade Latest available
Bug Fixes Your responsibility Included
Enhancements Your responsibility Included
Model Upgrades Your responsibility Included automatically
Performance Monitoring Your responsibility Included
Monthly Cost Profile Unpredictable Fixed and known
When it breaks You find someone. You pay. We fix it. Included.
Company Brain Delivered at build completion Growing. Compounding across 3 workers.

The pattern: Cash Purchase means unpredictable cost and unpredictable accuracy. Builder-Financed means predictable cost and predictable accuracy. The $34,781 gap buys you that predictability, plus continuous improvement, current AI models, and a Company Brain that compounds across every worker in the portfolio.

Cash Purchase is a viable path for organizations with the internal team to manage AI workers long-term. Builder-Financed is the path for organizations that want the outcome without building that capability in-house.

The Accuracy Story

Numbers in a table are one thing. Let's make the trajectory visible. This is the hero worker (Client Onboarding Coordinator) over twelve months under the Builder-Financed model.

Hero Worker Accuracy Over 12 Months

50%
62%
72%
75%
78%
83%
85%
86%
88%
89%
90%
90%
1
2
3
4
5
6
7
8
9
10
11
12
Cash Purchase: unpredictable (depends on your team)
Builder-Financed: 50% → 90% (predictable improvement)

Both paths launch workers at 70% to 95% depending on task complexity. Under Builder-Financed, accuracy improves predictably to 90%+ over twelve months, driven by the managed service team. Under Cash Purchase, accuracy trajectory is your responsibility: it improves at whatever rate your internal team drives, if you have one. A company with the right talent can absolutely push accuracy higher. A company without it will see performance drift.

This is the trajectory a CFO should compare. Not the sticker price at month zero. The asset value at month thirty-six.

The Value Math

Clearview's three AI workers handle the work that used to consume staff hours across three departments. Here's how the annual value breaks down.

Worker What They Handle Annual Value
Client Onboarding Coordinator 10 onboardings/mo × 5 hrs each × $55/hr at 80% capture, plus $14,400 in error cost elimination. Maria now focuses on client calls, relationship building, and judgment about which clients need extra attention. She went from processing 8 new clients a month to 20. $40,800
Document Processing Agent Tax docs, W-2s, K-1s, 1099s extracted and routed. AP invoices to accounting system. The AI worker processes incoming documents 24/7, extracts data, matches records, and flags the 12% that need human judgment. James reviews the exceptions: the vendor who changed payment terms, the duplicate invoice the system flagged but could not resolve. $26,910
Follow-Up Enforcer Aged AR auto-nudge, unsigned engagement letter escalation, missing tax doc follow-up before deadlines. The AI worker sends follow-ups on day 3, 7, 14, escalates on day 21, and logs every response. Rachel handles what comes back: the frustrated client, the partner who needs context, the deliverable that came back wrong. The spreadsheet is gone. $223,200
Annual Portfolio Value $290,910

The Follow-Up Enforcer dominates the value calculation. That's revenue recovery: money the firm was already owed but wasn't collecting consistently. The logical deploy order (onboarding first, because the other workers depend on clean client data) differs from the ROI order, and that's fine. You build the foundation first.

Over three years, the portfolio delivers $872,730 in total value.

Cash Purchase ROI (3 Years)

3.33x

$872K value / $262K cost = $610K net

Accuracy depends on your team

Builder-Financed ROI (3 Years)

2.94x

$872K value / $297K cost = $576K net

90%+ accuracy, predictable, improving

Cash Purchase shows a higher ROI multiple. Both calculations use the same $290,910 annual value. The value figure is conservative for both paths: the actual value realized depends on accuracy. Workers at 90%+ catch more edge cases, make fewer errors requiring human correction, and handle more volume without supervision.

The more important distinction: the Cash Purchase ROI assumes the $262,300 total is final. It isn't. The unplanned costs shown here are drawn from composite data. One additional rebuild, one team member leaving, one compliance incident, and the total moves. The Builder-Financed costs are contractual: $7,500/month with 3% annual escalation on the service component. No surprises.

A company with internal AI operations capacity will manage those unplanned costs more efficiently than Clearview did. For that company, Cash Purchase ROI may hold or improve. For a company like Clearview, the unplanned costs are the cost of not having that team, and the gap between the two paths narrows further.

The Company Brain Effect

This is the section where three workers tell a story that one worker never could.

During onboarding, we built three things: the Workplace (cloud infrastructure, monitoring, security, integrations), the Company Brain (Clearview's institutional knowledge extracted and encoded for AI), and the Workforce (the actual workers, their roles, how they coordinate). Here's the critical part: the Workplace and the Brain are built once. Every additional worker uses them at zero incremental cost.

Onboarding Component Worker 1 Worker 2 Worker 3
1. The Workplace $2,500 $0 $0
2. The Company Brain $3,500 $500 $500
3. The Workforce Build $2,500 $2,000 $1,700
Total Onboarding $8,500 $2,500 $2,200

$8,500. Then $2,500. Then $2,200. That's a 74% drop from Worker 1 to Worker 3. The Workplace ($2,500) is built once and shared. The Company Brain ($3,500) gets a small incremental addition per worker ($500) because each new worker needs some domain-specific knowledge added, but the core institutional knowledge is already encoded. Only the Workforce Build is truly per-worker, and even that gets faster as patterns emerge.

Under Builder-Financed, all of this onboarding cost is folded into the principal and financed. $0 upfront for any worker, including the first one.

The Company Brain is quietly the most important thing in the model. You're building institutional memory that doesn't depend on any one person staying. The AI workers are how you use it. The brain is the asset.

Under Cash Purchase, three workers are three separate projects. Full scoping. Full build. Full cost. $43,750, then $27,500, then $25,000. No compounding. The Document Processing Agent can't benefit from what the Client Onboarding Coordinator learned about Clearview's client taxonomy. The Follow-Up Enforcer can't inherit the billing system integration patterns already built for the other two.

Under Builder-Financed, each worker makes the next one cheaper, faster to onboard, and smarter out of the gate. By the time you're thinking about Worker 4, onboarding is roughly $2,200 and the monthly rate is $1,500 to $3,500 depending on tier. Under Cash Purchase, Worker 4 is another $25,000+ build, another project, another set of maintenance responsibilities starting from zero.

That's the architectural advantage. The compound effect.

The Team Behind the Workers

One thing Clearview's CTO flagged early: "We don't have anyone who can manage this."

He was right. Most mid-market firms don't have ML engineers on staff. They don't have data scientists optimizing model performance. They don't have QA teams testing AI worker output against production data before every upgrade.

Every Builder-Financed engagement is backed by a team that most mid-market companies couldn't justify hiring.

Role Function Cash Purchase Builder-Financed
Domain Analyst Business context, translates requirements Scoping only Ongoing business context
Technical PM Coordinates releases, manages priorities During build Continuous delivery mgmt
Lead Data Scientist (PhD) Architecture decisions, performance optimization Architecture design Performance optimization
ML Engineer (dedicated) Tunes models, retrains, handles drift Build phase only Embedded in your portfolio
QA Engineer Regression testing, accuracy monitoring Pre-launch testing Continuous quality assurance
DevOps / Infra Security patches, uptime, scaling Not included Included
Compliance Specialist Audit trails, regulatory alignment If scoped in project Built into architecture

Under Builder-Financed, this team is amortized across a managed portfolio. Clearview gets PhD-level expertise at a fraction of what it would cost to hire even one of these roles. The senior ML engineer alone runs $180K to $250K fully loaded, and you'd want two for continuity. Clearview didn't need to hire anyone. The team came with the workers.

This table is also a blueprint. You can hire these roles. You can outsource to someone else. Or you can keep us at the service-only rate. We show you the door and trust you will choose to stay.

A company reading this table and recognizing every role already on their payroll is a company that may not need Builder-Financed. That's a real and legitimate path. A company reading it and counting zero matches is looking at the cost of building this capability from scratch, and the answer to "Cash Purchase or Builder-Financed?" becomes obvious on its own.

The Transfer Option

At month twelve, Clearview could transfer all three workers in-house. The cost at any point equals the remaining principal balance: the portion of the build and onboarding investment not yet paid down through equity.

Timing Equity Built Remaining Balance Transfer Cost
Month 12 $31,272 $78,178 $78,178
Month 24 $62,544 $46,906 $46,906
Month 36 $93,816 $15,634 $15,634
Month 42 $109,450 $0 $0

Transfer includes source code, full documentation, architecture diagrams, knowledge transfer, and 90 days of transition support. Everything you need to run the workers yourself.

One thing to understand clearly: the work does not disappear when you take ownership. Monitoring, upgrades, bug fixes, model updates, QA, compliance. That's the 7-person team's job today. After transfer, it's yours. The transfer option exists so that companies ready to build that capability in-house can do so at the right time, with full transparency about what they're taking on.

Clearview chose not to transfer at month 36. The CFO's reasoning: "The transfer cost at month 36 is $15,634. At month 42 it's free. More importantly, I looked at the team table and realized I'd need to hire at least three of those roles to maintain what we have. The service-only rate of $4,894 per month after payoff is less than one junior developer's salary. The math made the decision for me."

What Clearview Has at Month Thirty-Six

Portfolio Accuracy

90%+

Up from 50% at month 1

Surprise Costs

$0

36 months, zero unplanned

Annual Value

$290,910

Across 3 workers

Onboarding Decline

74%

$8,500 → $2,200 by Worker 3

Three AI workers. Thirty-six months. Client onboarding that used to take 5 hours per client, handled end-to-end. Tax documents extracted and routed at volume. Aged receivables collected before they became write-offs. Unsigned engagement letters chased automatically. Missing tax documents flagged before deadlines.

The people who used to do this work are still at Clearview. Maria focuses on client relationships and judgment calls. James reviews the 12% of documents that need human eyes. Rachel handles the conversations that come back from the AI's follow-ups. They're doing the work that was underneath the paper processing: the judgment calls, the client relationships, the pattern recognition that no model can replicate.

And every new worker Clearview adds to the portfolio onboards faster, costs less to stand up, and benefits from the Company Brain that all three workers have been building together. That's the compounding effect. Not just within one worker's trajectory, but across the entire workforce.

The CFO's Thirty-Six Month Reflection

"I spent two weeks comparing the sticker prices and almost chose Cash Purchase. It looked $183,000 cheaper. That felt like the responsible decision. Then I modeled what happens after go-live. The bug fixes across three workers. The model upgrades you can't skip. The enhancements you'll inevitably need, times three. We don't have an ML engineer. We don't have a QA team for AI. The Cash Purchase costs are unknowable at purchase time. The Builder-Financed costs were on a spreadsheet before I signed."

"I stopped comparing it to a software purchase. I started comparing it to a mortgage. Every month I'm building equity toward owning these workers outright. At month 42, the principal is paid off, my monthly drops 35%, and I own everything. If I want to bring it in-house at that point, I can, for free. If the service is still worth it at $4,894 a month, I keep it. Three employees who ramp from entry-level to senior in a year, never quit, and come with a PhD team I don't have to recruit. At that point, the monthly payment felt like payroll. And it was payroll I could cancel any time."

Composite based on CFO conversations across Builder-Financed engagements

The numbers told one story at month zero and a different story at month thirty-six. The sticker price said Cash Purchase was cheaper by $183,000. The actual experience said the gap was $34,781, for a workforce with predictable accuracy, current AI models, and a team Clearview never had to recruit.

Neither path is wrong. Cash Purchase is the right choice for companies with the internal capability to manage AI workers long-term. Builder-Financed is the right choice for companies that want the outcome without building that team. The numbers and the team table make it clear which kind of company you are. The decision emerges from there.

That's the case study. Thirty-six months of what actually happens when two paths lead to the same destination, and the route you choose depends on what you already have in-house.

Want to see the full model?

The numbers in this case study come from our AI Worker Teaching Model. Every assumption is editable. Every cost is transparent. We'll walk you through it with your specific workflows and show you what both paths look like for your company.

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