Professional Team Appointment Agent
The Professional Team Appointment Agent drafts scopes of services for each consultant by Identification of Work stage, calculates fees against the guideline professional fees published by the built environment councils, and prepares PROCSA or bespoke appointment agreements. It then compares the scopes side by side across the architect, engineers, QS, H&S agent and other consultants to find gaps and overlaps before anyone is appointed.
Ideal forPrincipal agents
The difference
From 1-2 days per professional team to 2-3 hours
Consultants are appointed sooner on clear terms, so design starts on time and fee disputes over scope are avoided later.
Done by hand
1-2 days per professional team
With the Vanine agent
2-3 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
No work falls between two consultants
Coordination, fire engineering, wet services and site inspections often end up unassigned. A scope check across every appointment catches them before they turn into additional fee claims.
Fees you can justify
Each fee is calculated transparently from the applicable council guideline, project value and stage split, so the client can see what is fair and where a negotiated discount sits.
Consistent agreements across the team
PROCSA or your own templates are completed the same way for every consultant, with the same stage definitions, payment terms and deliverables.
Capabilities
Appoint the full professional team with clear scopes, fair fees and no gaps.
Built for client-side project managers, principal agents, development managers and in-house property and infrastructure teams appointing architects, engineers, quantity surveyors and specialist consultants on South African projects.
Scopes by work stage
Drafts scopes of services for each discipline across the Identification of Work stages, from inception and concept through design development, documentation and procurement, construction and close-out.
Guideline fee calculation
Calculates fees against the guideline professional fees published by councils such as SACAP, ECSA, SACQSP, SACPCMP and SACLAP, applying project value, complexity and the agreed stage percentages.
Appointment agreements
Completes the PROCSA client/consultant professional services agreement, or the CIDB Standard Professional Services Contract or NEC PSC for public-sector work, with scope, fees, programme and payment terms.
Scope gap and overlap check
Places every consultant's scope in one matrix and flags services nobody holds, or that two consultants are both being paid to deliver.
Fee proposal comparison
Normalises consultant fee proposals against the guideline and against each other, highlighting exclusions, disbursements and assumptions that change the real cost.
Appointment register
Keeps a register of every appointment with fees, stage payments, council registration and professional indemnity cover, ready for the project file.
How it works
From your systems to a result you sign off
Your project manager negotiates the fees, and the client's authorised signatory approves and signs each appointment.
Connect the places your fee proposals already live.
The project brief, estimated construction value, consultant fee proposals and your appointment templates from SharePoint or Outlook. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Procore and Aconex
- DocuSign or Adobe Sign
- Excel fee calculators and appointment registers
Runs on request in Teams, Copilot Studio or OpenAI Frontier, or on your own AI platform, using the models your organisation approves.
Draft appointment agreements in Word, a fee schedule and scope matrix in Excel, and an appointment register in the project's SharePoint site.
Step by step
- 01
The project brief and consultant proposals are shared with the agent.
- 02
It drafts scopes of services for each discipline by work stage.
- 03
It calculates guideline fees and compares the proposals received.
- 04
It runs the scope gap and overlap check across the whole team.
- 05
Your project manager reviews, negotiates and finalises each appointment.
- 06
The client signs the agreements and the appointment register is updated.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Calculate guideline fees on R86m works value"
- project
- Office park phase 2
- works value
- R86 million
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your fee proposals never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your fee proposals stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your fee proposals. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR FEE PROPOSALS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
