Frequently Asked Questions

HW2 Technologies is a Canadian AI systems integration firm that designs, builds, and deploys AI-powered workflows for professional services firms — including law firms, accounting firms, and consultancies. We handle everything: strategy, software, hardware, installation, and ongoing support.

We work with professional services firms in Canada that have 5–100 staff and are ready to systematize their operations. Our clients are law firms, accounting firms, engineering consultancies, and similar knowledge-work businesses where time is billed and client trust is paramount.

Most AI consultants deliver reports and recommendations. We deliver running systems. At the end of an engagement, you have software deployed on your hardware, staff trained on it, and documented processes to sustain it — not a slide deck. We also prioritize data sovereignty: your data stays on your infrastructure, not in a cloud service you do not control.

Our primary focus is Canadian professional services firms, particularly because of our expertise navigating Canadian grant programs like CDAP, SR&ED, and provincial innovation funds. We do occasionally work with US and international firms, but grant assistance is only available to Canadian entities.

We build primarily on open-source, self-hosted tools: local large language models via Ollama, vector databases, document processing pipelines, and custom web applications built on Next.js and PostgreSQL. We avoid lock-in to any single AI vendor. The specific stack is chosen per engagement based on the client's needs and existing infrastructure.

On client hardware — full stop. Data sovereignty is a core design principle at HW2. We do not route client data through third-party cloud AI services. AI models run locally on your servers or on-premise appliances we provision for you. This is especially important for law firms and accountants handling regulated or privileged information.

Yes — that is the default. Every system we build is designed to run on infrastructure you own or control. We provision and configure the hardware and software, hand it off with documentation, and provide support. You are never dependent on HW2's servers for your system to function.

Yes. We have experience integrating with common professional services platforms including practice management software, accounting packages, and productivity suites. Integration scope is assessed during discovery. Some integrations require API access that may need to be unlocked on your existing subscriptions.

Project pricing ranges from approximately $15,000 for a focused automation engagement to $80,000+ for a full AI systems buildout with hardware. The final number depends on scope, complexity, and hardware requirements. We provide a fixed-price proposal after a free discovery consultation — no hourly billing surprises.

Strategy and scoping, custom software development, hardware procurement and configuration (if applicable), installation, staff training, and 60 days of post-launch support. Documentation and process guides are also included. We do not charge separately for project management.

Ongoing costs are minimal by design. Because we use open-source models and self-hosted infrastructure, there are no per-query AI API fees. Ongoing costs typically include hardware amortization, a small support retainer if desired, and any third-party software subscriptions you choose to keep. We will itemize expected ongoing costs clearly in our proposal.

Yes. The first consultation is free and takes about 60 minutes. We will ask you about your current workflows, pain points, and goals, then give you an honest assessment of whether AI systems are the right investment — and if so, what a realistic engagement looks like. No sales pressure.

Most focused engagements run 6–12 weeks from signed contract to live system. More complex deployments involving significant hardware and multi-department workflows can run 3–6 months. We will give you a realistic timeline in the proposal — we do not make promises we cannot keep.

We follow five phases: (1) Discovery — document current workflows and identify the highest-value automation targets. (2) Design — map the new workflow with your team's input. (3) Build — develop and test the system. (4) Deploy — install on your infrastructure and run parallel operations. (5) Handoff — train your staff and hand over documentation. You have a named point of contact throughout.

Yes, training is included in every engagement. We typically run two sessions: an initial walkthrough during deployment and a follow-up session 2–3 weeks later once staff have used the system in practice. We also produce written documentation and short screen-recorded guides your team can reference.

The main programs available to Canadian businesses include the Canada Digital Adoption Program (CDAP), the Scientific Research and Experimental Development (SR&ED) tax credit, provincial innovation funds (such as Ontario's Digital Main Street), and in some cases IRAP through the NRC. Eligibility depends on your business size, industry, and project scope.

Yes. We have experience preparing and supporting grant applications for our engagements. We help document the project scope, technical approach, and expected outcomes in the format grant adjudicators require. Note that grants are approved by the funding body — we cannot guarantee approval — but a well-structured application significantly improves your odds.

Typically not in full, but they can cover a meaningful portion. CDAP, for example, can provide up to $15,000 for digital adoption planning and implementation. SR&ED can refund 35–65% of qualifying R&D expenditures as a tax credit. We will identify all applicable programs and model the expected offset in your proposal.

The best first step is a free consultation with us. We will assess which programs you likely qualify for, explain the application requirements, and advise on timing — some programs require pre-approval before project work begins. Starting early gives you the most options.