Private AI · Built on Your Records

Stop rummaging
through reports.
Just ask.

The answer's already in your records — buried across years of ROs, POs, invoices, and reports you'd have to dig through by hand.

Wardian lets you just ask. Plain-English questions, answered in seconds, by a private system that has read every document you own — running on a computer in your building.

Book a Free Assessment See the Problem
Invoice Purchase order Repair order Warranty claim Insurance verification Optometry intake Eyeglass prescription Patient visit summary Retainer agreement Power of attorney Invoice Bill of lading Employment application Service work order Patient registration Insurance claim Residential lease Auto repair estimate Lab requisition Incident report
W Johnson Fleet · 8,412 records · Local & Private
What do you want to know?
Ask about any record…
Filter used on unit 2-150? Show open warranty claims
Guarantees
No internet required Your data never leaves your building No subscriptions · One-time fee You own everything we build
The Problem

No single document
has the answer.

Ask an accountant a question like this and the answer scatters — across the partnership agreement, nine years of K-1s, the capital account, and the distribution log. Someone has to pull all four and rebuild the number by hand.

The question
“What’s the Reynolds partnership’s tax basis after all these years?”
Partnership agreement
Partnership Agreement
Initial capital +$50,000
Schedule K-1 summary 2016-2024
Schedule K-1s
Allocated income +$68,000
Capital account statement
Capital Account
Contributions +$15,000
Distribution schedule
Distribution Schedule
Distributions −$42,000
The answer — only after reading all four
Reynolds’ adjusted basis is ≈ $91,000. $50,000 contributed at formation, plus $68,000 of allocated income across nine years of K-1s, plus $15,000 in later contributions, minus $42,000 distributed — a figure that lives in none of the four.
The Solution

A sealed system that
knows your entire operation.

We read every document you own, then seal it inside one private system on your network. You ask a question — it answers from all of it at once, and nothing ever leaves the box.

Your documents
Every RO, PO, invoice & record — read once
The Wardian Case
Sealed & private
LocalOfflineYours
Nothing leaves this box
One answer
“What air filter was used on unit 2-150?”
Baldwin RS3539 · last service 03/14/25 · RO# R-0956
Drawn from all of them at once
Reads every document at once
Answers only from your data
Runs on your network
Your whole team, any device
You own it permanently
The Process

Four phases.
One working system.

We handle every technical step. You provide the records and answer a few questions. Most deployments are complete in under two weeks.

01
Data Audit
We review your records — what you have, what format it's in, how far back it goes. We tell you exactly what the system will know and what it won't before we begin.
Day 1–2
02
Clean & Build
We clean your records, normalize them, and build the knowledge index. Every RO connected to every PO connected to every invoice. All of it unified.
Day 3–8
03
Deploy
We install everything on your hardware, remotely or on-site. We set it up on your local network so everyone in the building can access it from their own device.
Day 9–11
04
Handoff
We train your team, hand you the admin documentation, and leave you with a refresh script for when your records grow. You're self-sufficient from day one.
Day 12–14
Industries We Serve

Built for businesses
whose records matter.

We work with any business that lives and dies by its documents — and needs to get answers from them fast, privately, and without depending on outside services.

Shops & Fleet Operations
Repair orders, purchase orders, invoices, inventory reports, warranty claims, and client records — unified into one system. Stop pulling five documents to answer one question.
How much has part RS3539 gone up since January?"
Which units keep coming back for the same complaint?"
Show every job unit 2-150 has ever been in."
Have we installed a part that later had a warranty claim?"
Law Offices
Case files, correspondence, contracts, and precedent documents — searchable and private. Attorney-client privilege doesn't get sent to a cloud server. It stays in your building.
Have we handled a matter like this before, and how did it settle?"
What's our average settlement with this opposing counsel?"
Pull every case that turned on this clause."
Which matters have gone quiet for over 90 days?"
Medical Practice
Patient records, insurance documentation, referral histories, and intake forms — queryable without leaving your network. HIPAA-sensitive data stays exactly where it belongs.
What insurance did this patient use last visit?"
Has this patient been referred before and to whom?"
What was prescribed at the last appointment?"
Which patients are overdue for a follow-up?"
Accounting & Tax
Client returns, workpapers, 1099s, and years of financial records — searchable in seconds, never sent to a cloud. Confidential numbers stay in your office.
How has this client's tax liability changed in three years?"
Which clients' expenses jumped most year over year?"
What did we bill this client last year versus this one?"
Which deductions did we take every year but not this one?"
Insurance Agencies
Policies, endorsements, claims, and client files — unified and private. Sensitive PII never leaves your agency, and every answer comes from your own book of business.
Which policies lapse this quarter?"
Has this client filed a claim before?"
What's the coverage limit on the Alvarez policy?"
Pull every claim tied to this adjuster."
Property Management
Leases, maintenance work orders, inspections, and tenant records across every property — answerable instantly. No portal, no cloud, no data leaving your office.
When was the HVAC last serviced at 512 Oak?"
Which leases expire in the next 60 days?"
What did the last inspection at Unit 4B find?"
Show all open maintenance requests for this building."
Pricing

One fee. No subscriptions.
You own it permanently.

We quote every project after a free assessment. These ranges reflect typical deployments. Complexity, data volume, and hardware situation affect the final number — which is why we look before we quote.

Starter
$2,500
One-time · No recurring fees
  • Single document type (ROs, or client records, or invoices)
  • Up to 5 years of records
  • Single-user or small team access
  • Remote deployment on your hardware
  • 30-day support window
  • Admin guide and refresh script included
Book a Free Assessment
Professional
$5,500
One-time · No recurring fees
  • Multiple document types unified (ROs + POs + invoices + client records)
  • Full records history
  • Whole team access on your local network
  • Remote deployment — or on-site for nearby clients
  • 90-day support window
  • Data refresh pipeline so you can update records yourself
  • One training session with your team
Book a Free Assessment
Enterprise
Custom
Scoped after assessment
  • High document volume or multiple locations
  • Regulated environments (HIPAA, legal privilege)
  • Hardware procurement and configuration included
  • Custom interface with your branding
  • Annual maintenance retainer available
  • Priority support
Request a Scope Call
Common Questions

What people ask
before they book.

"Can it answer questions about things not in our records?"
No — and that's intentional. It only knows what you gave it. If the answer isn't in your documents, it says so. It will never guess or make something up, which means every answer it gives came from your actual records.
"What happens if the internet goes down?"
Nothing changes. The system runs entirely on your local network. It doesn't use the internet to function. Your team keeps using it exactly as normal whether your connection is up or down.
"Do you need to be on-site to set it up?"
Usually no. Most deployments are done remotely over a screen-sharing session. We remote into your server, configure everything, and test it — you don't have to do anything technical. For clients who prefer on-site, we can arrange it.
"What hardware do we need?"
A modern desktop or small server with at least 16GB of RAM handles most small business deployments. We assess your existing hardware in the free assessment — you may already have everything you need. If you need hardware, we'll tell you exactly what to buy.
"What format do our records need to be in?"
Whatever you have. CSV exports from shop management software, Excel spreadsheets, PDFs, scanned documents. If it's on paper, we can scan and process it. We've never encountered a format we couldn't work with — though messy records take longer to clean.
"What happens when we add new records?"
We give you a simple refresh script. Export your new records, drop them in a folder, run the script. The system updates itself in minutes. You don't need to call us. If you'd rather we handle updates, that's what the annual retainer covers.
"Can multiple people use it at the same time?"
Yes. Any device on your local network — front desk computer, tablet in the shop, owner's phone connected to your wifi — can access the chat interface simultaneously. Nobody needs to log into an outside service.
"What if we want to access it from outside the building?"
We can configure secure remote access using Tailscale — an encrypted tunnel that connects your device to the office server without exposing anything to the internet. The owner can query their records from anywhere while the data stays in the building.
Free Assessment

Thirty minutes.
We tell you everything.

Before you spend a dollar, we want to understand your records, your hardware, and what you need the system to do. Then we tell you exactly what a build would look like, what it would cost, and whether it's the right fit. No pressure. No sales pitch.

1
You fill out a short intake form when you book. Tell us your industry, what records you have, and what questions you're trying to answer. We read it before the call.
2
We spend 30 minutes on a call. We ask about your data, your hardware, your team size, and your workflow. You ask us anything.
3
We send you a written scope. Exactly what we'd build, how long it would take, and what it would cost. No obligations.

Wardian Systems currently provides service only to customers based in the United States of America.

Book your free assessment — 30 min

Your records already have
the answers. Let's make them askable.

One conversation. We'll tell you exactly what we can build with what you have, what it will cost, and how long it will take. Everything stays in your building from day one.

Book Your Free Assessment
Contact

Let's talk about your records.

Email or call — we'll tell you exactly what we can build with what you have.

Emailsupport@wardiansystems.com Call(650) 336-8851