Building an AI Agent for Business Analysis, SOW & Project Estimation

We developed a BA Agent, an in-house AI business analyst, that reviews a project brief and prepares a client-ready Scope of Work in minutes. It covers requirements, the complete solution scope, and effort estimates, delivered as a professionally formatted workbook for any technology stack.

Technology Python,FastAPI, Next.js, PostgreSQL

Industry Software & IT Services

Country USA

About Alena Solutions

As a Los Angeles–based digital product studio, Alena Solutions helps startups and enterprises design and build custom web applications, mobile apps, and eCommerce platforms. Every client proposal starts with a detailed Scope of Work, and preparing that document manually took slow, careful effort. A business analyst had to review the client brief, figure out what the build actually required, break it down into pages and features, estimate hours, and format everything into a polished document—often spending a full workday on a single project.

We built the BA AI Agent for Alena Solutions to take that heavy manual work off their plate. The agent takes a short project brief or requirements file, analyzes it the way an experienced business analyst would, and generates the complete project scope on its own. Each finished scope is delivered in two formats: a downloadable Excel workbook and a live Google Sheet saved straight to the team’s Google Drive folder.

Instead of starting from a blank page, Alena Solutions’ product and engineering teams get a clean, structured draft they can quickly review and fine-tune with their own expertise. Whether they are scoping a marketplace, booking platform, mobile app, or online store, every proposal now follows a fast, consistent process across any technology stack.

Key Project Deliverables

BA Agent transforms a project from a raw brief to a finished, formatted Scope of Work.

Requirement Mapping

The agent lists every requirement in the brief and attachments, then adds what clients skip, like sign-up, password reset, and admin screens.

Module-Wise Scoping

It splits the build into front-end pages, back-end modules, and mobile screens, each one based on the brief, not a generic template.

Hour-Based Estimation

Every area of work gets a realistic time estimate in a spreadsheet, and the totals update automatically as your team adjusts the numbers.

Drive-Ready Delivery

Finished scope gets stored in the chosen Google Drive folder, opens as a live, editable Google Sheet, and saves its link alongside the project.

Built-In Review Pass

A second layer reads the draft, flags incomplete or missing sections, and sends it back for another round of edits before anything reaches your client.

Project Memory

Previous scopes are stored and serve as reference material, so the accuracy and quality of every new Scope of Work document continue to improve.

Project Challenges

We wanted the BA Agent to behave like an analyst you could rely on, and that ambition exposed many weaknesses. AI services get overloaded or return incomplete responses, so the agent had to learn to recover from failures mid-process rather than ending with no document at all.

A major concern was handling large, detailed projects with many moving parts. The agent often ran out of context, removed entire sections without warning (most notably the mobile app module), and paid far less attention to the admin panel than the brief demanded. Additionally, project overviews were inconsistent from one run to the next, making the output unreliable.

Presentation mattered just as much. Every document had to match an approved template exactly and be uploaded to Google Drive without any manual file handling.

Solutions & Impact

We redesigned the BA Agent to be more patient and resilient. It waits and retries when a service is busy, repairs damaged responses instead of failing, and reverts to what it already knows when AI services are unavailable. You always get a usable document, not an error message.

We also removed the internal limits that were dropping sections. Your entire project now stays covered, and nothing disappears unnoticed.

The bigger change was teaching it to reason like a seasoned business analyst. It automatically defines necessary admin-side functionality for the project, from user and business management to payments, content, and reporting.

For mobile app development projects, the agent now provides a complete set of screens as a separate deliverable. The admin panel is scoped before any technology is chosen, because the features stay consistent across tech stacks.

The project overview now has its own dedicated step, so every scope opens with a properly written summary. We matched the output to the approved template down to its borders and bullet points. We also solved the delivery hurdle, ensuring each finished scope automatically lands in the chosen Google Drive folder as a live spreadsheet.

Quotes are delivered faster, delivery teams begin with a realistic baseline, and clients receive a clear, professional Scope of Work. With every project it handles, the BA Agent also becomes more accurate and refined.

Your AI Business Analyst for Every Project Scope

We can build custom AI agents to automate the slow, repetitive work of scoping projects, so your team works with a structured, professionally formatted document.

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