TOPEX Labs: AI Strategy & Organizational Diagnostic
A Costa Rican optical lens manufacturer had modern software and no AI strategy. We ran six departmental diagnostic interviews, synthesized a company-wide findings report, and delivered a phased AI roadmap built entirely on the stack they already owned.
The Context
TOPEX Labs is a Costa Rica-based optical lens laboratory manufacturing custom prescription lenses for optometrists and optic shops nationwide. The company ran a modern stack — SAP Business One for transactional data, Bitrix CRM mid-rollout, Wolkvox for contact center and WhatsApp — but the systems didn't talk to each other, and almost no one in the organization was extracting value from the data already sitting inside them. The CEO had been experimenting with AI tools on his own, but there was no adoption strategy, no shared data model, and no cross-departmental view of where the real bottlenecks were. Rather than proposing tools before understanding the problems, the engagement started as a diagnostic: interview every department, map the actual workflow pain points, and build a roadmap grounded in what people were actually doing all day.
The Solution
We ran a structured, diagnostic-first engagement: six departmental interviews, a synthesized findings report, a phased roadmap built on existing infrastructure, and hands-on training deployed immediately so every team had a working AI skill while the roadmap was still being scoped.
Six departmental diagnostics
Structured interviews across Sales, Finance, Operations, Engineering, Marketing, and Customer Service, synthesized into a cross-functional findings report surfacing three structural problems no single department could see from inside its own function.
Phased roadmap on existing infrastructure
A Phase 1 architecture integrating Wolkvox (WhatsApp + chatbot), Bitrix (case management + 360° customer view), and SAP Business One (transactional data) — no new platforms, no new tools to learn.
Prompt workshops deployed immediately
Five department-specific prompt training sessions plus a standalone reference guide, delivered while the roadmap was still being designed so every team could start using AI productively that week.
The Results
Leadership got its first cross-functional view of where the organization's data and process gaps actually sat, a roadmap that avoided vendor lock-in, and working AI capability across all six departments before a single line of Phase 1 was implemented.
Open the door for Álvaro to come in and help us build a culture that integrates AI tools into daily work — a methodology of teaching people how to use them, and mapping our processes to discover where the real opportunities for improvement are.
Jean Pierre
CEO, TOPEX Labs