HelmPilot

Keep your grant aligned—from proposal to progress report.

HelmPilot takes the commitments already in your proposal and budget and turns them into a working system for tracking, oversight, and sponsor reporting—so less of the project has to be reconstructed from memory.

Talk with Jim about HelmPilot Already sure? Request a Guided Evaluation →

$1,200/year for a standard PI workspace, covering one funded project.

Founder-led onboarding and a 14-day guided evaluation before you buy.

The problem

Research oversight shouldn't depend on heroics.

PIs and research administrators already have demanding jobs. Keeping a funded project aligned with what was promised shouldn't require another one.

Commitments scattered across proposals, drives, inboxes, and portals
No single view of deliverables, milestones, and reporting obligations
Progress reports reconstructed manually from notes and memory
Problems discovered when a deadline is already close—or already missed

Start with what the project already promised.

HelmPilot reads your proposal, budget, and related project documents and surfaces the commitments that matter during execution — flagging it when sources disagree, like a budget total that doesn't match across documents.

How it works

From proposal to sponsor report.

A reviewed source of truth

HelmPilot extracts objectives, milestones, deliverables, dates, and budget figures from your documents. Nothing is added to your project until you review and confirm it.

See drift before the meeting

Track health, overdue work, and upcoming obligations across your portfolio, plus risk trajectory and budget or work-plan drift for each project. Teammates can log a progress update anytime there's something worth flagging, keeping the record current between formal check-ins.

Records that turn into reports

When it's time to report, HelmPilot drafts an agency-formatted document from the record your project has already built—evidence linked, gaps flagged, ready for you to review before you submit it.

HelmPilot Portfolio Health view showing project status, risk, and overdue items across a PI's projects — Portfolio Health surfaces what needs attention—overdue items, rising risk—across every project. Flags here mean HelmPilot caught something early, not that anything is broken.

HelmPilot Review Extracted Items screen showing commitments, deliverables, milestones, and other items pulled from a proposal, with a flagged budget reconciliation error — Everything HelmPilot finds is listed for review. When a budget can't be reconciled against the document totals, HelmPilot flags it here—before you accept the extracted plan, not after.

HelmPilot RPPR Accomplishments section showing an AI-drafted report narrative generated from tracked milestones and objectives, marked draft and not yet saved — Sponsor report sections are drafted from the milestones and objectives you've already tracked—you review and save each one.

Click any screenshot to view it full size.

What you get

Built for the work between award and closeout.

See what you committed to.

Review project commitments in one place, reconciled across your proposal, budget, and related documents—instead of reconstructing them by hand.

Keep progress visible.

A focus queue and decisions log for each project, plus portfolio-wide status so nothing waits until the last minute to surface.

Prepare for reporting as the project runs.

Agency-formatted drafts for NSF RPPR, NASA SMD, NIH RPPR, and DOE RPPR—built from evidence your project has already accumulated.

See trouble earlier.

Risk trajectory and budget or work-plan drift, visible before a deadline is close—or already missed.

First-cohort pricing

$1,200 per year

For a standard PI workspace, paid annually.

First-cohort pricing includes:

One standard project workspace
Guided onboarding
Proposal-based commitment identification
Milestone, deliverable, and commitment tracking
Progress and reporting-risk visibility
AI-assisted project oversight
Direct support during evaluation and onboarding

Additional project or institutional needs can be discussed separately.

Payment is available by annual invoice, purchase order, or secure online payment, depending on your institution's purchasing process.

Guided evaluation

See whether HelmPilot fits your project before you buy.

First-cohort HelmPilot evaluations are personally guided by Algorail AI. This isn't a passive self-service trial. We'll work with you to understand the project, get the workspace ready, review what HelmPilot identifies, and see whether it fits the way your team actually works.

The guided evaluation lasts 14 days, beginning when your HelmPilot workspace is ready and the initial project materials have been processed.

During the evaluation, we'll:

Get the workspace ready and walk through it together
Review the commitments HelmPilot identifies
Check how HelmPilot fits an active project workflow
Address anything that doesn't look right
Discuss whether it makes sense to continue with a paid workspace before the evaluation ends

There is no obligation to purchase after the evaluation. If you decide HelmPilot is useful, we'll work with you and your institution on the appropriate purchasing process.

Working with your project material

Your content, reviewed by you, still yours.

It stays yours.

You retain your rights in everything you upload. We don't sell Customer Content and don't use it for advertising.

AI output is draft until you say otherwise.

Extracted and generated information is reviewable draft. You confirm it before it becomes part of your project or a report.

Not used to train AI models.

Your content is not used to train or fine-tune AI models.

Take it with you.

Export your project record and source documents whenever you want them.

HelmPilot runs on AWS-managed infrastructure, including AWS Bedrock for AI-assisted processing. Details in our Privacy Policy and Terms of Service.

Built by Algorail AI, LLC, founded by a former NASA systems engineer with more than 20 years of experience building and operating systems in federal and regulated environments.