AI Workflow Audit
Find the work slowing your business down.
In five working days we measure where your team's time goes, map the manual work, rank every AI and automation opportunity by return, and build the two that pay back fastest, inside the tools you already use. One fixed fee.
The problem
Nothing is broken. Everything is slow.
Your processes were built when the business was half its size. Now a quote passes through a spreadsheet, an inbox, and a phone call nobody wrote down, and nobody has time to stop and fix it.
It doesn't need an AI pitch. It needs someone inside the operation for a week to find what's worth fixing, and fix the two that pay back fastest.
What you get
What you have on day five
- 01
Time baseline
Hours on each recurring task, measured before we change anything.
- 02
Process map
Every recurring process as it actually runs, bottlenecks marked.
- 03
Ranked opportunity list
Every candidate scored by return, with a fixed build price.
- 04
AI guardrails
Where AI helps, where it shouldn't, and where a person stays in the loop.
- 05
Two working automations
Built in your tools and tested on real data by day five.
- 06
90-day roadmap
A live readout, a recorded walkthrough, and 30 days of support.
The five days
How the week runs
- Discover
Day one with the people who do the work. We watch, ask, and time the recurring tasks to set the baseline.
- Map
Day two, the processes drawn as they run and checked with the team; every tool and data source inventoried.
- Score
Day three, every opportunity scored on return against effort and risk, and the two builds chosen with you.
- Build
Day four, both automations built and tested on real data, with a person in the loop wherever it matters.
- Read out
Day five, results measured against the baseline, the 90-day roadmap presented live, and the walkthrough recorded.
What we look at
Eight process areas
- Intake and lead routing
- Quoting and estimating
- Scheduling and dispatch
- Invoicing and collections
- Client and patient communication
- Reporting
- Document handling
- Onboarding
Who it's for
An honest fit check
A good fit if
- You run a team of roughly 10 to 200 and the same information gets typed into more than one system.
- Someone spends part of every day chasing, reminding, or re-sending things.
- You'd rather have two things working on Friday than a fifty-page report.
Not a fit if
- You're a one-person business. Start with the free Workflow Finder instead.
- You want a chatbot on the website. That's a build, not an audit.
- Your systems can't be opened to us within the week.
Terms
One fixed fee.
Fixed · 5 days
One fixed fee for the five days and everything above. No discovery-call gauntlet, no custom scoping, no proposal cycle. You book it, we start on the next available Monday.
- Paid up front. If by the end of day two we can't find two automations worth building, we say so and refund the difference.
- The two builds run in tools you already pay for. If a new tool is genuinely needed, we tell you the monthly cost before we choose it.
- Everything we build is yours: the automations, the documentation, and the logins.
Questions
Before you book
Anything that happens more than once a week, involves more than one person or system, and has steps someone has to remember. A quote going out, a job being scheduled, an invoice being chased, a new hire's first day. If you've ever said "the way we usually do it is", that's a process.
No, but it helps. Most businesses at this size have a CRM, an accounting tool, or a scheduling app they half use. We build inside those where we can. If everything is paper and a whiteboard, the audit will still map it, and the two builds will be the first two systems you should have.
Whatever you already run, first. Beyond that, plain automation platforms (Make, Zapier, n8n), direct integrations between your existing tools, and small custom services where an off-the-shelf connector doesn't exist. We reach for a language model only when a step genuinely needs to read or write free text: summarising a call, drafting a reply, classifying a document.
You do. They live in your accounts, under your logins, with documentation you can hand to anyone. We keep nothing that would make you dependent on us.
The ranked list is the quote. Every item on it has an hours-saved estimate and a fixed build price next to it, so choosing the next three is a purchase order, not another discovery phase.
The walkthrough recording is the training, and it's built to be watched by whoever inherits the process next year. For the two automations we also do a live session with the people who'll touch them day to day, showing where to change a value or turn something off.
The automations keep running; they don't need us. You get 30 days of support included for anything that misbehaves. After that, you can buy the next items off the list or move to a small monthly retainer for changes as the business shifts.
Often, and honestly that's the point of keeping it this small. The audit is how we learn your business and how you learn whether we're any good. If the list shows a case for custom software, a new site, or a systems rebuild, we scope that properly with the map already done. If it doesn't, you have two automations and a plan, and we've both spent a week well.
Delivered by the Software & AI Systems. Not sure it applies to you? The free Workflow Finder takes three minutes.
Book the audit
Book the audit.
Four quick steps, then we start on the next available Monday. One fixed fee, 5 days.