Many AI projects fail before the first line of code. They start with the wrong process, or with no clear process at all. Our process audit exists to prevent that.
The audit takes about one week. It costs €1,490 + VAT. At the end, you know what is worth automating in your company and what it would save. You also know the risks and what the first step costs. This article explains what happens each day, what you get and how to prepare.
Who takes part
From your side, we need two people:
- The owner or manager. This person knows the goals, the budget and the decisions.
- The person who does the work. This person knows how the process really runs, including the shortcuts and the exceptions.
Often these are different people. That is good. The owner usually describes how the process should work. The person who does the work describes how it really works. The difference between the two is where we find most of the value.
From our side, you talk to the people who would build the workflow. There is no sales department between you and the engineers.
A typical week, day by day
The exact days depend on your calendar. The order stays the same.
Day 1: First workshop
The first workshop takes 1–2 hours. We choose one process, for example price enquiries, purchase invoices or the shared inbox.
Then we follow the last few real cases from start to end. Where did the input come from? Who touched it next? What information did they search for? Where did it wait? Where did something go wrong?
We ask a lot of "why" questions. Why does this step exist? Why does this person check it? Why does it go to the owner? Some steps have good reasons. Some exist because nobody ever removed them.
Day 2: Samples and first map
After the workshop, we study examples that you share with us. These are usually 10–20 real cases: enquiries and quotes, invoices, emails or spreadsheets. You can remove personal data first if you prefer.
We draw the first version of the process map. We note where time goes, where errors appear and where people type the same information twice.
We also note which systems are involved and whether they have an API. An API is an interface that lets software exchange data with other software, without a person who clicks through screens.
Day 3: Second workshop
The second workshop also takes 1–2 hours. We show you the map, and you correct it. This part is important. A process map that the team does not recognise is useless.
Then we agree on the rules and the exceptions. What does a complete enquiry contain? Which invoices need extra approval? Which emails must always go to the owner? We write the answers in plain language.
Finally, we list the places where AI could help. We also list the places where it should not. Some steps are better simplified or removed than automated.
Day 4: Estimates
We work alone on this day. For each automation opportunity, we estimate three things:
- Time saved. We base this on your volumes and the time per case that you described. We show the calculation, so you can check it.
- Risk. What can go wrong? What data is involved? Where must a person approve?
- Price. What it would cost to build, and roughly what it would cost to run each month.
Then we rank the opportunities. Usually the best first workflow is small, frequent and easy to measure.
Day 5: Report and review
We send you the report. Then we review it together in a short call. You can ask questions and challenge our assumptions. If a number looks wrong to you, we correct it.
What you get
- A process map. How the work happens today, on one page, with the problem points marked.
- 3–5 automation opportunities. Each one has time saved, risk and price.
- A fixed-price offer for the first workflow. It shows the scope, the timeline, what the AI does, what a person approves and what it costs.
Where we see changes that you can make without any software, we note them in the report too. These often save time at once.
The audit is yours. You can give the plan to another supplier or build it yourself. If you continue with us within 30 days, we deduct the audit fee from the build.
What the audit is not
- It is not a sales meeting. You pay for real work and get a real document.
- It is not an IT audit of all your systems. We focus on one process at a time.
- It does not commit you to anything. Some audits end with the conclusion that AI is not the right tool yet. That is a useful answer too.
How to prepare
You do not need to prepare much. These five things help:
- Choose one process. Pick the one that takes the most time or annoys the most people.
- Collect examples. Find 10–20 recent cases from start to end. The messy ones are more useful than the clean ones.
- Note the volumes. How many cases arrive per week or per month? Roughly how long does one case take?
- List your systems. Email, accounting software, CRM, spreadsheets and shared drives.
- Book the right people. The owner and the person who does the work, for two sessions of 1–2 hours.
We do not need access to your systems during the audit. If we need to check an API, we ask first and use read-only access.
Questions we often hear
Is one week enough?
For one process, yes. The audit does not try to map the whole company. It goes deep on one process, so the first workflow has a clear scope and a fixed price.
What if we do not know which process to choose?
Then we choose together at the start of the first workshop. Usually the answer is clear after ten minutes. It is the process that everyone complains about.
What if the result is "do not automate"?
Then you saved the cost of a build that would not pay off. You also keep the process map and the list of simple fixes.
What happens after the audit
If you continue, we build the first workflow at a fixed price, usually in 3–6 weeks. The workflow includes tests, monitoring and logs. After that, a monthly care fee keeps it working when models and APIs change. At the end of each stage, you decide whether to continue.
To see what a first workflow could look like, read How fast does your company answer a price enquiry? or Purchase invoices into e-arveldaja or Merit without retyping.
Book the process audit
The process audit costs €1,490 + VAT and takes about one week. You get a process map and 3–5 automation opportunities with time saved, risk and price. You also get a fixed-price offer for the first workflow. If you continue within 30 days, we deduct the audit fee from the build.