📋 How to use this: Score each process 1–5. Anything scoring 3+ is costing you real money. The top 5 are your quick wins.
Section A: Client & Customer Intake
| # | Process | Est. hrs/wk | Score |
|---|---|---|---|
| 1 | New client onboarding paperwork | 3–6 hrs | |
| 2 | Data entry from emails/forms into your system | 4–8 hrs | |
| 3 | Scheduling meetings / back-and-forth emails | 2–4 hrs |
Quick win: If #2 scored 3+, a simple intake automation typically saves 5+ hrs/week within 2 weeks.
Section B: Reporting & Documentation
| # | Process | Est. hrs/wk | Score |
|---|---|---|---|
| 4 | Generating recurring reports or status updates | 3–5 hrs | |
| 5 | Copying data between systems (spreadsheets, CRM, accounting) | 2–6 hrs | |
| 6 | Document formatting, templating, or version control | 2–3 hrs |
Quick win: If #5 scored 3+, you likely have 2+ systems that should be talking to each other automatically.
Section C: Client Communication & Follow-Up
| # | Process | Est. hrs/wk | Score |
|---|---|---|---|
| 7 | Sending reminders, follow-ups, or check-ins | 2–4 hrs | |
| 8 | Answering the same client questions repeatedly | 3–5 hrs | |
| 9 | Tracking outstanding items or approvals | 2–4 hrs |
Quick win: If #8 scored 3+, a simple FAQ bot or templated response system pays for itself in a week.
Section D: Internal Operations
| # | Process | Est. hrs/wk | Score |
|---|---|---|---|
| 10 | Time tracking and billing reconciliation | 2–5 hrs | |
| 11 | Employee onboarding / offboarding checklists | 1–3 hrs | |
| 12 | Vendor management, renewals, or compliance tracking | 1–3 hrs |
Your Results
Add up your scores for all 12 items:
You're in decent shape. A few targeted automations could free up 5–8 hrs/week.
Significant opportunity. You're likely losing 10–15 hrs/week to manual processes.
Your team is spending more time on process than on clients. 15–20+ hrs/week recoverable.
The Top 5 Highest-ROI Automations We See
Based on 50+ workflow audits across professional service firms
Client Intake → Auto-Populate CRM
Web form or email → parsed automatically → client record created → welcome sequence triggered. No copy-paste.
Recurring Reports on Autopilot
Pull data from your existing tools → formatted report → delivered to inbox or dashboard weekly.
Smart Follow-Up Sequences
Overdue items, missing docs, upcoming deadlines → automated reminders with escalation rules. Nothing falls through the cracks.
System-to-System Sync
CRM ↔ accounting ↔ project management. Data enters once, flows everywhere. No more 'which spreadsheet is the source of truth?'
Internal Knowledge Base / FAQ Bot
Staff and clients get instant answers to common questions. Trained on your actual docs and processes. Reduces interruptions by 60%+.
What This Looks Like in Practice
🏦 Accounting Firms
- • Tax organizers auto-sent and tracked — no more chasing clients for documents
- • Engagement letters auto-generated — 15 min per client saved
- • Bank statement imports auto-reconciled — bookkeeping time cut 40%
🖥️ MSPs
- • Ticket triage auto-categorized — faster SLA response
- • Client health reports auto-generated from RMM data
- • Onboarding goes from 4 hours to 45 minutes
Ready to Find Your Quick Wins?
If 3+ items scored high, a 30-minute workflow walkthrough can identify your specific quick wins and rough ROI. No pitch, no obligation — just a map of what's possible.
Book a Free Walkthrough →