Admin & office operations
Workflow · Documents · Invoicing
Document how admin tasks are handled day to day. Who does what, in what tools, and how long it takes. Ask staff directly — do not assume.
Team structure
Daily workflow
Document management
Lead handling & CRM
Enquiry · Qualification · Pipeline
Map every step from first enquiry to qualified lead. Find where leads go cold — this section has the highest automation impact.
Lead sources
Current process
CRM and tracking
Quoting process
Time · Templates · Errors · Pain points
Understand the full quote workflow from inputs through to sending. Every hour saved here compounds across every quote produced.
Volume and time
Current process
Pain points
Tender process
Discovery · Workflow · Documents · Submission
Map every step from tender discovery through to signed submission. Every manual touchpoint is a direct automation opportunity.
Discovery
Workflow step by step
Pain points
Phones and communications
Calls · Email · Messaging · Logging
Understand how calls are handled, logged, and followed up. Find what falls through the gap between a call coming in and an action being taken.
Phone setup
Call handling
Email and messaging
On-site operations
Project management · Site comms · Compliance
Map how projects are run from office to site. Every manual status update, check-in, and form is a candidate for automation.
Project management
Meetings and huddles
Site forms and compliance
Subcontractors
Software stack
Tools · Integrations · Manual re-entry · Data
Map every tool in use. The goal is to find every point where data is manually re-entered — each one is an integration opportunity.
Current tools
Integrations and data flow
Data and security
Marketing and lead generation
Online presence · Reviews · SEO · Social
Assess the current marketing footprint and identify gaps. AI can improve responsiveness, review generation, and content creation significantly.
Current marketing
Google presence
Social media
Positioning
Staff and change readiness
Tech comfort · Champions · Concerns
Gauge the team's openness to change. The best AI implementation fails without staff buy-in. Document both champions and resistors honestly.
Team profile
Training preferences
Photo and evidence capture
Photos embed directly into the downloaded report
Tap any zone to attach photos from your camera or gallery. Add a caption to each photo. All photos save to Google Drive with the audit.
Office and admin area
Tap to add photos — office and admin area
Desks, filing systems, whiteboards, office layout
Screens and software
Tap to add photos — software and screens
Screenshots or photos of current software, spreadsheets, dashboards
Paper-based systems
Tap to add photos — paper and manual systems
Paper forms, manual logs, registers, printed documents
Site and operational
Tap to add photos — site and operational
Active site, vehicles, equipment, yard, storage, signage
Other evidence
Tap to add photos — other evidence
Whiteboards, meeting notes, anything else worth documenting
Audit summary
Priorities · Risks · Quick wins · Recommendation
0
fields filled
0
items checked
0
photos captured
Export and save
All photos embed into downloaded files and save to Drive
1 / 11