Workflow Automation Audit (Onboarding)

Workflow Automation Audit (Onboarding)

1. 01

   Inventory the client's current manual processes

   List every recurring task that involves moving data between apps or triggering a follow-up action. Include the frequency, the person responsible, and the time spent per occurrence.

2. 02

   Quantify the cost of each manual step

   Multiply the hourly cost of the person doing the task by the time spent. Add the error cost: what does a missed or incorrect step cost in rework, delayed delivery, or lost client trust?

3. 03

   Identify exception paths and edge cases

   For each process, note what happens when data is missing, formatted differently, or arrives out of order. These exceptions determine whether a simple trigger-action flow suffices or a more complex workflow with conditional logic is needed.

4. 04

   Check platform limits against expected volume

   Review the task counts, data payload sizes, and API rate limits of candidate platforms. A workflow that runs 10,000 times a month on a plan capped at 5,000 tasks will fail or incur overage charges.

5. 05

   Define monitoring and alerting requirements

   Decide who gets notified when a workflow fails, and how. For client-facing automations, set up alerts to a shared inbox or Slack channel so issues are visible before the client notices.

6. 06

   Document ownership and maintenance responsibilities

   Assign a named person on your agency team to own each workflow after launch. Include a review cadence to check for broken integrations or changed business rules.

7. 07

   Model expansion revenue from the process inventory

   Use the list of manual processes to estimate how many additional workflows could be automated later. Present this as a roadmap, not a promise, so the client sees potential without overcommitting.