Starting process
Approved proposal details lived in email and a spreadsheet. Delivery kickoff waited on someone to re-enter scope, contacts and next steps into the project tool.
Workflow examples
See the work between the tools.
Each example starts with a specific handoff. The diagnostic establishes whether the problem exists in your business and whether the existing software already solves it.
Free 30-minute conversation with Jay.
One delivery example.
Demonstration delivery artifact — not a named client case. It shows the inspectable fields we use on real work. Swap in a permissioned example when approval exists.
Systems involved
CRM for the opportunity, email for clarifications, a shared spreadsheet for the handover list, and the team’s project tool for delivery setup.
Agreed scope
One workflow only: approved proposal → project ready for kick-off. Exclusions: new CRM fields beyond the handover list, marketing automation, and reporting rebuilds.
What was configured
A written trigger (signed or status-approved proposal), a required-details checklist, an exception owner when information is missing, and a project-setup checklist the delivery lead accepts.
Acceptance checks
Run three scenarios: complete approval with all details present; approval with a missing document; duplicate approval event. Confirm exception routing and that no automatic action runs without the agreed trigger.
What the client took over
Accounts and admin access they already owned, the configuration notes, how to pause the workflow, who maintains each step, and a short walkthrough for the people who run it.
No measured baseline is published here. When a client permits a named result, it will include the starting measure, the period and what changed.
Four starting points to discuss.
Agencies and consultancies
Proposal to project
An approved proposal still needs to be re-entered, explained and assigned before delivery can begin.
Approved scope → required details → project setup → internal acceptance
What to measure: Time from approval to project readiness; setup effort; clarification loops.
Accounting and bookkeeping
Engagement to work-ready client
Work cannot start until the engagement, access, information and responsible team member are in place.
Accepted engagement → requirements checklist → missing items → work assignment
What to measure: Time to readiness; staff chasing effort; incomplete requirements.
Commercial service businesses
Completed job to invoice-ready
Job information or an approval is missing when the office needs to prepare the invoice.
Job complete → information check → exception owner → ready for billing
What to measure: Completion-to-invoice time; blocked jobs; re-entry effort.
Medical recruitment and locum agencies
Placement administration
An assignment needs document collection, expiry tracking and a clear administrative handover.
Placement request → required documents → authorised review → assignment handover
What to measure: Time to administrative readiness; missing items; repeated follow-up. Human reviewers retain credential and placement decisions.
Evidence should be inspectable.
For an implementation
Review the agreed scenario, test evidence, exception handling and handover documents. A diagram alone does not prove a working system.
For a reported result
Use a defined baseline and measurement period, distinguish time saved from estimated time, and publish client material only with permission.
Bring one workflow. We’ll start there.
Tell us where work gets stuck and which tools are involved. We’ll discuss whether a diagnostic, a small configuration fix or another approach makes sense.
Book a workflow call