Why we start with a paid assessment
A free sales call cannot tell you what a process costs or how much of it can be automated. It takes looking at the real documents, the real systems and the real exceptions. Quoting without that leads to one of two outcomes: a padded price to cover the unknowns, or a low price followed by change requests.
The assessment removes that guesswork for both of us. You get an honest answer, including "this is not worth automating" when that is true, and a fixed price for the build that we stand behind.
What happens during the assessment
Kick-off
We agree on the process in scope and who we need to speak with.
Walkthroughs
Screen-shares with the people who do the work, plus a sample of real documents and records.
Analysis
We measure volumes and time, test extraction on your samples and check system access.
Plan and review
We present the findings, the recommended approach and the fixed-price build plan.
What you receive
- Process mapThe current process, step by step, with who does what and in which system.
- Cost baselineHours per week, error rates and cycle time, in numbers.
- Feasibility testExtraction or integration tested on your real samples, with results.
- Recommended approachOff-the-shelf, platform or custom, and why, including tools we do not sell.
- Fixed-price build planScope, timeline, price, running costs and expected time savings.
- Risks and prerequisitesData quality issues, access needed and anything that could slow the build.
Assessment options
| Option | Scope | Fee (USD) |
|---|---|---|
| Single process | One process, up to three systems, one document type | From $2,500 |
| Department review | Up to five processes in one team, prioritised by return | From $6,000 |
| Process redesign | End-to-end process across teams, with future-state design | From $9,500 |
The assessment fee is credited in full against a build we start within 60 days.
What an assessment finding looks like
Findings are written so a decision can be made from them.
- Baseline
- About 1,400 supplier invoices a month, two people, with average handling time measured from screen recordings and time logs.
- Feasibility
- Extraction tested on 200 real invoices; most suppliers send clean digital PDFs; PO matching is possible for most invoices.
- Blockers
- Duplicate vendor records in the ERP need cleaning first.
- Recommendation
- Build with an exception queue in Outlook, after a two-week vendor data clean-up.
Questions the assessment answers
By the end of the assessment you will have clear answers to the questions that decide whether to invest:
- How much does this process cost us today? In hours, errors and delay, measured rather than estimated.
- How much of it can be automated? Tested on your own documents and systems, with the exceptions counted.
- What is the best approach? Off-the-shelf, platform or custom, including options we do not sell.
- What will it cost to build and run? A fixed build price and an estimate of monthly running costs.
- What has to be true first? Data clean-up, access or process changes needed before the build.
- Is it worth it? Payback compared with doing nothing or choosing a simpler option.
Common questions
What if the answer is "don't automate this"?
Then you have saved the cost of a build that would not have paid back, and you have a process map and baseline you can use to improve it another way. We would rather say no than build something that disappoints.
Can we use the plan with another provider?
Yes. The deliverables are yours. Many clients use them to compare quotes or to brief an internal team.
How much of our team's time does it take?
Typically two to four hours from each person who does the work, spread across the first week, plus an hour from the process owner for the review.
What if we are not ready to build straight away?
The plan stays valid for several months. Many clients use it for budgeting and come back when the timing suits them.
Book your assessment
Tell us which process you want looked at. We will confirm the scope and fixed fee within one business day.