Weekly admin drag
Owner + office manager spend ~12 hours/week re-reading intake emails, chasing missing info, and manually writing follow-ups.
Sample deliverable · Fictional business
What a $499 AI Automation Audit actually looks like.
This is a public sample using a fictional local service company. A real audit is customized to the buyer’s tools, bottlenecks, margins, and implementation capacity — but the structure is the same: bottleneck map, ROI-ranked queue, one quick-win spec, and a 7-day build plan.
No generic strategy PDFRanked by ROI + difficultyFirst build spec included
Example business
Lead leakage estimate
Roughly 18% of inbound requests go more than 24 hours without a complete next action because ownership is unclear.
Best first automations
Intake triage, no-response follow-up, and weekly owner report are the highest-confidence first installs.
Sample scenario: “Clearwater Home Services,” a fictional small home-services company using a website form, Gmail, Google Sheets, and QuickBooks.
Bottleneck map
Where the work is leaking.
Current workflow
- Lead fills out website form or sends messy email.
- Office manager manually reads and replies when available.
- Missing details are discovered late: address, photos, urgency, budget, preferred time.
- Owner checks spreadsheet at the end of the day, often after the response window is cold.
Target workflow
- Every inquiry becomes a standardized internal handoff in under two minutes.
- Missing info is flagged before a human replies.
- Hot leads get same-day next action and a drafted reply.
- Owner gets a daily summary instead of interrupt-driven status checks.
Ranked build queue
What to build first, later, and never.
Rank
Automation
ROI
Difficulty
Verdict
01
Lead intake triage
Convert every form/email into summary, missing info, urgency, next action, drafted reply.
High
Low
Build now
02
No-response follow-up
Draft polite reminders after 24h/72h when prospects have not supplied missing details.
High
Medium
Build now
03
Daily owner report
Summarize new leads, stuck quotes, urgent jobs, and aging follow-ups from the tracker.
Medium
Low
Build now
04
Quote draft assistant
Use approved templates to create first-draft scopes after intake is complete.
Medium
Medium
Test later
05
Fully autonomous customer replies
Let AI respond to prospects without human approval.
Risky
High
Skip
Quick-win spec
The first automation should be boring enough to trust.
Build: Lead Intake Triage
Input is the raw customer request. Output is an internal handoff plus a customer reply draft. Human approval stays mandatory.
- Trigger: new form submission or forwarded email.
- Output: lead summary, job type, urgency, missing info, risk flags, next action, reply draft.
- Approval: office manager edits/sends customer reply.
- Success metric: 90% of leads have a complete next action inside 2 business hours.
System shape
Form/email → AI triage prompt → human approval → CRM/sheet update → owner summary
Starter prompt
The kind of artifact included.
You are the intake coordinator for a local service business.
Turn the customer request into an internal handoff.
Do not invent facts. Mark missing details clearly.
Prioritize speed, clarity, and next action.
Return:
1. Lead summary
2. Job type
3. Urgency: low / normal / high / emergency
4. Missing information
5. Risk flags
6. Recommended next action
7. Draft customer reply for human approval
Customer request:
{{paste form submission or email}}
7-day implementation plan
Day 1
Export 20 recent inquiries. Tag job type, urgency, missing info, response time, and outcome.
Day 2
Run the triage prompt on 10 real examples. Tighten language and required fields.
Day 3
Add the output format to the intake SOP. Define who approves the reply draft.
Day 4
Connect the smallest automation: form/email into draft handoff. No auto-send.
Day 5
Process live leads through the new handoff. Track edits and missing fields.
Day 6
Add follow-up statuses and owner summary fields to the tracker.
Day 7
Review results. Decide whether to automate follow-ups or keep manual approval longer.
Rule: earn trust before adding autonomy. Drafts first, routing second, auto-send last if ever.
Want this mapped for your actual business?
Send the basics. The paid audit turns your real workflow into this kind of ranked implementation map.