Answer

What should I prepare before the first consultation?

Three things, none of which takes more than twenty minutes: a rough weekly count of the repetitive work, a list of the systems the work passes through, and ten real examples including two that went wrong. With those we can give you a scope and a go-live band on the call itself.

Last updated: 22 September 2026

The weekly count

You do not need exact figures. „Roughly sixty calls a week, about fifteen go unanswered” is enough to size a project. If you have a phone log or an inbox you can filter, five minutes of counting gives a better number than a month of guessing.

The systems list

Write down everything the work touches, including the spreadsheet nobody officially owns and the shared folder with the price lists. Those informal tools are usually where the process actually lives, and leaving them off the list is what causes surprises later.

The ten examples

Real emails, real invoices, real call recordings. The two that went wrong are the most valuable, because they show where judgement is needed and where the automation must stop and ask a person. We test the first version against exactly these cases.

Asked next

Can we share real customer data?

Only after a confidentiality agreement, and anonymised examples work just as well for scoping. Names and numbers can be replaced; the structure is what matters.

What if we have no documentation at all?

That is the normal case. We record a colleague doing the work once and turn that recording into the first written procedure, which you keep regardless of the project.