A realistic sample Workflow Audit for a contractor office.
This sample is fictional and anonymized, but the structure mirrors what a paid Tygart Nexus Workflow Audit is meant to produce: workflow map, time-cost estimate, automation candidates, risks, do-not-automate boundaries, and a phased roadmap.
Inbound estimate requests are the first automation candidate.
The goal is not to remove the estimator. The goal is to stop making the office manually read, re-key, route, draft, and remember every routine lead.
Manual flow today
Customer emails photos and a short description of a project.
Office manager reads the email, downloads attachments, and asks for missing context.
Lead is re-keyed into the CRM and tagged by job type.
Owner reviews scope and decides whether a site visit is required.
Customer receives a reply, estimate window, and next-step instructions.
If there is no response, the office sets a manual follow-up reminder.
Time-cost estimate
- Requests per week
- 35-50
- Manual effort per request
- 20-30 minutes
- Weekly office time
- 12-25 hours
- Primary bottleneck
- triage, data entry, and follow-up
Estimate confidence: medium. The number should be validated against one week of real inbox volume and CRM timestamps before it is used for ROI claims.
Savings estimate
The example workflow reclaims about 7-15 hours a week.
This is a labor-value model, not a guaranteed payroll reduction. In practice, the benefit usually shows up as faster response, fewer missed follow-ups, and office capacity returned to higher judgment work.
Minutes saved per request
12-18 minutes
Routine classification, CRM draft, reply draft, and follow-up setup.
Weekly time reclaimed
7-15 hours
35-50 inbound requests per week.
Median wage basis
$21.03/hour
Office Clerks, General, Orlando-Kissimmee-Sanford, FL.
Estimated annual labor value
$7,655-$16,403
Midpoint model: $12,029 per year.
What is worth automating first.
Candidate 01
Email and attachment intake
Classify the request, extract contact details, identify missing photos/details, and summarize the work type for review.
Candidate 02
CRM update draft
Create or update the lead record, assign job tags, attach source files, and keep the change in review before final save.
Candidate 03
Customer reply draft
Draft a confirmation and next-step response for the office manager to approve, edit, or reject.
Candidate 04
Follow-up queue
Flag unresponsive leads and surface aging requests before they disappear into the inbox.
Risks and review gates
- Photo quality can be poor; automation should ask for missing details instead of guessing.
- Pricing, warranty calls, and scope judgment stay with the owner or estimator.
- CRM field mapping must be tested with real examples before launch.
- Customer messages require human approval until the business trusts the workflow.
Do not automate
- Final quotes or binding price commitments
- Site-condition judgment from photos alone
- Customer eligibility or credit decisions
- Emergency or safety-sensitive dispatch decisions
A practical phased build plan.
Phase 1
Human-reviewed intake assistant
Parse inbound emails, summarize the request, and prepare CRM fields for office review.
Phase 2
Approved response workflow
Generate draft replies, missing-info questions, and follow-up reminders with explicit approval before sending.
Phase 3
Dashboard and exception handling
Track request volume, response time, stale leads, missing data, and workload by job type.
Expected first release: 2-4 weeks after audit approval if CRM access, sample emails, and field mapping are available. Expected decision point after Phase 1: keep, expand, or stop if the real savings do not justify the operational change.