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AI & Automation as a Service

Discovery Questionnaire

Help us understand your business so we can identify where AI and automation can save you the most time, money, and headaches.

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No wrong answers. Even "I don't know" or "I'm not sure" is a perfect response — it tells us exactly where to start. Most clients complete this in about 10 minutes.

1
Daily Operations
01
Where does your team spend the most time on manual, repetitive work?
Data entry, copy-pasting between systems, manual lookups, re-keying information.
02
What reports or summaries do you create manually on a recurring basis?
Sales recaps, financials, schedules, inventory counts — anything from multiple sources.
03
Are there processes that depend on one specific person — creating a bottleneck?
Tasks only one person knows how to do: payroll, proposals, pulling specific reports.
04
What tasks are most commonly dropped, delayed, or done inconsistently?
Consistency is where AI shines — these are prime automation targets.
2
Data & Systems
05
What software platforms does your business currently use?
CRM, accounting, scheduling, HR, POS, project management — everything, even disconnected tools.
06
Do your systems talk to each other, or does staff move data manually?
Does a new sale auto-create a project? Does a new hire trigger IT provisioning?
07
Where is your data scattered — making it hard to see the full picture?
Spreadsheets, email inboxes, different apps, paper — where are you "blind"?
08
If you could have one dashboard showing what matters most — what's on it?
Revenue, job status, invoices, staff performance, satisfaction? Dream big here.
3
Customer Experience & Communications
09
How do customers reach you, and what are their most common questions?
What percentage of inbound contact could be answered without a human involved?
10
Do you send recurring communications — reminders, follow-ups, status updates?
Are these sent manually? How consistent is timing and quality across staff?
11
How do you handle quotes, proposals, or contracts?
Is there a template? How long from request to delivery? What could make it faster?
12
How do you collect and respond to customer feedback or reviews?
Is this tracked? Are responses consistent? Could AI help you respond faster?
4
Documents & Knowledge
13
What documents does your team create repeatedly with a similar structure?
Contracts, work orders, estimates, compliance reports, SOPs, onboarding packets.
14
Do you receive volumes of documents requiring manual review and data extraction?
AI can read, classify, and extract structured data from documents at scale.
15
Where does tribal knowledge live that you wish was documented and searchable?
Things only certain employees know, living in heads or old email threads.
16
How long does it take to onboard a new employee to full productivity?
What part could be automated — provisioning, training, documentation, check-ins?
5
Growth & Future State
17
What one thing running automatically would have the biggest impact on your business?
Don't filter yourself — even if it sounds impossible, describe it. That's where we start.
18
What prevents you from scaling — what breaks when you try to grow?
More orders, more clients, more staff — where does the operation start to crack?
19
Are there competitor capabilities you've seen that you'd like to replicate or surpass?
Anything another company does with technology that made you think "we should have that"?
20
What would your dream technology stack look like in 3 years?
This is a visioning question. Your answer becomes our product roadmap.
6
A Specific Project in Mind
Optional
Optional — but valuable. If you already have a specific automation, tool, or project in mind, walk us through it here. The more detail you give, the sharper our proposal. Can't answer everything yet? That's fine — skip what you don't know.
21
In a sentence or two, what's the project or problem you have in mind?
The thing you already know you want to fix, build, or automate.
22
What's prompting you to tackle this now? ★
A growth spurt, a costly mistake, someone leaving, a new client demand, a deadline.
23
Walk us through how this is handled today, step by step. ★
Who touches it, what tools they use, where it gets handed off. A rough list is fine.
24
How often does this happen, and at what volume? ★
e.g. "~200 invoices a week," "15 new clients a month," "every job, ~40 per day."
25
Where does this process get messy, vary, or break the rules? ★
The edge cases and exceptions — usually where most of the work hides, so don't smooth them over.
26
What goes in, and what should come out?
Source data, documents, or systems on one end; the finished result, format, or system on the other.
27
How would you know this project succeeded — what would you measure? ★
Hours saved, errors eliminated, faster turnaround, dollars recovered. A number if you have one.
28
Have you tried to solve this before? What happened?
A tool you bought, a hire, a manual workaround — what worked, what didn't, and why.
29
Any constraints we need to respect?
Systems that must stay, compliance or security requirements, things that can't change.
30
When would you like this live, and is anything driving that date?
A season, a contract renewal, an event — or "no hard deadline."
Additional Notes & Priorities
Ready to submit? Your responses will be sent directly to our team at WireFly. We'll review everything and reach out within 1–2 business days to schedule your discovery session.
Something went wrong sending your responses. Please try again, or email us directly at ai@wireflyit.com.
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You're all set!

Thanks for taking the time to fill this out. We've received your responses and will review everything before your discovery session. Expect to hear from us within 1–2 business days.

What happens next: Our team will map your highest-ROI automation opportunities from your responses, then walk you through a prioritized roadmap in your discovery call — no obligation, no vague pitches. Just concrete ideas built around your actual business.