Section 01 · Business Profile
Tell us about
your business.
We use this to tailor every question to your specific industry and operational context.
Section 02 · Daily Operations Workflow
How does your
business actually run?
This is the most important section. Be as specific as possible — this becomes the foundation of your entire system build.
01Walk us through a typical business day from opening to closing. What happens first, what happens last, and what happens in between?
02What tasks are repeated every single day? List as many as you can.
03What tasks consume the most time in your day — tasks that feel like they take longer than they should?
04What processes often get delayed or fall through the cracks?
05Which responsibilities depend entirely on one person — meaning if they're out, it doesn't happen?
06What areas of your operation feel most disorganized right now?
07What information is hardest to track or locate when you need it?
08What reporting takes too long to prepare, or doesn't exist but should?
09What parts of your daily operations currently work well — your operational strengths?
Section 03 · Staff Workflow & Responsibilities
How does your
team operate?
Understanding how work flows through your team reveals accountability gaps, communication bottlenecks, and automation opportunities.
01List your staff roles and their primary daily responsibilities.
02How do you currently measure or monitor employee performance?
03What causes the most staff delays, confusion, or miscommunication?
04What processes require excessive follow-up or reminders to staff?
05What staff tasks could realistically be automated or systemized?
Section 04 · Client & Customer Management
How do you manage
the people you serve?
Client experience and communication are often where the biggest operational leaks happen.
01Walk us through how a new client/family/customer gets enrolled or onboarded from first contact to fully active.
02How do you currently collect and store client documents (applications, contracts, agreements, ID)?
03How do you communicate with clients day-to-day — and what communication issues come up most often?
04What client complaints or concerns come up most often?
05What information do clients request repeatedly that takes time to pull together?
Section 05 · Financial & Tax Operations
How healthy is your
financial visibility?
Financial blind spots are the #1 silent threat to growing businesses. We need to understand exactly how money flows through your operation.
01How do you currently track business expenses — and how long does monthly reconciliation take?
02What financial tasks are most stressful or time-consuming for you?
03What financial reporting is difficult or impossible to generate right now?
04Are business and personal finances fully separated? If not, describe the overlap.
05How are invoices sent and payments collected? What's your biggest payment challenge?
Section 06 · Compliance & Document Management
How do you manage
compliance and records?
Compliance failures are expensive. We need to understand how you're tracking obligations and managing critical documents.
01How are compliance deadlines currently tracked? Who is responsible?
02How are employee records stored and maintained (I-9s, certifications, background checks, performance reviews)?
03How are contracts managed — creation, signing, storage, and renewal tracking?
04What documents are hardest to locate when you need them quickly?
05What recurring compliance tasks have been missed or nearly missed in the past 12 months?
Section 07 · Technology & Software Audit
What tools are you
currently using?
Understanding your current tech stack reveals duplication, gaps, and where consolidation creates the most value.
01List every software tool or app your business currently uses — daily, weekly, or monthly.
02Which tools do you dislike, find confusing, or feel you're not using to full potential?
03What systems do not communicate with each other — forcing you to enter the same data in multiple places?
04What information do you wish you could see in one dashboard — all in one place?
05What reports do you currently have to manually compile that should be automatic?
Section 08 · Automation Discovery
What should the
system do for you?
Every manual task you do repeatedly is an automation waiting to be built. Let's identify them all.
01If you could automate 3 things in your business starting tomorrow, what would they be?
02What reminders do you or your staff need regularly that are currently manual?
03What approvals slow your operations down most — things that require you specifically to say yes before they can move forward?
04What onboarding sequences — for staff or clients — could be automated with the right system?
05What financial or compliance events should automatically trigger an alert or notification?
Section 09 · Dashboard Requirements
What does your
perfect dashboard show?
Your executive dashboard should tell you the full story of your business in under 60 seconds every morning.
01What is the first thing you want to see when you open your business dashboard each morning?
02Which KPIs matter most to you? Select all that apply.
03What information should your staff see when they log in — versus what only leadership should access?
04What reports should be generated automatically on a regular schedule — daily, weekly, monthly?
05Rate your current overall operational visibility (1 = flying blind, 5 = full clarity).
Section 10 · Business Growth & Scalability
Where is your
business going?
The system we build isn't just for today — it's built to scale with your vision. Help us understand where you're heading.
01What are your primary growth goals for the next 12 months?
02What operational problems are currently limiting your ability to grow?
03What systems, tools, or processes would most help you scale effectively?
04What would make your operations dramatically easier within the next 90 days?
05Is there anything else about your business, operations, or goals that we should know before building your system?