AI audit sample
What you get first: a readiness score, ranked opportunities, and an ROI calculator.
Sample document
AI Opportunity Audit
SampleNorthbay Crawlspace & Insulation · September 2026
- ~14 techs, 4 crews
- 3 service lines
- House Call Pro + QuickBooks
- Owner works remotely
Fictional company, fictional numbers. This shows the shape of the document you receive before anything gets built. Estimates are labeled as estimates.
01 · Readiness
Ready enough to start, with one real constraint
Scored from interviews and a look at the systems. The team score is the one to design around: anything new has to live inside the tools people already open.
AI readiness
Above the small-business average
- Data7/10
Jobs, customers, and estimates live in House Call Pro. Costs are not tied to jobs yet.
- Process6/10
Steady field process. Office steps live in people's heads, not written down.
- Tools8/10
Modern, API-friendly stack. Nothing needs replacing to start.
- Team5/10
Non-technical office and crew leads. Anything new must live inside tools they already open.
- Leadership9/10
Owner sponsors this personally and wants the business to run without him.
02 · Today
What's costing you time today
Six things the office described in their own words. Each estimate is ours, from the interviews, and is meant to size the problem, not to promise a result.
Pain points
Commissions hand-keyed monthly
Every job gets re-typed into a spreadsheet, matched to a rep, and reconciled against referral checks by hand.
Estimate~6 hrs of office time per month
Reports that don't pull
The numbers the owner wants (jobs by rep, unpaid by month) don't come out of House Call Pro the way he asks for them.
Estimate~3 hrs per week rebuilding in Sheets
Photo + invoice grind at 4pm
Crew photos arrive on WhatsApp, invoices sit in House Call Pro, and someone stitches them into a customer email every evening.
Estimate~1 hr per day, every working day
Invisible warranty renewals
Annual renewals depend on someone remembering to check last year's jobs. Nobody owns the list.
Estimate~1 in 3 renewals never offered
Speed-to-lead window missed
Web leads land in an inbox. After hours and on busy afternoons they wait until someone is free.
Estimate~40% of web leads not answered within 10 min
No per-job margin
Revenue is known per job. Labor hours and materials are not, so nobody can say which jobs actually make money.
EstimateNo margin figure on any job today
03 · Catalog
Ten things worth building, ranked
Every item names what we would build (an agent, an app, or an automation), on top of the tools already in place. Most of the value here is structured automation, not a language model.
Opportunity catalog
| # | Use case | Function | Impact | Effort | Status | What we'd build |
|---|---|---|---|---|---|---|
| 1 | Speed-to-lead responderApproved by owner | Sales | High | Low | Do now | Automation AgentNew web lead triggers a drafted, on-brand reply within minutes, captures the phone number, and logs the lead in House Call Pro. Email only, no AI voice calls. |
| 2 | Warranty renewal pipelineApproved by owner | Retention | High | Med | Do now | AutomationMonth-10 trigger from job history, renewal email and reminder, then a monthly call list for anything unanswered. |
| 3 | Commission trackerApproved by owner | Office | High | Low | Do now | AppNightly-synced jobs become rep commissions, referral kickbacks, and draw math. Owner edits, reps see only their own. |
| 4 | Ask-your-business agent | Owner | High | Low | Do now | AgentPlain-English questions over synced jobs: revenue by month, unpaid invoices, who sold what. Says 'I don't know' rather than guessing. |
| 5 | Photo + invoice sender | Ops | Med | Low | Next | AutomationMatches the day's crew photos to each completed job's invoice and drafts the customer email for one-click send. |
| 6 | Per-job margin dashboard | Finance | High | High | Next | AppLabor hours plus materials plus service per job. Needs time-card data first, which is why it is not a day-one build. |
| 7 | Team knowledge agent | Ops | Med | Med | Next | AgentAnswers how-to and policy questions from written SOPs and pricing rules. Points to a named person when it is unsure. |
| 8 | Review request + reply drafts | Marketing | Med | Low | Next | AutomationPost-job review ask aimed at Google, and drafted replies in the owner's voice for approval. |
| 9 | Dispatch board | Ops | Med | Med | Later | AppA shared crew calendar over the House Call Pro schedule so the office and crew leads see the same day. |
| 10 | Inventory reorder alerts | Ops | Low | Med | Later | AutomationSKU counts and reorder thresholds with a weekly alert. Ranked low: stockouts are rare today. |
3 items approved in the portal so far. Approving an item promotes it to the build queue; nothing is built until the owner says so.
04 · Priority
Impact versus effort
Numbers match the catalog. Top-left is where we start.
Impact versus effort map
- Do now
- Next
- Later
- 1.Speed-to-lead responder
- 2.Warranty renewal pipeline
- 3.Commission tracker
- 4.Ask-your-business agent
- 5.Photo + invoice sender
- 6.Per-job margin dashboard
- 7.Team knowledge agent
- 8.Review request + reply drafts
- 9.Dispatch board
- 10.Inventory reorder alerts
05 · Plan
Adoption plan for a non-technical team
One login, tools people already use, and short videos instead of training days. The first build is live in about a month; after that the catalog moves one approved item at a time.
Phases
- 1
Audit
Week 1
- Owner and office interviews
- Read-only look at House Call Pro data
- This document: score, catalog, plan
- 2
Build on your tools
Weeks 2 to 3
- Read-only House Call Pro sync
- First app and first agent on real data
- Nothing replaced, nothing re-entered
- 3
Launch in portal
Week 4
- One login for owner, office, and reps
- Role-scoped views per person
- Short walkthrough videos for each tool
- 4
Measure and expand
Month 2 onward
- Usage and cost per tool reviewed monthly
- Approve the next catalog item in the portal
- Build queue moves in priority order
06 · Sizing
Lead-ROI calculator
Drag the sliders to your own numbers. The model compares today's response time against a responder that replies inside five minutes. It is directional, for discussion, not a guarantee.
Lead ROI calculator
Your numbers
About 49% of leads are still reachable at that speed. Under 5 minutes: 72%.
Added revenue per year
Directional estimate$616,940
If every lead got a reply inside 5 minutes, day or night.
Extra closed jobs / yr
82.3
Extra jobs / mo
6.9
Monthly revenue from leads
- Today
- $111k / mo
- Reply under 5 min
- $162k / mo
How the model works, and where the benchmarks come from
Closed jobs = leads × share reached while the lead is still live × close rate. The reach curve is a conservative model anchored to published research: the Harvard Business Review / MIT lead-response study (The Short Life of Online Sales Leads), which found firms that respond within five minutes are far more likely to qualify a lead than those that wait even 30 minutes; InsideSales research that most buyers go with the first business to respond; and home-services lead and conversion benchmarks from WebFX and LocaliQ. Defaults are fictional and set below the research on purpose. All money shown is a directional estimate.
What this mirrors
The written AI audit delivered before anything was built.
- A written AI audit with a readiness score, a ranked opportunity catalog, an impact-versus-effort map, and an adoption plan tailored to a non-technical team.
- Delivered before anything is built, so the owner decides what is worth doing with the whole picture in front of them.
- The owner approves items in the portal, which promotes them to the build queue.
- The approach is to build on top of the tools you already have first, and replace something only if you outgrow it.
- We tell clients plainly that about 70% of the value is structured automation, not language models.
Everything on this page runs on fictional sample data. No client names, no client numbers.
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