Chapter 02
Audit process: Up to four touchpoints, 3h 15m in total, spread over fourteen days. The 15-minute checkpoint is optional.
The owner, sales lead and two people who build the quotes join the deep dive. We work from the approved price sources and the requests they handle every day.
Illustrative
A composite company, not a client. We model the inputs and the queue examples, then derive every total from the assumptions shown. A real audit measures each workflow in your operation.
- Profile
- Wholesale distributor
- Revenue
- €14M
- People
- 45
- Depots
- 3
What goes into it
Conversations
3h + optional 15m
We start with the owner, then work with whoever runs the first process. The checkpoint is optional. We interview nobody to pad a page count.
-
01
Discovery
30 min · free · day 1
-
02
Deep dive
90 min · days 4–8
-
03
Checkpoint
15 min · optional
-
04
Walkthrough
60 min · day 14
Recorded with agreement, or captured as structured notes; retention agreed first
What we read
6 things, not archives
Whatever the work runs on, including the spreadsheet nobody admits to. We ask for samples, not archives.
-
The price list, and the four versions of it
commercial
-
The quote template
template
-
A month of requests across email, phone notes, PDFs and WhatsApp
sample
-
Twelve months of orders
export
-
When a rep may discount, and how far
judgment
-
Customer terms and agreed prices
commercial
Read once, quoted back with the source
What we look inside
5 tools, already paid for
The tools the process already touches. We buy no new software during an audit.
- Sage 100 Stock, prices and orders
- Outlook Where the requests arrive
- Excel The real price list
- SharePoint Quotes and terms
- WhatsApp How the road team asks
Mapped as one picture, not a list
- 5
- Tools in the picture
- 5
- Processes timed
- 2,963
- Modelled hours a year
- 4
- People we spoke to
Where your information goes
You know what we process, where it sits and who sees it.
Your existing tools remain the systems of record. Connections use approved integrations or least-privilege service accounts, and we do not maintain a separate Hundredfold database containing your customers.
We document this before access begins: the content we process, the model and provider, hosting region, retention, training use, subprocessors, permissions and deletion path. If you already have an approved AI provider, we work inside that agreement where it fits.
Your data, workflow configuration, written rules and documentation remain yours. Third-party models and connectors remain subject to their own licences.
Where the hours go
2,963 hours a year
The modelled hours across all five processes, split between what the system could carry and what stays with a person. A real audit replaces these inputs with observed work.
How the year divides
67%
The system could carry
Stays with your team
What each process contributes
The first build followed by the audited roadmap. Each step starts where the one before it finished, so you can watch the modelled totals add up.
P1
Quote request intake and drafting
70%
P2
Order acknowledgement and entry
75%
P3
Supplier price updates
65%
P4
Delivery chasing and updates
60%
P5
Invoice and credit-note queries
55%
Total
hours a year
67%
Judgment, exceptions, and the relationships. This is the part of the job worth a person doing.
966 hours a year
Implementation timeline
11 weeks · ongoing
Audit
Implementation
Quote request intake and drafting
Audited roadmap, scoped and priced one process at a time
Order acknowledgement and entry · Supplier price updates · Delivery chasing and updates · Invoice and credit-note queries
Operated
Fourteen days allows stakeholder scheduling, evidence review and validation. The walkthrough happens sooner when those inputs are ready.