The report
A sample assessment report
This is what the nine pages look like when they're filled in. The business below is made up so you can read a whole report without anyone's real numbers in it.
Illustrative example. Fictional business, not client results.
A plan, not a platform.
AI Tools Assessment
Prepared for Redfern Plumbing & Heating, a fictional business
01 / 09
Illustrative example. Fictional business, not client results.
Where you are, where you're going
Executive summary
The pain
The owner runs the jobs and the office. Quotes get typed twice, invoices get chased by hand, and every job's notes go into two systems. Roughly 7 hours a week of office work lands on the owner's desk after the vans are back.
The outcome
Six changes, none of them a new platform. Four use software the business already pays for. Together they return about 5 hours a week, starting with the quote template on day one.
5 hrs
Hours you can reclaim every week
305 minutes across six quick wins, each counted once
Primary focus
Stop typing the same job into two places.
02 / 09
Illustrative example. Fictional business, not client results.
Where the value is
Impact vs. effort
High impact
Quick wins
- 1 Quote template
- 2 Invoice reminders
- 3 Dispatch texts
- 4 One intake form
- 5 Saved replies
- 6 Crew calendar
High impact, low effort. This report focuses here.
Major projects
High impact, high effort. Phase these in after the wins.
- Connect scheduling to accounting
- Move the parts list online
Low impact
Fill-ins
Low impact, low effort. Do them when time allows.
- A shared list of supplier phone numbers
Ignore these
Low impact, high effort. Not worth your time now.
- A chatbot for the website
Low effort
High effort
03 / 09
Illustrative example. Fictional business, not client results.
High impact, low effort
Quick wins
-
01
Re-typing each quote from the estimate sheet into the email and the invoice. About 60 minutes a week.
A quote template that fills in from one form.
45 min a week
-
02
Chasing unpaid invoices by phone and email. About 90 minutes a week.
Reminder emails your accounting software sends on a schedule. You keep the phone calls that need a person.
60 min a week
-
03
Sending 'on our way' texts and next-day confirmations. About 45 minutes a week.
Your scheduling software sends them when a job is dispatched.
40 min a week
-
04
Entering job notes into the job board and into the accounting software. About 90 minutes a week.
One intake form that writes to both.
75 min a week
-
05
Answering the same six customer questions by email. About 60 minutes a week.
Saved replies for the six, and an AI drafting assistant for the rest. You read every reply before it sends.
40 min a week
-
06
Building the crew schedule from a week of texts. About 60 minutes a week.
A shared calendar the crew updates themselves.
45 min a week
Total: 305 minutes a week, about 5 hours. Each job's minutes are counted once. Where two fixes touch the same work, the time is credited to the first one and not counted again.
04 / 09
Illustrative example. Fictional business, not client results.
The tool stack
Recommended solutions
01
Form builder
One form feeds the quote template.
- Cost
- About $25 a month
- Setup
- Half a day
- Saves
- 45 min a week
02
Accounting software reminders
A feature already in the software the business pays for.
- Cost
- $0 added
- Setup
- One hour
- Saves
- 60 min a week
03
Scheduling software
Dispatch texts and confirmations.
- Cost
- About $60 a month
- Setup
- Two afternoons
- Saves
- 40 min a week
04
The same form builder
An intake form that writes job notes to both systems.
- Cost
- Included in 01
- Setup
- One afternoon
- Saves
- 75 min a week
05
AI drafting assistant
Drafts replies. You read before anything sends.
- Cost
- About $25 a month, one seat
- Setup
- One hour
- Saves
- 40 min a week
06
Shared crew calendar
Comes with the scheduling software in 03.
- Cost
- Included in 03
- Setup
- One crew meeting
- Saves
- 45 min a week
Costs are illustrative assumptions for a fictional business, not vendor quotes. Your report names specific tools and checks current prices when it's written.
05 / 09
Illustrative example. Fictional business, not client results.
Start this week
Your 4-day quick wins plan
1
Day one
Pull your last ten quotes and mark what changes from job to job. That list is the form.
Tool · Your existing quotes
2
Day two
Build the form with those fields. Name them the way you say them out loud.
Tool · Form builder
3
Day three
Connect the form to the quote template and send yourself three test quotes.
Tool · Form builder and email
4
Day four
Use it on every real quote. Fix what's wrong on Friday.
Tool · The real thing
06 / 09
Illustrative example. Fictional business, not client results.
The next phase
What comes after quick wins
07 / 09
Illustrative example. Fictional business, not client results.
The bottom line
Financial impact
$1,540
Estimated monthly net value of time returned
22 hours a month at an assumed $75 an hour, minus $110 a month in tools. An estimate of what the hours are worth, not cash in the bank.
Weekly time returned
About 5 hrs
305 minutes across six quick wins, each counted once
Total monthly tool cost
$110
Two paid tools and one paid seat, at illustrative prices
Cash, kept separate
Cash saved: $45 a month, one subscription the business was paying for twice, now cancelled. Cash spent: $110 a month on tools. Net cash: $65 a month out of pocket. The return is in the hours, not the bank balance.
$75 an hour is an illustrative assumption for what an owner's hour is worth. Put your own number in. Monthly hours are weekly minutes times 52, divided by 12.
08 / 09
Illustrative example. Fictional business, not client results.
Clear the fog
Your next steps
-
Step 1
Book the walkthrough. Thirty minutes, screen share, this report open.
-
Step 2
Start day one of the 4-day plan the morning after.
Schedule your review call
In a real report this is your booking link.
09 / 09
Illustrative example. Fictional business, not client results.
Start
Your report will look like this, about your business.
One call, one report, one walkthrough. Refunded in full if the report doesn't show you a path to 5 or more hours a week.
See what the Assessment includes
Report within 3 business days of the call, walkthrough the day after.