ADVENNO / A USEFUL FIRST PROJECT
Automation and custom software project brief
https://advenno.com/guides/hiring-an-ai-automation-team

Fill in what you know. "Not sure yet" is a useful answer.
This is a planning template, not a quote or an agreement to build.
Use fictional or redacted examples. Keep passwords, API keys and customer
personal data out of this document and ordinary enquiry forms.

1. THE WORK THAT GETS STUCK
What does your team repeatedly copy, chase, check or prepare?
Who does the task, and who needs its result?
How often does it happen? Roughly how much active work and waiting occur?
Where do mistakes or delays usually appear?

Your notes:


2. THE SYSTEMS INVOLVED
List the CRM, spreadsheets, email, project tools or existing software.
Which record is the source of truth? Who can approve system access?
Note any known connector, subscription or hosting restrictions.

Your notes:


3. ONE COMPLETE FIRST WORKFLOW
Starting event:
Required input:
Action the system should prepare or perform:
Output and destination:
What must a person review before it happens?
What would count as complete?


4. THE EXCEPTIONS
What happens when information is missing or contradictory?
What if the same event arrives twice, or someone changes a record?
Who should see a failed step, and what should stop until it is resolved?
Which messages, commitments or payments always need approval?

Your notes:


5. A REVIEWABLE RESULT
Describe one ordinary example and one exception using fictional data.
What should the reviewer see at the end of each?
What must continue working if the automation or AI is unavailable?
Which current measures could you compare after rollout?
Include review effort and ongoing costs in any later comparison.

Your notes:


6. PEOPLE AND PRACTICAL CONSTRAINTS
Business reviewer and decision owner:
Time zone and available review hours:
Target date and reason for it:
Budget range, if known:
Contract/procurement and invoice-currency requirements:
Data access, processing-location and retention requirements:
Hosting or deployment requirements:


7. QUESTIONS FOR THE DELIVERY PROPOSAL
[ ] What does the first scope include and exclude?
[ ] Who leads implementation, review and release approval?
[ ] Which access, data and third-party services does it depend on?
[ ] What is build cost versus subscriptions, hosting and AI usage?
[ ] How are changes to the agreed scope approved?
[ ] Who owns code, accounts and documentation, subject to licences?
[ ] What must be tested before rollout? What is the fallback?
[ ] Who operates the system and handles support after handover?


8. OPTIONAL: CLIENT ONBOARDING CHECKLIST
Use this if the problem sits between a signed engagement and kickoff.

[ ] Name the event that authorises onboarding to start.
[ ] Record the engagement ID and approved scope reference.
[ ] Separate essential client inputs from details that can wait.
[ ] Name the source and correction owner for each required field.
[ ] Identify the person who resolves unclear scope or missing inputs.
[ ] Define which folders, tasks and kickoff materials to prepare.
[ ] Agree approvals before messages, promises or billing actions.
[ ] Handle duplicate triggers, changed scope and cancellations.
[ ] Define "ready for kickoff" and who confirms it.
[ ] Record connection owners, recovery steps and support boundaries.


NEXT STEP
Share a short, non-sensitive summary at https://advenno.com/contact
If supporting material is needed, agree a suitable sharing method first.
We assess the actual process and available systems before agreeing scope.