Controls and ownership
Agree how the workflow runs.
Data, approvals, and a way to take over when something fails belong in the scope before a pilot starts.
This is the proposed delivery process. The written scope sets the controls and responsibilities for each engagement.
Request received
A customer asks for a quote.
Gather approved context
Use the approved template and account records. If context is uncertain, ask the workflow owner.
Prepare a draft
Prepare a draft with the source information attached.
Human review
A person checks the draft and approves price and terms.
Approved next action
Send or save only the approved version. If the integration fails, return to the manual process.
Data flow
Document which information enters the workflow, where it goes, and which providers process it. Agree what is excluded, how long data is kept, and how it is removed. Storage, retention, and training policies depend on the provider, account, and configuration we choose.
Access
Agree permissions for each system before connecting it. Start with the access the workflow needs. Identify who grants it, who can revoke it, and how credentials are managed.
Human approvals
Name the actions that require a person to approve them, including customer messages, prices, payments, and consequential updates. A prepared draft waits at that checkpoint.
Evaluation
Use representative examples, including incomplete inputs and failure cases. Agree what good enough looks like, compare with the baseline over a stated period, and include staff review and total running costs.
Failure and fallback
Identify the workflow owner and how failures reach them. Define a manual process, how to stop automated actions, and how to avoid duplicate work when a connection recovers.
Ownership and handover
You own the code, prompts, docs, and accounts. Document any third-party licenses in the scope. Specify the training and handover your team needs to operate the system.
Support boundaries
Monitoring, maintenance, incident handling, response times, and costs belong in a separate support agreement. Specialist or regulated work needs an assessment of capability before a commitment.
Bring a workflow
that's slowing the team down.
In a 30-minute call, we'll walk through a recent example and decide what to explore next. If the economics or access don't support a build, I'll say so.