Sample workflow audit report: a wholesaler on Cin7 and Xero
This is what the A$990 audit gives you, written for a made-up wholesaler so you can see the format before you pay. The business, the names and every figure are invented. Your report uses your own.
A sample, not a client. Every number on this page is made up to show the format.
- Invoice CheckWorth building: 17 invoices missing freight
- Enquiry and Quote Follow-upWorth building: quote requests wait more than two days
- Margin by productNot yet: landed costs are not on the stock
Delivered 5 working days after access
The business and what I looked at
Every report starts with what was reviewed, so you can check the findings against your own records.
Sample: the review
| Item | Sample detail |
|---|---|
| Business | Sample Trade Supplies (sample), a made-up wholesaler of cleaning and packaging supplies: 22 staff, 2 owners, 4 in the office, 8 in the warehouse, 5 sales reps and 3 drivers |
| Software | Cin7 for stock and orders; Xero for the accounts; Outlook for email |
| Reviewed | Four weeks of work: 520 sales orders, the invoices raised from them and 31 quote requests received by email |
| Conversations | A 60-minute call with an owner and the office manager about how work really flows |
| Access | Read-only access to Cin7 and Xero, agreed in writing before the review started |
How the work flows today, and where it slips
From the first quote request to the paid invoice, with the hand-overs where time or money is lost.
Sample: the flow today
| Step | What happens | Where it slips |
|---|---|---|
| Quote request | Trade customers email their rep. Replies are written from memory | 12 of 31 quote requests were answered after more than two days |
| Order | The office keys or imports each order into Cin7 | Fine at about 130 orders a week |
| Pick and ship | The warehouse ships the order. Freight is added to the order afterwards | Freight is sometimes added after the invoice has been raised |
| Invoice | The office checks about 130 invoices a week against the orders | About 8 hours a week of checking. 17 invoices were missing the freight charged on the order |
| Payment | The office matches customer payments to invoices in Xero | 14 payments sat unmatched for more than a week, so statements showed paid customers as overdue |
| Margins | Freight in and duty are on supplier bills in Xero, not on the stock in Cin7 | Product margins look higher than they are |
The top 3 automation candidates
Each one has a verdict, what it is worth, a fixed quote and the point where a person approves. A "not yet" is a finding too.
Sample: the top 3
| Candidate | Verdict | Why (sample figures) | Fixed quote | Where a person approves |
|---|---|---|---|---|
| 1. Invoice Check | Worth building | In four weeks, 17 invoices were missing the freight charged on the order: A$1,190 undercharged (the table below). Plus about 8 hours a week of checking | A$3,900, 2–3 weeks | The office approves every flagged invoice before it is posted |
| 2. Enquiry and Quote Follow-up | Worth building | 12 of 31 quote requests waited more than two days for a reply. A drafted reply from your approved price list shortens the wait. No dollar figure is claimed: the reps did not record lost orders | A$4,900, 3 weeks | The rep approves each drafted reply before it is sent |
| 3. Margin by product (a custom build) | Not yet | Freight in and duty are not on the stock, so a margin report would show margins that are too high. Record landed cost on stock for six to eight weeks, then look again | No quote until the data is ready | Not applicable |
Sample: the invoices missing freight, by freight service
| Freight service | Orders | Freight per order | Undercharged |
|---|---|---|---|
| Metro courier, small orders | 5 | A$45 | A$225 |
| Metro pallet | 7 | A$70 | A$490 |
| Regional courier | 5 | A$95 | A$475 |
| Total | 17 | A$1,190 |
On these sample figures the Invoice Check pays for itself in about 5 months, if the freight on every order is billed. The undercharge is A$1,190 in four weeks, which this sample treats as a month. With the optional Care plan at A$350 a month, that leaves A$840 a month against the A$3,900 build, before software and AI usage, which the audit estimates. The A$1,190 is cash. The 8 hours a week is time, and is not added to it. Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.
What your software can already do
Before any build, a real report lists what your stock and order software and Xero already do that you are not using, so you never pay for a build you do not need. If a setting solves the problem, the report says so and the quote drops off the list.
The next step, if you want one
The report is yours whether or not you build with Works Better. If you sign a build within 30 days, the A$990 comes off its price in full.
- Each build has written acceptance criteria and 30 days of fixes.
- Nothing is sent or paid without a person approving it.
- Builds run in accounts in your name, so your data stays in your systems.
Other sample reports, each for a made-up business:
See how I fix one workflow for wholesale and distribution, or for retail and ecommerce.
Get your own report in 5 working days
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
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I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
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