AI Readiness Audit — ClearGain

Step 1 of 5

Tell us about your business

This helps us calibrate ROI projections and calculate your personalized profit impact.

Business Name *

Your Name

Email

Industry

Number of Employees

Profit Impact Calculator: The fields below power a personalized analysis showing how small improvements compound into major profit gains. Estimates are fine — we round to the nearest thousand.

Annual Revenue *

$

Total sales for the last 12 months

Annual Cost of Goods Sold (COGS)

$

Materials, direct labor, subcontractors

Annual Fixed Expenses

$

Rent, insurance, admin salaries, utilities

Step 2 of 5 — Sales & Marketing

How does your team sell and market?

We're looking for repetitive tasks that AI can accelerate.

Q1 How do you currently find and qualify new leads?

Word of mouth only, no active prospecting

Manual outreach (cold calls, door knocking)

Basic digital marketing (website, some ads)

CRM with lead tracking and email campaigns

Automated lead scoring, nurture sequences, and attribution

Q2 Whether your team builds quotes from scratch, uses templates, or has proposal software — how long does a typical quote or estimate take to produce?

4+ hours per quote

2–4 hours per quote

1–2 hours per quote

15–30 minutes per quote

Under 15 minutes per quote

Q3 How do you track marketing ROI?

We don't really track it

We ask customers how they heard about us

Basic analytics (Google Analytics, ad platform metrics)

Lead attribution across channels with cost-per-lead tracking

Full funnel attribution with ROI dashboards per channel

Q4 How do you follow up with past customers?

We don't — when a job's done, we move on

Occasional holiday cards or check-in calls

Periodic email blasts to our customer list

Scheduled follow-ups with seasonal service reminders

Automated retention campaigns with upsell triggers

Q5 How much data entry does your sales process require?

Everything is on paper or in someone's head

Spreadsheets, lots of manual entry

Basic CRM but still a lot of manual logging

CRM captures most data, some manual input

Fully integrated — data flows automatically between systems

Step 3 of 5 — Operations

How do you run the day-to-day?

Operational bottlenecks are often the biggest hidden cost center.

Q1 How do you schedule crews, appointments, or resources?

Phone calls and whiteboards

Shared calendar or spreadsheet

Scheduling software, but lots of manual adjustments

Optimized scheduling with conflict detection

AI-optimized scheduling with demand forecasting

Q2 How do you track project progress and job costs?

We know when it's done because the crew leaves

Foremen give verbal updates, we track costs after the fact

Project management tool with periodic cost updates

Real-time dashboards for progress and cost tracking

Predictive analytics flag overruns before they happen

Q3 How do you handle purchasing and material orders?

Crews buy what they need, we get receipts later

Central purchasing with phone/email orders

Purchase order system with approval workflows

Integrated procurement with vendor pricing and inventory

Automated reordering with demand prediction and waste tracking

Q4 How much time do you spend on internal communication and status updates?

Lots of phone calls, texts, and chasing people down

Group texts and email chains

Team messaging app (Slack, Teams) with some automation

Automated notifications for key events, minimal manual updates

AI summarizes status, flags issues, and routes to right person

Q5 How do you handle quality control and warranty/callback tracking?

We deal with complaints as they come in

Basic checklist, manual inspection logging

QC software with photo documentation

Systematic QC with root cause tracking and trend analysis

Predictive quality analytics prevent defects before they happen

Step 4 of 5 — Finance

How do your finances flow?

Finance automation has the most direct dollar-for-dollar impact.

Q1 How do you handle invoicing?

Handwritten or basic Word/Excel invoices

QuickBooks/accounting software, manual creation

Templates with some auto-fill from job data

Auto-generated from completed jobs, review and send

Fully automated billing with progress billing and change orders

Q2 How do you categorize and track expenses?

Shoebox of receipts given to bookkeeper quarterly

Manual entry into accounting software

Bank feed imports with manual categorization

Auto-categorization rules with exception review

AI-powered categorization with job costing allocation

Q3 How long does your monthly close take?

We don't really do a formal close

2-3 weeks, lots of chasing receipts and corrections

1-2 weeks with standard reconciliation process

Under a week with automated reconciliation

Continuous close — real-time financials always current

Q4 How do you forecast cash flow?

We check the bank balance and hope for the best

Simple spreadsheet projection, updated occasionally

Monthly forecast based on pipeline and commitments

Rolling forecast with scenario modeling

AI-driven forecast with predictive models and alerts

Q5 Do you know your true margin per job/project?

No — we know overall P&L but not per-job

Rough estimates, calculated after the job is done

Job costing tracked but labor allocation is approximate

Accurate job costing with labor, materials, and overhead

Real-time margin tracking with variance alerts

Step 5 of 5 — Management Readiness

How ready is your team for AI?

Technology doesn't fail — adoption fails. This section measures your team's readiness.

Q1 How familiar is leadership with AI and automation tools?

Not familiar — "AI" feels like hype

Heard about ChatGPT, tried it a few times

Actively exploring AI tools for specific use cases

Using AI tools daily, understands capabilities and limits

AI-native mindset — evaluates every process for automation potential

Q2 How does your team handle change and new processes?

Strong resistance — "we've always done it this way"

Skeptical but will comply if forced

Open to change when the benefits are explained

Embrace change — team regularly suggests improvements

Change-driven culture — continuous improvement is a core value

Q3 Do you have documented Standard Operating Procedures (SOPs)?

No — knowledge lives in people's heads

Some informal guidelines, nothing standardized

Key processes documented but not always followed

Comprehensive SOPs that are actively maintained

Living documentation with version control and training integration

Q4 What percentage of your budget goes to technology and training?

Almost nothing — tech is a cost, not an investment

Basic tools (email, accounting), no formal training budget

1-3% of revenue on tech, occasional training

3-5% of revenue, annual training program

5%+ of revenue, continuous upskilling is strategic priority

Q5 Is there a clear owner for technology decisions in your company?

No — the owner handles everything, tech included

Someone is "tech-savvy" but it's not their main role

Office manager or ops person handles tech decisions

Dedicated IT/operations lead who evaluates tools

CTO or digital transformation lead with strategic mandate