Workflow Scope Guide

Clear scope means faster launches and no surprises.

This page defines what counts as one workflow so pricing, timeline, and expectations stay aligned from day one.

Rule

One trigger

A workflow starts from one business event: missed call, quote sent, invoice sent, form submitted.

Rule

One outcome

It ends in one measurable outcome: booked estimate, payment collected, task assigned, or update confirmed.

Rule

One process owner

It has a clear owner and escalation path so your team always knows who handles edge cases.

Included vs. separate scope examples

Missed call recovery

Included as one workflow

Missed call -> instant text -> callback task -> booked estimate status.

Usually separate scope

Separate nurturing campaign for old leads from prior months.

Quote follow-up

Included as one workflow

Quote sent -> timed reminders -> response capture -> rep alert.

Usually separate scope

Cross-sell campaign and long-term retention sequence.

Invoice collection

Included as one workflow

Invoice sent -> reminder cadence -> payment confirmation -> bookkeeping update.

Usually separate scope

Full dunning system across every invoice aging bucket.

Package workflow boundaries

Quick Win Sprint

1 core workflow

One high-friction pain point that needs immediate relief.

Growth Automation System

3 connected workflows

Lead-to-close flow with handoff and collections alignment.

Operations Engine

6 operational workflows

Multi-team operations needing standardized delivery and reporting.

Common add-on boundaries

Channel expansions

Adding new channels with different logic (email + SMS + voice) may count as an add-on scope.

Complex branching

If the process requires many exceptions or decision trees, it can become a second workflow.

Net-new systems

Replacing core tools or introducing a new platform is scoped separately from optimization work.

Scope-first kickoff

We confirm trigger, outcome, channels, and edge cases before build starts. This protects timeline and margin for both sides.

Scope confirmation typically takes one business day.