VSI Technologies — AI Readiness Intake

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Step 1 of 9 Company Snapshot

Tell us about your business so our AI team can tailor every recommendation to your world.

Basic Info

Full Name *

Job Title *

Company Name *

Business Email *

Phone Number

Years in Business

Company Size

Number of Locations / Offices

Total Headcount

Annual Revenue Range *

Who approves technology purchases?

Internal IT Support

Yes — we have a dedicated internal IT team We use a managed IT / outsourced provider No dedicated IT — individuals manage their own tools No IT support at all

Select your primary industry

This unlocks your industry-specific questions in Step 8.

📦3PL / Logistics 💼Private Equity 🏠Home Services 🏥Healthcare ⚖️Professional Services 💰Financial Services 🏢Real Estate 🔷Other

Business Model

B2B — We sell to other businesses B2C — We sell directly to consumers Both B2B and B2C B2B2C — We sell through intermediaries

Have you tried AI or automation before?

No — this is our first exploration We've tried basic automation (Zapier, Make, etc.) We've used AI tools (ChatGPT, Copilot, etc.) informally We had a formal AI implementation that didn't go well We have some AI systems running today

Tell us what happened (if applicable)

Daily Operations

Walk us through a typical workday *

Hour by hour — what does your team do from open to close?

Top 5 tasks your team repeats every day *

Data entryStatus updatesSchedulingClient follow-upReportsChasing documentsInvoice processing

Headcount & Time

Most manual department

Manual hrs/week

Process Documentation

Yes — documented SOPs for most processes Partially — some documented, most aren't No — knowledge lives in people's heads We're in the process of documenting now

Client Onboarding

Describe your onboarding process

How long to fully onboard a new client?

Internal Reporting

Report frequency

Time to build a typical report

Your Biggest Pain Points

Biggest operational problem right now *

Magic wand — fix ONE thing tomorrow

Where Things Break Down

Where do things fall through the cracks?

HandoffsClient follow-upDocument collectionApprovalsAfter-hoursData entry errors

Workflows that depend on one person?

What do employees complain about most?

Manual Work Volume

Hours/week on data entry

Systems requiring duplicate entry

Rate your operational pain level

1 — Running smoothly10 — On fire daily

5 / 10

Lead & Inquiry Handling

How do new leads come in?

Phone calls Website form Email Referrals Walk-in / in person Social media Paid ads Events / trade shows

Response time to new lead

Leads lost to slow follow-up

Communication & Scheduling

How is scheduling handled?

100% manual — staff books and confirms Booking tool but manual follow-up Partially automated reminders Mostly automated — we handle exceptions

How do you follow up with unconverted leads?

How do you handle complaints / escalations?

Retention & Satisfaction

Client retention rate

Do you collect customer feedback?

Data Storage & Quality

Where is customer data stored? *

CRM system Spreadsheets ERP / business software Email inboxes Paper files Multiple disconnected systems

Rate your data quality

1 — Total mess10 — Clean & reliable

5 / 10

Systems Integration

Software tools used daily

Do your systems talk to each other?

Integration failures or abandoned implementations

Data Visibility

What data do you wish you could see but can't?

Cost of Inefficiencies

Annual cost of manual admin work

Average value of a new deal / client

Deals lost/month due to ops issues

Client retention rate

Investment Readiness

Monthly budget for AI / technology *

Under $2,000 / month $2,000 – $5,000 / month $5,000 – $10,000 / month $10,000 – $25,000 / month $25,000+ / month Flexible — depends on demonstrated ROI

ROI timeframe to make this a clear yes?

These questions are specific to your industry.

📦 3PL / Logistics

Active clients

WMS / TMS software

% of client communication that is manual

Dispatch, routing and load coordination

Biggest coordination challenge

Average orders/day

How are invoices generated?

💼 Private Equity

Portfolio companies in scope

Average hold period

Post-acquisition integration process

KPIs tracked across portfolio

LP reporting process

Biggest operational drag

🏠 Home Services

Locations

Field technicians

Field service software

After-hours call handling

Staff on call — someone always answers Answering service / call center Voicemail — call back next day No after-hours coverage

Job cancellation / no-show rate

Jobs per tech per day

Dispatch and scheduling process

🏥 Healthcare

EHR system

No-show rate

Appointments per day

Patient intake process

Paper forms in-office Digital forms sent before visit Mixed — digital and paper Staff-assisted verbal intake

Billing denial rate

Front desk calls/day

Biggest admin bottleneck

⚖️ Professional Services

Practice / project management software

How are client documents collected?

Email back and forth Shared drive / folder Client portal Physical mail / in-person Mix of all the above

Engagement letter to signed contract

Avg days to invoice payment

Senior staff time on admin vs billable

Biggest workflow bottleneck

💰 Financial Services

Compliance framework

Monthly application / policy volume

Client onboarding time

How are compliance docs generated / stored?

Renewal / follow-up process

% requiring manual doc chasing

Processing time per application

🏢 Real Estate

Active listings / units managed

CRM / property management software

Lead-to-showing conversion rate

Response time to new lead

Annual turnover rate

Avg time to re-let a vacant unit

Lease renewal management

Biggest time sink for agents / managers

🔷 Other Industry

Describe your core business

Most time-consuming processes

What outcome do you want from AI?

Success Definition

Success 90 days after deploy *

12-month home run

Team Readiness

Team comfort with new technology *

Very eager — we love new tools Neutral — willing but need training Some resistance — a few push back Significant resistance — change is hard here

Internal project champion?

Deadline or event driving urgency?

Constraints & Concerns

Processes off-limits for automation?

Concerns about implementing AI?

Data security and privacy Staff resistance or job displacement fears Integration with existing systems Cost and ROI uncertainty AI errors in client-facing situations Compliance and regulatory concerns Losing the human touch No concerns — ready to move fast

SHOW US YOUR WORLD

Drop Your Docs & Workflows Here

SOPs, org charts, process maps, screenshots of your systems — anything that helps us understand how your business actually runs. The more context you give us, the more tailored your strategy call will be.

📂

Click to browse or drag & drop files here

PDF · Word · Excel · PowerPoint · Images — no file limit

Anything else?

Anything our AI team should know before your call

How did you hear about VSI Technologies?

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