VSI Technologies — AI Readiness Intake

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. Select the one that best describes your business.

Describe your industry

Business Model

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

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 for your operations team *

Think hour by hour — what are they doing from open to close?

What are the top 5 tasks your team repeats every single day? *

Data entryStatus updatesSchedulingClient follow-upReportsChasing documentsInvoice processingAnswering questions

Headcount & Time Allocation

Which department spends the most time on manual work?

Estimated hours per week spent on manual / repetitive tasks (team total)

Process Documentation

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

Client / Customer Onboarding

Describe your new client onboarding process step by step

How long does it take to fully onboard a new client today?

Internal Reporting

How often do you generate internal reports?

How long does it take to build a typical report?

Your Biggest Pain Points

What is the single biggest operational problem costing you time or money right now? *

If you could wave a magic wand and fix ONE thing tomorrow, what would it be?

Where Things Break Down

Where do things most commonly fall through the cracks or get delayed?

Handoffs between teamsClient follow-upDocument collectionApprovalsAfter-hours requestsData entry errorsScheduling conflicts

Are there workflows that depend on one specific person? (Single point of failure)

What do your employees complain about most in day-to-day work?

Manual Work Volume

Hours per week spent on data entry or copy-pasting between systems

How many systems require duplicate data entry?

Rate your operational pain level

1 — Running smoothly10 — On fire daily

5 / 10

Lead & Inquiry Handling

How do new leads or inquiries come in? (select all that apply)

Average response time to a new inbound lead

Estimated % of leads lost due to slow or missed follow-up

Communication & Scheduling

How are appointment scheduling, reminders, and confirmations currently handled?

100% manual — staff books and calls/emails to confirm We use a booking tool but follow-up is manual Partially automated — some reminders go out automatically Mostly automated — we just handle exceptions

How do you currently follow up with leads who don't convert immediately?

How do you handle customer complaints or escalations?

Retention & Satisfaction

Current client / customer retention rate

Do you collect customer feedback?

Data Storage & Quality

Where is your primary customer / client data stored? *

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

Rate the quality of your data

1 — Total mess10 — Clean & reliable

5 / 10

Systems Integration

How many software tools does your team use daily?

Do your systems currently talk to each other?

Describe any integration failures or abandoned system implementations

Data Visibility

What data do you wish you had visibility into but currently can't see?

Cost of Current Inefficiencies

Estimated annual cost of manual admin work in staff time

Average value of a new client, deal, or contract

Deals / clients / jobs lost per month due to operational issues

Current client retention rate

Investment Readiness

Monthly budget range for AI and technology solutions *

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

What ROI timeframe would make this a clear yes?

These questions are specific to your industry. Your answers help our AI team build systems that fit your exact environment.

📦 3PL / Logistics

Number of active clients you currently manage

WMS or TMS software used

What percentage of client communication is manual today?

How are dispatch, routing, and load coordination currently handled?

Biggest coordination challenge between your team and your clients

Average number of orders processed daily

How are client invoices currently generated?

💼 Private Equity

Number of portfolio companies in scope

Average hold period for portfolio companies

What does your post-acquisition integration process currently look like?

What KPIs do you track across the portfolio and how are they reported?

What reporting do your LPs currently receive and how is it generated?

Where is the biggest operational drag across your portfolio companies?

🏠 Home Services

Number of locations

Number of field technicians

Field service software used

Current after-hours call handling process

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

Average job cancellation / no-show rate

Average jobs per tech per day

How are dispatch and scheduling currently handled?

🏥 Healthcare

EHR system used

Approximate no-show rate for appointments

Number of patient appointments per day (across all locations)

Current patient intake process

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

Current billing denial rate

Average front desk call volume per day

Biggest admin bottleneck in your clinic(s)

⚖️ Professional Services

Practice management or project management software

How are client documents currently collected and organized?

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

Avg time from engagement letter to signed contract

Avg days to invoice payment

What percentage of senior staff time goes to admin vs. billable work?

Biggest document or workflow bottleneck

💰 Financial Services

Compliance framework that governs your business

Monthly application / policy volume

Average client onboarding time today

How are compliance documents currently generated and stored?

What is your policy renewal or follow-up process today?

% of applications requiring manual document chasing

Average processing time per application / policy

🏢 Real Estate

Number of active listings or units managed

CRM and property management software

Current lead-to-showing conversion rate

Average response time to a new inbound lead

Annual tenant / client turnover rate

Average time to re-let a vacant unit

How are lease renewals currently managed?

Biggest time sink for your property managers or agents

🔷 Other Industry

Describe your core business and what your team does daily

What are the most time-consuming processes in your business?

What specific outcome are you hoping AI can help you achieve?

Success Definition

What does success look like 90 days after we deploy? *

What would need to happen in 12 months for this to be a home run?

Team Readiness

How comfortable is your team with adopting new technology? *

Very eager — we love new tools and adopt fast Neutral — willing but need good training Some resistance — a few key people push back Significant resistance — change is a major challenge here

Do you have a dedicated internal project champion?

Is there a deadline or business event driving urgency?

Constraints & Concerns

Are there any processes that are off-limits for automation?

What concerns do you have about implementing AI in your business?

Data security and privacy Staff resistance or job displacement fears Integration with our existing systems Cost and ROI uncertainty AI making errors in client-facing situations Compliance and regulatory concerns Losing the human touch with clients We don't have concerns — ready to move fast

Anything else?

Share anything else our AI team should know before your strategy call

How did you hear about VSI Technologies?

You're all set.