ROI questionnaire

ROI estimate questionnaire

Share your current process and needs so we can prepare a more accurate ROI estimate and implementation approach.

Questionnaire fields are optional.Answer as many questions as possible. Contact details are required so we can reach you with the result.

1Goals and context

2MVP (minimum viable product) and functionality

3Security, scale, and delivery

4Contact details

1. Goals and context

These answers help us understand what you want to improve and how you measure success.

1) What is the primary goal?

Reduce manual work and routineReduce errors and the human factorIntroduce consistent order (standards, processes)Find information, documents, and records fasterReal-time visibility on statuses, work, and deadlinesImprove team collaboration (less chat noise, fewer "where is it?")Improve customer service (speed, accuracy, transparency)Serve more clients or orders without hiring new peopleBetter management control (reports, KPI = key performance indicators, workload)Centralized file and data storage with proper access

2) How will you define success? (KPI = key performance indicators)

Recommended 3-5

Time per typical task decreases by: 10% / 20% / 30% / 50%Search time decreases by: 25% / 50% / 70% / 90%Error count decreases by: 10% / 30% / 50% / 80%Cycle time (from "received" to "done") decreases by: 1h / 1 day / 3 days / 1 weekOn-time delivery: from X% to Y%Throughput: +5% / +10% / +25% / +50%Fewer team questions/messages: -20% / -40% / -60%Management overview: everything in one place (yes/no)Internal user satisfaction: 1-5 or NPS

3) Who are the users and roles?

User group

Internal users only (1 organization)Internal users and managers with extended accessInternal and external users (clients/partners) with a portal

Roles (examples)

Admin (full control)Manager (reports, access, visibility)Employee (execution, own tasks)Guest/client (only own files/tasks)

Access model

Everyone sees everythingEach user sees only their own objects (clients/projects)Teams see team backlog, management sees all

4) Describe the current process (AS-IS) in one sentence

Currently information comes in ..., we store it ..., tasks are managed ..., and results are recorded ...

5) Where does the biggest time loss or errors happen?

Select 2-5

Files are saved in the wrong place or with the wrong nameHard to find what is needed (searching folders/chats)Duplicates or multiple versions, unclear which is correctStatus is unclear (what is done, what is pending)Responsible person is unclear (who owns the next step)Deadlines are missed, no remindersWork is duplicated (two people do the same task)Information is in multiple places (Excel, Drive, email, chat)Manual data re-entry (copy/paste)Too much coordination in chats/callsClients/partners send things incorrectly and it needs fixing

2. MVP (minimum viable product) and functionality

Define the necessary minimum and the next-phase wishlist.

6) What is the minimal MVP (minimum viable product)?

Select 3-7

User accounts and roles/accessCore objects (e.g., clients/projects) with list and searchFile upload with mandatory fields (type, period, tags)Automatic generation of standard folders/structureTasks with statuses (To do / Doing / Done) and ownerDeadlines and reminders (email or in-app)Simple reports (overdue, completed)Activity log (who added/changed what)Import from Excel (minimal migration)

7) Nice-to-have (phase 2)

Client/partner portalAutomated requests for missing files/dataDocument OCR and full-text PDF searchTemplates: automatic task sets by periodWork schedules and capacity planningTime tracking and approvalInvoice generation or invoice integrationsEmail integration (automatic attachment ingestion)Google Drive or SharePoint integration (sync)Calendar integration (deadlines)2FA or SSO (Google/Microsoft login)Advanced reports or dashboardsAPI for other toolsMobile app or PWA

8) What data will the system contain and what structure?

Core objects

Contacts (clients, partners)Projects or contractsTasks or work itemsFiles or documentsStatuses or stagesPeriods (month, quarter, year)Comments or notesTime or timesheetsInvoices or paymentsTags or categories

Structure style

Simple (few fields, fast)Medium (categories, statuses, owners)Complex (multiple processes, many rules/validations)

9) File/document flow: storage

System stores files (S3)Files in Drive/SharePoint, system stores linksHybrid: some in S3, some as links

Upload method

Manual uploadDrag and drop for multiple filesFrom email attachments (phase 2)Client or external user uploads via portal

Naming and control

Free form (users decide the naming)Required fields with automatic nameRequired fields with automatic folder structure

Additional control requirements

VersionsStatusesTag systemFull-text PDF search (yes/no, phase 2)

10) Critical integrations

Not needed in phase 1Google Workspace (Drive, Gmail, Calendar)Microsoft 365 (SharePoint, Outlook, OneDrive)CRM (HubSpot, Pipedrive, Salesforce)Invoicing/payments (Stripe, PayPal, bank imports)E-signature (DocuSign, Adobe Sign, eIDAS)Accounting/ERP systemsSSO (Google/Microsoft login)Slack or MS Teams notificationsWebhook/API to other internal tools

3. Security, scale, and delivery

Scale, security, and rollout affect architecture and ROI.

11) Security and compliance: authentication

Password and emailGoogle/Microsoft login2FA (SMS or app)SSO (SAML/OIDC)

Access control

Simple (roles)Granular (role, team, object owner)Very granular (permissions by field/object type)

Audit

Not neededBasic audit log (who added/deleted)Full audit trail (who changed what and when)

Data management: backup

DailyWeeklyCustom

Data management: retention

Store for X yearsKeep until manual deletion

Data management: deletion

Soft-delete (recoverable)Hard-delete

12) Current volume: users

1-56-1516-5050+

After 2 years

+0%+50%2x5x

Files/data per month

1005001 0005 00020 000+

Average file size

0.2MB1MB5MB20MB

Requests per day (approx.)

LowMediumHighVery high

13) Implementation and change management: migration

None (start from scratch)Active data only (last 1-3 months)Last yearFull archive

Transition approach

Big bang (switch on a single date)Parallel for 1 month (old and new)Gradual by teams/clients/processes

Training

1 hourHalf day1-2 days with materials

Implementation owner

One internal project ownerUnclear (risk)

14) Performance/UX requirements: platforms

Desktop onlyDesktop and mobile webPWA or app-like experience

Speed

Normal (2-4 sec is ok)Very fast (most actions <1 sec)Critical for search/filters

Click principle

Can be administrative (more fields/steps)Must be very simple (minimum clicks, more automation)

15) Key risks

Users do not want to change habitsSystem becomes too complex (UX)Project goes over cost or timeIntegrations end up more expensive than expectedMigration is a big burdenSecurity/compliance requirements raise the priceSavings are smaller than expected

Stop conditions

If MVP (minimum viable product) is not ready by (date) - stopIf budget exceeds +20% - stopIf users do not use it after 4 weeks - stop or rebuildIf KPI (key performance indicators) improvement cannot be measured - stop or pivot

Open-ended (optional)

My stop condition is: ...

4. Contact details

Please provide contact information so we can send back the ROI estimate.

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Full name *

Email *

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Company *

Role in the company