Small-business operations audit

2 pages · Last updated September 10, 2026

Step 1 — List your core workflows

Check the workflows you run at least weekly:

• Sell (leads → quote → close)
• Deliver (tasks → projects → completion)
• Bill (invoice → collect → reconcile)
• Support customers (issues → resolution)
• Pay people (HR → payroll → expenses)
• Market (campaigns → leads)

Step 2 — Tool inventory

Workflow	Tool(s) used	Owner	Handoffs per week (est.)
Sell
Deliver
Bill
Support
Pay people
Market

Step 3 — Score the pain

Rate each workflow 1 (low) to 5 (high):

Workflow	Duplicate data entry	Reporting delays	Errors / rework	Total
Sell
Deliver
Bill
Support
Pay people
Market

Highest total score = best candidate to consolidate first.

Step 4 — Prioritize one migration

• Pick the highest-pain workflow from Step 3
• Define success: what “one record” means for that workflow
• Run new process in parallel for 2 weeks
• Retire old tool only when team trusts the new source
• Document who owns data going forward

Red flags checklist

• Same customer exists in 3+ systems with different details
• Month-end close delayed by manual exports
• New hires need 6+ logins before productive work
• Nobody can answer account status without checking multiple tools
• Approvals happen in chat with no audit trail