Service businesses
Consultancies, agencies, research firms and client-service teams whose work moves through people and systems.
Croox service definition
What Is a Workflow Cost Scan?
A Croox Workflow Cost Scan examines one recurring workflow, estimates its visible cost through time, rework and delay, and identifies one measurable next step. It gives founder-led B2B service teams a directional baseline before they invest in more software, AI or a larger process-change project.
Who the scan is for
It is designed for founder-led B2B service teams with repeated research, reporting, proposal, onboarding, review or client-delivery work. A useful candidate has a clear trigger, a recurring output and enough volume for handoffs, corrections or waiting time to matter.
One repeated output
A workflow such as a monthly report, proposal, onboarding pack or quality review—not the entire company.
What Croox examines
- The trigger, owner, participants, systems, handoffs, approvals and final output.
- Monthly volume, average hands-on time, waiting points, rework frequency and recurring software cost.
- The largest visible constraint and the business metric that should move if the workflow improves.
- Select one workflow
- Map the current process
- Establish a baseline
- Identify the largest leak
- Stop, improve or pilot
Inputs required
No production-system access is required for the initial scan. A process owner should bring rough values for monthly volume, minutes per item, people involved, common corrections, recurring tools and the outcome the team wants to improve.
Do not submit passwords, credentials, sensitive client records or production data. Directional inputs are enough for the first conversation.
Workflow cost metrics and formulas
The scan uses simple, visible formulas so assumptions can be checked. These are directional operating estimates, not audited financial calculations.
Monthly hands-on hours = Monthly volume × Average minutes per item ÷ 60
Monthly labour cost = Monthly hands-on hours × Loaded hourly cost
Monthly rework cost = Monthly volume × Rework rate × Rework minutes ÷ 60 × Loaded hourly cost
Visible monthly workflow cost = Labour cost + Rework cost + Recurring software cost + Known error cost
Use the free Workflow Cost Calculator to establish a directional baseline.
Illustrative worked example
Illustrative example—not a client result. A monthly reporting workflow produces 40 reports at 75 hands-on minutes each, with a 20% rework rate and 30 minutes per correction.
| Monthly volume | 40 reports |
|---|---|
| Base hands-on time | 50 hours |
| Estimated rework time | 4 hours |
| Largest visible constraint | Review handoff |
| Suggested target | Cycle time |
How Croox labels evidence
Facts supported by a public primary source.
Operating values supplied by the workflow owner.
An explanation to test, not a fact presented as known.
A calculation whose assumptions and limitations remain visible.
What you receive
The output is a one-page Operational Gap Brief: current-state workflow, directional baseline, largest visible constraint, one target metric and one recommended next step. The recommendation may be to stop, strengthen the process or data first, or test one fixed-scope pilot.
What the scan does not include
It is not a financial audit, technical security assessment, guaranteed savings forecast, full implementation plan or reason to automate every step. The initial scan does not require credentials or production access.
Workflow Cost Scan questions
How long does the first scan take?
The first working session is 20 minutes and focuses on one repeated workflow.
Is the cost estimate audited?
No. It is a directional baseline built from the available inputs and labelled assumptions.
Does Croox need system access?
No. Rough operating values and a verbal workflow walkthrough are sufficient for the initial scan.
Does every scan lead to automation?
No. A valid result may be to standardize the process, improve data, clarify ownership or stop without building.
What happens after the scan?
You keep the brief. When evidence supports it, Croox may propose an optional fixed-scope pilot under a separate agreement.