Planning your project / Trionyx
How to scope an AI automation pilot
Choose a useful first workflow, set a baseline, plan human handoffs and compare the full operating cost before commissioning AI automation.
Start with one repeatable workflow
Choose a task with a clear trigger, available inputs and a defined output. Examples include routing incoming enquiries, extracting document fields for review or sending a follow-up after a CRM update. Map the current process first: who does the work, which tools they use and where exceptions occur. A pilot should have a named owner who can explain how the work is done today.
Record a baseline before building
Measure a representative sample of the current process. Record the volume of tasks, time spent, correction rate and the number of cases needing judgement. For lead handling, distinguish a delivered message from a qualified enquiry. Agree how the pilot will be evaluated against that baseline. There is no universal percentage saving: results depend on data quality, adoption and the workflow itself.
Separate rules from AI decisions
Use predictable rules for actions that need exact outcomes, such as checking mandatory fields or routing by a selected service. Use AI where interpreting varied language or extracting information adds value. Define what happens when an answer is incomplete, a model is uncertain, a provider is unavailable or a customer asks for a person. Important changes should have an appropriate review step.
Plan permissions and data handling
List the systems the workflow needs to read or update. Confirm who can authorize those connections and whether the required APIs are available. Decide which data may be sent to each provider, how long logs are retained and who can access them. Start with sample or anonymized information during scoping. Never share production credentials through an enquiry form.
Compare setup and operating costs
An estimate should separate implementation, integration, testing and training from recurring costs. Recurring items can include hosting, model usage, messaging, phone calls and support. Ask which subscriptions belong to your business, what usage assumptions the estimate uses and how failures or retries affect cost. Provider fees and platform approval requirements should be checked before committing to the pilot.
Agree acceptance and handover
Write down the workflow boundaries, test cases, review process and conditions for pausing the automation. Test normal cases and exceptions with the people who will use it. The handover should explain ownership, access, monitoring and how to change or disable the workflow. Expand only after reviewing the pilot against the agreed measures. Bring this checklist and a short process description to your first project discussion.
Turn the checklist into a brief.
Describe your goal, existing systems and first-release priorities. We will discuss feasibility and scope.