AI Automation Scope of Work Template: define the workflow, ROI assumptions, exclusions, and acceptance criteria before you quote

# AI Automation Scope of Work

## 1. Client outcome
**Client:** [name / organisation]
**Workflow owner:** [person responsible after handoff]
**Decision owner:** [person who approves scope and changes]
**Business outcome:** [observable operational result]
**Current pain:** [delay, rework, missed follow-up, data entry, exception handling]

## 2. Current process and trigger
**Trigger:** [event that starts the current workflow]
**Current process:**
1. [current step]
2. [current step]
3. [current step]

**Current systems:** [n8n / Make.com / Zapier / CRM / inbox / forms / database]
**Current volume:** [occurrences per week or month]
**Current manual time:** [minutes per occurrence]
**Known failure points:** [missing data, duplicates, approvals, access, exceptions]

## 3. Included workflow and systems
The project includes:
1. [validated input or event]
2. [workflow action]
3. [human approval where required]
4. [write or notification]
5. [audit evidence / observability]

**Included systems:** [exact platforms and accounts]
**Inputs:** [required fields, formats and source]
**Outputs:** [record, notification, draft, status or report]
**Human review:** [who reviews what, and when]
**Error owner:** [person/team responsible for failed runs]

## 4. Explicit exclusions
The project does not include:
- [additional workflows not named above]
- [historical data cleanup or migration]
- [legal, tax, compliance or policy decisions]
- [unapproved autonomous decisions]
- [source-system data quality remediation]
- [new vendor subscriptions or usage charges unless listed]
- [support after the stated support window]

Anything outside the included workflow requires written change control.

## 5. Client responsibilities
The client provides:
- authorised access using least privilege;
- representative test data without unnecessary personal information;
- a decision owner and workflow owner;
- timely review of scope, security, privacy and policy obligations;
- source-system documentation and platform limits;
- acceptance evidence and final approval;
- credential rotation or revocation after handoff where required.

Delays or missing dependencies may change timing and price through written change control.

## 6. Value assumptions
**Weekly occurrences:** [number]
**Minutes per occurrence:** [number]
**Loaded hourly cost:** [currency and amount]
**Recoverable share:** [0–100%; the portion realistically avoidable]
**Confidence factor:** [0–100%; evidence strength]
**Setup cost:** [amount]
**Recurring solution cost:** [amount per month]

manual_hours = minutes × weekly_occurrences × 4.33 ÷ 60
risk_adjusted_hours = manual_hours × recoverable_share × confidence
monthly_value = risk_adjusted_hours × loaded_hourly_cost
net_monthly_value = monthly_value − recurring_solution_cost

If net monthly value is zero or negative: rescope before proposal.
These figures are scenarios, not guaranteed savings, revenue, ROI or headcount reduction.

## 7. Acceptance criteria
| Test | Input / condition | Expected result | Evidence | Owner | Status |
|---|---|---|---|---|---|
| Happy path | [valid representative input] | [expected output and timing] | [run ID / record / screenshot] | [owner] | Pending |
| Missing field | [required value absent] | [clear failure; no silent write] | [error record] | [owner] | Pending |
| Duplicate / replay | [same event repeated] | [idempotent or safely flagged] | [audit log] | [owner] | Pending |
| Permission failure | [access denied / expired] | [safe stop and alert] | [error + alert] | [owner] | Pending |
| Human approval | [approval required] | [no final action before approval] | [approval record] | [owner] | Pending |
| Exception path | [downstream system unavailable] | [retry / queue / recovery behavior] | [recovery evidence] | [owner] | Pending |

Acceptance requires all mandatory tests to pass or a written exception approved by the decision owner.

## 8. Delivery, handoff and support
**Deliverables:** [workflow, documentation, configuration export, test evidence]
**Target timing:** [estimate subject to dependencies]
**Handoff owner:** [client owner]
**Credential handling:** [least privilege, storage, rotation, revocation]
**Observability:** [logs, alerts, run history, failure visibility]
**Support window:** [duration and included support]
**Recovery:** [how the workflow is paused, retried, restored or disabled]

## 9. Price and payment
**Setup price:** [amount and currency]
**Recurring cost:** [amount, currency and billing owner]
**Payment schedule:** [deposit / milestone / completion]
**Third-party costs:** [platform, AI, messaging, storage or vendor charges]

## 10. Change control
A requested change is outside scope when it adds a workflow, system, data source, output, stakeholder approval, migration, policy requirement, acceptance condition or support obligation not listed above.

For each change:
1. describe the request and reason;
2. record impact on price, timing, risk and acceptance tests;
3. obtain written approval from the decision owner;
4. update the scope and test plan before implementation.

## 11. Approval
**Client decision owner:** [name]
**Provider:** [name]
**Scope approved:** [yes / no]
**Date:** [date]
**Open assumptions / exceptions:** [list]