AI process scan: know in 2 to 3 weeks where your hours leak away

In 2 to 3 weeks: your processes mapped, manual hours counted, bottlenecks ranked, and a roadmap with a savings estimate. No building before the number.

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An AI process scan shows you in 2 to 3 weeks which processes in your company run by hand, how many hours per month they take, and which one to automate first. The result is a process map, a ranked list of bottlenecks, and a roadmap with a savings estimate. We build nothing before that number exists. Optimi is an AI process optimization agency in The Hague for companies with 10 to 100 employees.

Who the scan is for

It is for the owner or operations manager of a company with 10 to 100 employees who feels that administration takes too much time, but has no list of where that time goes. It is also for companies that have "already tried ChatGPT" and now want a lasting answer instead of loose experiments.

The scan is the normal first step. Do you have one clear, repeating process and want to build right away? Then the prototype in 10 business days is also available on its own.

How it works, step by step

The scan has six steps. We do most of the work. We ask about a day and a half of your time in total.

Intake (30 minutes, free). You bring one process that annoys you. We show you how we look at it and whether a scan makes sense.
Kick-off and process inventory. Half a day on site with 3 to 5 people who do the work: sales support, administration, planning. We note every process, every system, and every handoff.
Observing and measuring. Over 3 to 5 days, we watch the processes that weigh most. We count hours, count retyping moments, and note where errors start.
Analysis. We rank every opportunity by hours × ease × risk. Every opportunity gets a data and GDPR check.
Presentation. The roadmap, the first prototype candidate, and a savings estimate in hours per month.
Your decision. Prototype, workshop, or stop.

What you have at the end

A results block like this one, with your own numbers:

SAMPLE SCAN · ILLUSTRATIVE

47PROCESSES MAPPED
14OPPORTUNITIES RANKED
430HOURS/MONTH OF MANUAL WORK FOUND

Below that come the process map, the top 5 opportunities with expected hours and risk, the privacy checklist, the roadmap for 3 to 12 months, and a proposal for the first prototype. All documents are yours, even if we never speak again.

Turnaround: 2 to 3 weeks

Week 1 is the inventory, week 2 is measuring and analysis, and week 3 is the presentation. Your people spend about a day and a half on it, spread over those weeks.

What you can count on

No building before the number. We measure first, then make a proposal.
Your employees help design it. They know where the friction is. We count and organize.
Data stays in the EU. We follow the GDPR and the principles of ISO 27001 and ISO 42001.
Every opportunity is checked against the EU AI Act before it reaches the roadmap.
No obligation after the presentation. The roadmap is usable without us.

Keep reading

Example case: Wholesale: order entry from email and PDF
Example case: Accounting firm: collecting documents
Article: What an AI and process scan delivers
Next step: Prototype in 10 business days

01, RESULT

A process map of all processes, marked as manual, semi-automated, or automated.
A results block with the numbers: processes · bottlenecks · hours per month.
The top 5 automation opportunities, with expected hours and risk for each.
A data and privacy checklist per opportunity (where the data is, who has access, what is not allowed).
A roadmap for 3 to 12 months, in order of return.
A proposal for the first prototype in 10 business days.

Process diagram

02, HOW WE WORK

Intake (30 minutes, free)

you bring one process, and we show you how we look at it.
Kick-off and process inventory

half a day on site with 3 to 5 people who do the work.
Observing and measuring

hours per process, systems, handoffs, and error points, spread over 3 to 5 days.
Analysis

we rank by hours × ease × risk and check every opportunity against data and GDPR conditions.
Presentation

a roadmap, the first prototype candidate, and a savings estimate in hours per month.
Your decision

prototype, workshop, or stop. All three are a good answer.

FAQ

How much time does the scan take from my staff?

About a day and a half in total, spread over 2 to 3 weeks. That is half a day for the kick-off with 3 to 5 colleagues, then short observation sessions of 30 to 60 minutes per process. We schedule them around the work, not through it.

What if there turns out to be nothing to automate?

Then we say so. You keep the process map and the hours measurement, and you know which processes to leave alone. In practice, in companies with 10 to 100 employees, we almost always find manual work between two systems. But the scan is not a sales tool. The number decides the next step.

Do we have to replace our software?

No. We work with what you have: Exact, AFAS, an old Access database, or a spreadsheet that everyone uses. The scan shows where manual work sits between systems. A connection or a small app is usually enough. We rarely advise replacing an ERP.

Do you also look at the GDPR and the EU AI Act during the scan?

Yes. Every opportunity gets a short data and privacy check: which personal data passes through, whether it may go to the EU region of an AI model, and which EU AI Act risk class applies. This is in the checklist you receive, so there are no surprises later.

What happens after the presentation?

You receive the roadmap and a concrete proposal for the first prototype. You decide: continue with a prototype in 10 business days, run a workshop for your team first, or stop. The scan carries no obligation, and the documents are yours.

Schedule a free intake.