First Workflow Sprint

One workflow that crosses your systems, fixed in a few weeks at a fixed quote, then handed over for your team to own

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Fix One Workflow Properly, Then the Next

Most of the admin that eats your team's week sits in a handful of workflows that run across several systems: a job becomes an invoice, an order becomes a delivery, a timesheet becomes a pay run and a customer bill. Each hand-off between systems is where things get retyped (double data entry), chased or forgotten.

A First Workflow Sprint takes one of those workflows and fixes it end to end. Fixed scope, fixed quote, fixed timeframe, typically 2 to 6 weeks. At the end your team has a written SOP for the new way of working, and you own everything we built.

It usually follows our Process & Systems Audit, which shows which workflow is worth fixing first and counts where things stand today. If you go ahead with a sprint after the audit, part of your audit fee comes off the sprint.

What Counts as One Workflow

One piece of work from the moment it starts to the moment it's paid or closed, crossing at least two systems. For example:

Job to invoice

A job is finished on site, but the invoice waits for timesheets, materials and a variation to be keyed in by hand. Finished work sits unbilled.

Order to dispatch to invoice

An order is typed into the sales system, again for the warehouse, and again for accounts. Each retype is a chance for the wrong price or quantity.

Timesheet to pay to bill

Hours come in on paper or an app, get checked in a spreadsheet, then keyed into payroll and again into the customer invoice.

Supplier invoice to approval to payment

Bills arrive by email, get printed or forwarded for approval, and wait in someone’s inbox while the supplier chases payment.

Not sure which one hurts most? A free Admin Time Count shows where your team's hours go, in your own numbers.

What's Included

Every sprint is quoted separately, but each one includes the same six things.

A fixed scope

One workflow, start to finish, written down before we begin: which systems, which steps, and what “done” looks like.

A fixed quote

The price is agreed up front. If you want to change the scope part way through, we quote the change before doing it.

A fixed timeframe

Typically 2 to 6 weeks, agreed in the quote, with a short check-in each week so you see progress.

The fix itself

Re-keying removed, connections built, approvals routed to the right person and exceptions flagged instead of buried.

A written SOP

A plain-English standard operating procedure for the new way of working, so it doesn’t live in one person’s head.

Handover you own

Everything sits in your accounts and is documented. No lock-in, no licence from us, no black box.

How a Sprint Runs

Five steps, with a short check-in each week so nothing is a surprise.

1

Agree the workflow and the baseline

We confirm the one workflow to fix and the measures we will count, usually taken from your Process & Systems Audit.

2

Map it as it really runs

We walk the workflow with the people who do it: every system, spreadsheet, hand-off and wait.

3

Fix and connect

We remove the retyping, connect the systems, set up approvals and checks, and test with real examples.

4

Write the SOP and hand over

Your team gets the written procedure and a walkthrough. Everything we built is documented and in your name.

5

Re-measure at 60 to 90 days

We come back once the new way of working has settled and count the same measures again.

We Come Back and Count Again

Every sprint includes a re-measure 60 to 90 days after handover.

What we count, before and after

  • Hours a week spent re-keying or chasing information
  • Hand-offs per job or order
  • Days from finished job to invoice
  • Days to close the month
  • Errors and credit notes
  • How long approvals take

We pick the few that matter for your workflow, not all of them.

Why we wait 60 to 90 days

Any change to how people work feels slower for the first few weeks while everyone gets used to it. Counting straight after go-live would mislead you. Once the new way of working has settled, we count the same measures in the same way and show you the before and after side by side.

We don't promise a number in advance. You see your own results, measured from your own records. With your permission, we may publish your before-and-after figures as a case study; without it, they stay between us.

Who It's For

  • Growing businesses running on several systems plus spreadsheets
  • Owners and managers who know which workflow causes the most re-keying and chasing
  • Teams who have done the Process & Systems Audit and want to act on the first recommendation
  • Anyone who wants a contained, fixed-price first step instead of a big systems project

When It's Not the Right Fit

  • The workflow lives inside one system and a setting in that system would fix it. We'll point you to the setting.
  • You want to replace your whole system. That's a bigger decision; start with software selection.
  • Nobody can agree how the work should run. A process mapping session comes first.

Who Does the Work

Kenomont is a business systems consultancy founded by Aaron Chambers, with more than 20 years of experience building and connecting business systems. We don't sell software, so the fix is whatever suits your workflow.

That includes a forestry export and port management system that has received ticket data from the weighbridge system since 2015, and a purchase order approval system a large retirement living provider has used every day since 2014. Both are workflows that cross systems and have to run correctly every day.

First Workflow Sprint FAQs

Each sprint gets a fixed quote once we know the workflow and the systems involved. The quote is set before work starts and doesn’t change unless you ask us to change the scope. If you have done our Process & Systems Audit, part of the audit fee comes off the sprint.

Typically 2 to 6 weeks, depending on how many systems the workflow touches and how much data needs tidying first. The timeframe is agreed in the quote, along with what “done” means.

Usually it comes after the Process & Systems Audit, because the audit shows which workflow is worth fixing first and gives us the baseline numbers. If you already know the workflow and it’s clearly the one costing you most, we can scope a sprint straight from a free chat and take the baseline measures at the start of the sprint.

You do. The connections, scripts, settings, documentation and the SOP are yours, in your accounts. There’s no lock-in and no ongoing licence from us. If you want help later, you can ask us or anyone else.

No. Every business is different, and we won’t quote a number we can’t stand behind. What we do instead is count the baseline before we start, then come back 60 to 90 days later and count again, so you see your own before and after.

Most sprints work with the systems you already run. If the honest answer is that a piece of software is missing, we tell you, and that becomes a separate decision. We don’t sell software, so there’s no reason for us to push one.

Which Workflow Would You Fix First?

Tell us the workflow and the systems involved. We'll tell you honestly whether a sprint is the right step, or whether something smaller would do.

Not sure yet? See all the ways to work with us.

What happens next
  1. We read your message and reply within one business day.
  2. If it helps, we book a free chat (usually 30 minutes) about your systems and what you're trying to fix.
  3. You get an honest view: whether we can help, roughly what's involved, or who'd be a better fit.

Free initial chat. No sales pressure - if we're not the right fit, we'll say so.

Prefer to talk? Call 1300 470 091

Got a spec or files? Email [email protected]

Name, email and message are required. We reply within one business day.

Part of our guide: Business Process Improvement Guide

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