TradeFlo
Map the paperwork: business process mapping
See where each job waits, before anything is built.
We sit with the people who handle one workflow and write down how it runs today.
Why does the same job keep coming back?
Nobody has written down who does what, so each new starter learns it from whoever is free.
The same detail is typed into several places, and the copies disagree.
Software gets chosen before anyone has checked where the work waits.
How to map a business process
You can draw the first map yourself with a pen, a whiteboard or the template below. Start with one workflow, not the whole business.
Download the process mapping template (CSV)
It opens in any spreadsheet, with one row per step and columns for who does it, what they hand on and where it waits. The first two rows are a sample.
Pick one workflow and one recent job
Choose the workflow that causes the most chasing, such as variations or supplier quotes. Take one job that went through it lately, so you map what happened, not what should have happened.
List everyone who touches it
Write down each person who receives, checks, types or signs something for that job. Include the person who decides what happens next.
Walk the job from start to sign-off
Start at the first document and give each step one line: who does it, what they get and what they hand on.
Mark every handover and every wait
A handover is where the work moves to another person. Note where it sits waiting for a reply, a signature or a price, and who has to move it on.
Find the details typed twice
Flag each place where a job number, an address or a price goes into a second system by hand. The copies drift apart there.
Let the people who do the work correct it
Show the draft to each person in the workflow. The map is finished when they agree it matches the work.
If you would rather we did it with your team, that is the service on the rest of this page.
What we do
We follow one recent job from the first document to the final sign-off. No AI runs at this step, and nothing is connected. We note each handover, where the work waits and who owns the next move. Your office lead reads the draft map and corrects it before it is final.
You receive: A written map of the workflow, checked by your office lead
A written workflow map
Supplier comparison: workflow map
Estimator receives the quotes
Source: the project inbox and attachments
Office prepares the comparison
Waiting point: an exclusion needs clarification
Buyer checks the package
Decision: ask the supplier or accept the scope
What we will ask you
One recent job file, with private details removed
Time with each person who handles a handover
The step where the job most often stalls
Who decides
Your office lead confirms the map matches the work. Only then do we look at which systems to connect.
Before you start
Do you need access to our systems for the map?
No. We work from conversations and the documents you choose to share. Access comes later, at Connect, and only with your systems lead's sign-off.
Who should take part?
Everyone who handles a handover in that workflow, plus the person who decides what happens next.
What do we do with the map if we stop there?
Keep it. It is yours, and any team or supplier can build from it.
Start with one job file.
Send us a recent job that stalled. We will map it with the people who handled it.
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