ConsultameAI as a Service · Universal lead form

Needs assessment for AI, automation and integration projects

Form designed to qualify leads, understand the customer's real pain point, identify the use case and gather the minimum information needed to prepare a technical/commercial proposal.

SharePoint / Microsoft 365 Documents and OCR Chatbots and AI assistants Reporting and analytics ERP / CRM / APIs Email automation

1. Customer data

Contact information and business context.

Identification

Company *

Tax ID / Business ID

Industry / sector

Number of employees

Website

Contact name *

Role / area

Email *

Phone / WhatsApp

City / country

2. Customer's main need

This section helps understand why the customer is requesting the service.

Pain / opportunity

Goal: have the customer explain the need in business language. Example: “We want to automate SharePoint because today we upload documents manually, we have no expiration alerts and approvals get lost over email”.

What problem, need or opportunity do you want to solve? *

Which specific process do you want to improve or automate? *

Responsible area

Urgency level

Initiative status

Current impact of the problem

What happens if it is not solved?

Preliminary lead classification

Calculated from urgency, impact, volume, available data and definition of the expected result.

Pending

3. Use case classification

Select one or more categories. The form will show specific questions based on your selection.

Lead type

What type of solution are you looking for? *

SharePoint / Microsoft 365 automation Document processing / OCR Chatbot or AI assistant Reporting, analytics or prediction Systems integration / APIs / ERP / CRM Email or request automation Repetitive tasks / back office Generative AI for content Other use case

Select at least one type of solution.

Explain the use case with a real example

4. Current process

Simple map of the current flow to detect automation, AI or integration.

AS-IS

Process trigger

Frequency

Approximate volume

Describe the current steps of the process

Process inputs

Expected outputs

Time currently spent

Frequent errors or rework

Business rules or decisions the solution should apply

5. Expected result and initial scope

Helps size the service and propose a viable first stage.

TO-BE

Main expected result

Main success metric

Target goal

Beneficiary users

Target date

What should be up and running in a first stage?

6A. SharePoint / Microsoft 365 case

To automate documents, libraries, lists, Teams, Outlook, OneDrive or approvals.

SharePoint

Do you currently use SharePoint?

Current Microsoft 365 licensing

Sites, libraries, lists or folders involved

Types of documents managed

Required metadata or fields

Desired SharePoint automations

Create folders or documents automatically Classify documents automatically Extract data from documents Send approvals Create expiration alerts Update lists or databases Notify via Teams or email Intelligent search with AI

Permissions, restrictions or external users

6B. Documents / OCR / data extraction case

To read PDFs, images, contracts, invoices, forms or scanned documents.

Documents

Type of documents

Format and origin

Data to extract

Destination of the extracted data

Document volume

Does it require human validation?

Language of the documents

6C. Chatbot or AI assistant case

For internal support, help desk, customer inquiries, document search or operational assistance.

AI assistant

Assistant users

Required channel

Knowledge base

Actions it should perform

Topics it should not answer or restrictions

6D. Reporting, analytics or prediction case

For dashboards, data consolidation, automatic analysis, alerts or predictive models.

Data

Data sources

Required reports or metrics

Update frequency

Expected tool

Does it require prediction?

Decisions to be made with the information

6E. Systems integration / APIs / ERP / CRM case

To connect platforms, eliminate double data entry or synchronize information.

Integration

Source system

Target system

Data to synchronize

Available connection type

Synchronization rules

6F. Emails, requests or tickets case

To classify emails, respond automatically, create tickets or route requests.

Email / Tickets

Mailboxes or channels involved

Types of requests

Expected action

Priority or routing criteria

6G. Repetitive tasks / back office case

For administrative processes, data entry, reconciliation, document generation or approvals.

Back office

Repetitive manual tasks

Tools currently used

Required validations

Documents or records generated

6H. Generative AI for content or documents case

To create texts, proposals, reports, summaries, communications or internal documents.

Generative AI

Type of content to generate

Base sources or information

Expected output format

Tone or brand guidelines

6I. Other use case

For needs that do not fit the previous categories.

Other

Describe the unclassified use case

7. General data, systems and integrations

Baseline information to assess technical feasibility and architecture.

Feasibility

Systems or data sources involved

Are there available APIs?

Authentication type

Available environment

Quality of the information

Known technical constraints

8. Security, privacy and compliance

Key aspects to define access, architecture, governance and data handling.

Governance

Will the solution handle sensitive or confidential information?

Required controls

Role-based access control Data encryption Audit and traceability Internal approvals Data retention Anonymization / minimization

Applicable regulations or policies

Required data residency

Security/IT owner

9. Budget, decision and next steps

Commercial information to prioritize and define the proposal.

Commercial

Estimated budget

Preferred service model

Decision maker

Would you like to schedule a diagnostic meeting?

Suggested availability

Additional comments

10. Automatic commercial summary

Handy for copying into the CRM, internal email or reviewing before downloading the Word file.

Summary

The summary will be generated automatically as you complete the form.

Actions

You can download the answers in a Microsoft Word-compatible file.