Business Automation (RPA) Requirements Template
Organize the items below before requesting outsourcing to receive an accurate quote.
Current Workflow
Input / Output
Automation Scope
Environment / Security
Other
You don't need to fill in every item. Even partial information helps us provide a more accurate estimate.
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Use this template and submit your requestA filled example
Below is how a request to automate a daily manual roll-up was filled in. Automation needs "what a person does today, in what order" before it can be priced.
- What happens today
- Every morning someone logs into three storefront admins, downloads yesterday’s orders as spreadsheets, merges them by product code and pastes the result into a stock sheet. It takes about an hour.
- Who does it
- One staff member, every morning. When they are off, it does not happen that day.
- What to automate
- Login and download from all three, merging by product code, and writing into the Google Sheet.
- How often
- Daily at 8am. Retry on failure, and tell us after the second failure.
- Output format
- One Google Sheet. The existing layout must stay exactly as it is, because other sheets reference it.
- Exceptions
- The same product is sometimes coded differently across the three. Keep a mapping table and push anything missing from it into a "needs checking" list.
- On failure
- Email and KakaoTalk to the owner, with one line on what failed and why.
- Budget and schedule
- Around 4 million KRW, one month.
Telling us "it takes an hour today" and "it stops when that person is off" lets us judge with you how much automation actually pays for itself. Automating everything is not always the answer.
What moves the price and the schedule
Automation is priced by what it touches, not by screen count. Telling us which of these three applies narrows it immediately.
Reading, merging and writing spreadsheets is the simplest case. Inside a few weeks.
Session handling, two-factor and not getting blocked come with it. One band up.
Retries, alerts and how far to roll back get designed. For something that must run daily, this part is effectively the product.
What earns its keep in automation is not the building but knowing when it stopped. Dropping alerts and retries makes it cheaper, and finding out three days later genuinely happens.
What happens after you hire us
First we follow your current process by hand once. Steps that never come up in a description surface here. Then we automate the heaviest part first and run it alongside the manual result for a few days. Where the numbers disagree we fix and compare again. Skipping that comparison period means trusting wrong numbers, so we always keep it. Alerts and retries go on last, and then it is handed over.
Worth settling before you hire
Writing down what you do today, in order, is the fastest start. A screen recording works even better — it is more precise than describing it and it shows the steps you would have skipped. Then note the exceptions, the "when this happens we do that" cases, as they come to mind. Automation breaks on the days that are not normal. Last, note who is stuck when it stops, and we can decide together how far the alerting needs to go.
What goes wrong when a field is left blank
Automation stops at exceptions. Leave out the mismatched product codes and it halts on day one, and a person is back doing it.
Once a day and every five minutes are different designs. The more often it runs, the more work goes into not being blocked.
Two-factor or a captcha changes the whole approach. We need to know up front.