Turn a workflow leak into a bounded first install.

# SouthernLoop Audit Evidence Pack — Example clinic

**Date:** 2026-07-11
**Suggested Obsidian path:** /home/acm/ObsidianVault/Projects/OpenLoop AI Systems/Sales Ops/Prospects/example-clinic/Audit Evidence Pack/2026-07-11-example-clinic-evidence-pack.md
**Decision maker:** Owner / founder
**Workflow:** enquiry and quote follow-up
**Current tools:** Email, website forms, Instagram DMs, booking tool, spreadsheet
**Primary risk point:** Warm enquiries and open quotes depend on memory after the first reply.

## Evidence readiness

**Score:** 4/8 (50%) — Audit-ready, scope needs proof
**Ready items:** 1
**Missing items:** 1

| Evidence item | Status | Owner | Request |
|---|---:|---|---|
| Inbound source proof | Partial | Owner or front desk | Screenshots or exports from inbox, forms, calls, DMs, CRM or booking tool showing live enquiries. |
| Stale-work examples | Missing | Owner | Three recent examples where a quote, enquiry, booking form or promise waited too long for the next action. |
| Current rules and judgement calls | Ready | Decision maker | What must stay human-approved, what can be drafted, and what must never be sent automatically. |
| Minimum tool access | Partial | Operations lead | Read-only exports, screenshots or narrow shared folders before any mailbox-wide or CRM-wide access. |

## Workflow map to confirm

- Trigger: where enquiry and quote follow-up starts.
- Source: which tool or person sees it first.
- Owner: who is responsible for the next action.
- Delay/risk: where it stalls, duplicates or depends on memory.
- Approval gate: what must stay reviewed before any client-facing action.
- Measured output: what the owner should be able to see each week.

## First-install scope

1. Workflow map - Trigger, source, owner, next action, delay point and approval gate are mapped before build work starts.
   Output: One page workflow map with the exact points SouthernLoop will and will not touch.
2. Reviewed action lane - Live items become a queue with status, owner, next action, due date and safe draft notes.
   Output: A narrow reviewed queue for enquiries, quotes, promises, bookings or reviews.
3. Owner visibility brief - The owner gets a regular digest of open value, overdue work, blockers and decisions needed.
   Output: Weekly owner brief with no sensitive auto-sends by default.
4. Acceptance gates - The first install is accepted only when real examples flow through safely and weak loops stay manual.
   Output: Acceptance checklist: examples processed, false positives noted, manual boundaries signed off.

## Explicit out of scope for the first install

- No autonomous external sends without the agreed human review step.
- No mailbox-wide or CRM-wide ingestion unless the narrow evidence route is not enough and the owner approves it.
- No regulated judgement, pricing promises or clinical/legal/financial advice.
- No multi-workflow rebuild disguised as a small setup.

## Client-ready scope snapshot

SouthernLoop will map the enquiry and quote follow-up workflow, collect the minimum evidence needed, and install a reviewed action lane around the existing tools. The first install focuses on visibility, ownership, due dates and safe draft outputs rather than fully autonomous messaging.

If the evidence above is supplied, the practical next step is: Offer a narrow 10-day first install after evidence is supplied.

## Build brief for Archie

- Build only the reviewed lane and owner visibility layer needed for this workflow.
- Start with screenshots/exports and sample rows, not broad account access.
- Acceptance criteria: at least five real examples processed, owner can see next actions, human approval boundary visible, and weak/unclear cases stay manual.
- Deposit close: use this evidence pack to justify a bounded first install rather than another generic AI conversation.