Sage Group · Confidential

Workflow & Systems
Discovery

This questionnaire helps us understand your current systems and operational processes so we can design the right software solution for your business. Your answers are saved as you go — take your time across multiple sessions.

Sections14

Est. time30–45 min

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About Your Company

Quick context so we scope the solution to your actual business size and model.

Company name

Primary business model

Product formats manufactured

Number of active SKUs

Number of active customers

Monthly order volume

Team size (operations)

Warehousing / 3PL

GMP certification

Systems Inventory

Every tool that currently touches quoting, inventory, or compliance — even if the connection is manual.

2.1 — Quoting & Raw Material Pricing

Primary quoting / pricing tool

URL or system name

What data lives here?

API or data export available?

How often are prices updated?

Who manages it?

2.2 — Inventory & 3PL Management

Primary inventory tool

What's tracked here?

Any automations set up?

Can you share read-only access?

Who maintains it?

2.3 — Document Storage

Where are documents stored?

What types of documents?

Folder structure (top level)

Who has access?

Any file naming conventions?

2.4 — Other Tools

Email platform

Messaging / communication

Accounting / finance

CRM

Project management

Label / artwork management

Anything else

Current Quoting Workflow

Walk us through what happens from a request arriving to the customer receiving a quote. Include the messy parts.

3.1 — Quote Intake

How do requests arrive?

What does the customer usually provide?

What's almost always missing?

Quote requests per week

Who receives the initial request?

3.2 — Pricing & Cost Build

Where do you look up ingredient costs?

How do you calculate COGS?

Standard margin or markup targets?

Volume discounts?

Surcharges?

Who decides final pricing?

Time to price a typical quote

3.3 — Quote Document & Delivery

Quote format today

Do you have a template?

What's included in a quote?

How is it sent?

Do quotes have ID numbers?

How do you track quote status?

How do you handle revisions?

3.4 — Pain Points (check all that apply)

Quotes take too long to produce

Pricing is inconsistent between quotes

Information is scattered — have to look in multiple places

Too much back-and-forth with the customer for missing info

No visibility into quote pipeline (pending, sent, accepted)

Hard to onboard new sales reps to the quoting process

Can't easily re-quote or adjust for different quantities

No record of past quotes for reference or audit

Difficult to track whether a quote led to an actual order

What would "fixed" look like to you?

Business Rules & Pricing Logic

The logic that currently lives in your head — we need to capture it so the system applies it consistently.

4.1 — Margin & Markup

Standard margin / markup target

Different margins by product type?

Different margins by customer type?

Minimum acceptable margin

Who can approve below-minimum?

4.2 — Volume & Discounts

Minimum order quantity (MOQ)

Volume discount tiers

Small-batch surcharge?

Repeat customer discount?

4.3 — Fees & Surcharges

Rush order surcharge

Setup or tooling fees

Formulation development fee

Testing / lab fees

Label or compliance review fee

Other fees

4.4 — Terms & Conditions

Standard payment terms

Quote validity period

Standard lead times

Shipping terms

Non-negotiable terms

Product Catalog & Formulations

Different product formats have very different cost drivers — this helps us design a quoting system that handles the real complexity.

Product formats you manufacture

Approximate formulas on file

White label / catalog products

Private label / custom formulas

Do you manufacture under your own brand?

Contract manufacturing for other brands?

Where are formulas stored?

Is there version control on formulas?

Any customer-exclusive formulas?

Inventory Management

6.1 — Raw Materials

Where is raw material inventory tracked?

How is inventory updated?

Who maintains raw material records?

Do you track lot numbers?

Do you track expiry dates?

Approximate number of active raw material SKUs

How do you manage minimum stock levels?

6.2 — Packaging & Components

Where is packaging tracked?

How is packaging linked to a finished product?

Who manages packaging procurement?

Common packaging lead time issues?

6.3 — Finished Goods

Is finished goods inventory tracked?

Batch / lot numbers assigned?

How is inventory updated when a batch ships?

Do you manage customer-owned inventory?

6.4 — Vendor & Supplier Management

Do you have an approved vendor list?

How do you track vendor pricing and lead times?

How do you qualify new suppliers?

Biggest inventory headache right now

Compliance & Documentation

COAs, third-party certifications, SOPs, and anything required for regulatory or customer audits.

7.1 — Certificates of Analysis (COAs)

Where are COAs stored today?

How are COAs linked to products or batches?

Inbound COAs from suppliers?

Outbound COAs to customers?

Time to find a specific COA

Ever shipped without a COA in place?

7.2 — Third-Party Certifications

Third-party testing labs used

Certifications currently held or pursued

Where are cert documents stored?

Do customers require specific certifications?

Upcoming certification audits or renewals?

7.3 — SOPs & Other Compliance Documents

Do you have written SOPs?

Compliance document types tracked

How are documents versioned?

Who owns compliance documentation?

Biggest compliance documentation pain

Order & Project Tracking

Once a quote is accepted, what happens? This shapes the production tracking side of the solution.

8.1 — Order Lifecycle

How is a quote converted to a production order?

What triggers production to start?

How are production orders tracked?

Production milestones tracked?

How do customers get order updates?

8.2 — QA & Release Process

Is there a formal QA release step?

What does QA sign-off involve?

QA release time

QA hold / release status tracked anywhere?

8.3 — Label & Artwork Workflow

Who manages label artwork?

How is artwork approved?

Where are final label files stored?

How do you track label versions?

Team & Access

Who will use the system, and what level of access does each role require?

Your name and role

What do you personally touch?

Head of Operations

Sales reps

QA / compliance

Procurement / purchasing

Finance / accounting

Anyone else involved?

Decision-maker for this project

9.1 — Onboarding New Team Members

What does a new sales rep need to learn?

How long does onboarding take today?

Any existing training materials?

What would make onboarding faster?

Reporting & Visibility

What information do you wish you could see at a glance that you can't right now?

Reports you need (check all that apply)

Quote pipeline — pending, sent, accepted, expired

Monthly revenue from accepted quotes

COGS and margin by product type

Inventory levels at a glance (raw materials, packaging, finished goods)

COA / compliance document status by product or lot

Open production orders and their current stage

Customer order history and reorder frequency

Certification expiry tracker

Vendor pricing history and comparison

Other reports or dashboards that would save you time

Integration & Technical Preferences

You don't need to be technical — just share your preferences and we'll handle the details.

Keep Airtable as a component?

Keep OneDrive for document storage?

Tools you definitely want to keep

Tools you definitely want to replace

Device preferences

Data privacy or security requirements

Microsoft 365 / single sign-on preference?

Priorities & Timeline

12.1 — Priority Ranking (1 = most urgent, 6 = can wait)

Automated quoting system

Unified inventory view

COA & compliance organization

Order & production tracking

Reporting & dashboards

Sales rep training & onboarding

12.2 — Timeline & Budget

Target go-live for MVP

Any hard deadlines?

Monthly budget range (ongoing)

Build phase budget

Preferred engagement model

Sample Data Request

Please send the following alongside your completed questionnaire. Structure matters more than specific numbers — redact pricing or customer names as needed.

Please confirm what you're able to provide

3–5 sample quotes you've actually sent to customers (Word docs or PDFs)

Your current quote template (if one exists)

Screenshot or export from your raw material / inventory system

Airtable base share link (read-only) or screenshots of table structure

2–3 sample COA documents (inbound from supplier or outbound to customer)

Any existing price lists, rate cards, or margin spreadsheets

Sample customer communication showing a typical quote request

Any SOPs or process documents related to quoting or order management

Notes on anything you can't share or need to discuss

Anything Else?

Use this space for anything we didn't ask about that you think is important for us to know.

Is there anything about your current process that would surprise us?

What are you most excited about in a new system?

What are you most worried about in switching or adding a new system?

Anything else?

Thank you.

Your responses have been saved. Your Sage Group contact will review your answers before your next call and may follow up with a few clarifying questions.

Workflow & SystemsDiscovery