See how the work really flows, before anyone builds AI.
This is step one of how AgentivX works. Pick a sample process or load an export from your own system. In seconds you see the real steps, where work gets sent back, where the days go, and what changes when every step is sorted: delete it, automate it, give it to an AI agent, or keep a person on the decision. Your file never leaves your browser.
What the SOP says
7 steps, in order, every time.
Invoice received → Data entered → PO matched → Coded to GL → Manager approval → Payment scheduled → Payment released
What actually happens
11 steps, 15 different paths, 2 loops back.
220 invoices over one quarter at a 60-person services firm. Sample data.
Baseline, measured from the data
- invoices
- 220
- invoices
- median start to finish
- 10.5 days
- median start to finish
- slowest 10% take longer than
- 14.5 days
- slowest 10% take longer than
- had a step redone
- 45%
- had a step redone
- went straight through
- 55%
- went straight through
- touches per record
- 8.6
- touches per record
The real process
Dashed gold arcs go back to an earlier step, labeled with the share of records. Thicker lines carry more records.
Where work gets redone
- 29% go from Vendor contacted back to PO matched.
- 22% go from Coding corrected back to Manager approval.
Where the days go
Most total waiting, between two steps.
- Payment scheduled to Payment released: a median of 2.6 days, 220 times.
- Coded to GL to Manager approval: a median of 2.8 days, 174 times.
- Vendor contacted to PO matched: a median of 2.8 days, 63 times.
Speeding up a step rarely helps. The wait between people is where re-engineering pays.
Sort every step
Sheena's suggested sort is filled in. Change any step to see the effect.
- Invoice received
- Data entered
- Re-keyed into tracker
- PO matched
- Vendor contacted
- Coded to GL
- Approval reminder sent
- Manager approval
- Coding corrected
- Payment scheduled
- Payment released
Before and after the rebuild
An estimate from the sort and your own numbers below. In a real engagement the after numbers are measured, not projected.
- Steps in the process
- 119
- Times a person touches each invoice
- 8.62.2
- Cost per invoice
- $51.87$13.42
At 68 invoices a month, that is about $31,375 a year in staff time.
Assumes every step is done by a person today. After: deleted steps are gone, plain-code steps cost nothing, AI agent steps cost the AI rate, and people keep every decision. Repeats of kept steps stay in, so the estimate does not count on the rebuild also ending rework.
Want this on your real process?
A Process X-Ray adds interviews and your documents to the data, and ends with a plan we hold ourselves to.