wherk
A.I. Development Agency

Platform Discovery &
Assessment Questionnaire

Hassle Free Home Services — Appendix A
Prepared by: Lee Schwartz, Wherk A.I.
Date: February 2026
Classification: Confidential
Instructions: This questionnaire is the foundation of the platform transformation engagement. Your thorough, detailed answers will directly determine the quality of the platform recommendation and migration plan. There are no wrong answers — but incomplete answers lead to costly surprises later. Some questions may require input from multiple team members. Screenshots are encouraged wherever possible.

Section 1 - Company Overview

1Does a single customer ever have multiple properties? If so, how common is that?
2How many active vendors/contractors do you work with?
3How many internal team members use the platform daily?
4How many technicians/field workers does your team include?

Section 2 - Current Airtable Setup

2.1 Bases & Tables

5How many Airtable bases do you have? List each base and its purpose.
6For EACH base, list every table and a brief description of what it stores.
7Approximately how many records are in each table? (Rough numbers — 100s? 1,000s? 10,000s?)
8Which tables are the largest and growing the fastest?
9Do you use linked records (relationships between tables)? List every link between tables.
10Do you have any lookup or rollup fields? List them and what they calculate.
11Do you use any formula fields? List them and describe what they calculate.
12Are there any fields that contain comma-separated values or multiple items in one field?

2.2 Views

13For each table, list every view (grid, kanban, calendar, gallery, form, Gantt, timeline) — who uses it and what for.
14Are there any personal views (created by individual users, not shared)?
15Which views are the most heavily used? (The ones people live in all day)
16Do any views have filters applied? Describe the filters for each filtered view.
17Do any views have specific sort orders that are important to the workflow?

2.3 Interfaces

18Please provide screenshots of every Airtable interface page. (Attach separately)

Section 3 - Workflows & Business Processes

This is the most important section. Your workflows are the heart of the system. Please be extremely thorough.

3.1 Lead-to-Customer Pipeline

19Walk us through the full lifecycle of a lead from first contact to active customer. What are ALL the stages/statuses?
20For EACH status change: What triggers it? What happens when it changes? (Email sent? Task created?) Who is allowed to make that change? Can it be reversed?
21List every status that is a "point of no return" and explain why.
22What constitutes a "dead" lead? What happens to that record?

3.2 Service/Visit Workflow

23Walk us through the lifecycle of a service visit from scheduling to completion. Every step.
24Who can schedule a visit? (Admin only? Customer request? Automatic based on membership?)
25Can visits be rescheduled or cancelled? What rules apply?
26How are recurring/scheduled visits handled? (Monthly inspections, seasonal maintenance, etc.)

3.3 Proposal & Estimate Process

27How are proposals/estimates currently generated?
28What information goes into a proposal? (Services, pricing, photos, descriptions)
29Is any part of the proposal generated automatically or with AI currently?
30How does a customer receive and approve a proposal?
31What happens after a proposal is approved? What records/statuses change?

3.4 Vendor/Contractor Management

32How do you assign vendors to jobs?
33Do vendors have access to any part of your system? (Login? Notifications? Status updates?)
34How do you track vendor invoices and payments?
35Do you rate or review vendor performance? How?

3.5 Billing & Invoicing

36How are invoices currently generated? (Manual? Automatic? From QuickBooks? From Airtable?)
37What is the relationship between your Airtable data and QuickBooks?
38Which system is the "source of truth" for financial data — Airtable or QuickBooks?
39Do customers pay through your platform, or separately? (Online? Check? ACH?)
40How do you handle membership/subscription billing vs. one-time service charges?

3.6 Automations & Triggers

41List EVERY Airtable automation you currently use. For each: What triggers it? What does it do? How often does it fire? Is it critical?
42Are there any automations you WISH you had but couldn't build in Airtable?
43Do you use any third-party automation tools? (Zapier, Make/Integromat, etc.)
44Are there any scheduled reports or emails that go out automatically?

3.7 AI Usage

45Are you currently using AI anywhere in your workflows? If so, describe.
46Where would AI be most valuable? (Proposal generation? Customer communication? Scheduling? Data entry?)
47What AI tools does your team currently use, if any?

Section 4 - User Roles & Permissions

48List every role/type of person who uses the system. (e.g., Admin, Office Manager, Dispatcher, Salesperson, Technician, Owner)
49For EACH role: What do they need to see? What do they need to create/edit? What should they NOT be able to do? How many people are in this role?
50Are there sensitive fields that only certain roles should see? (Pricing, margins, payment info, etc.)
51Do any external people (vendors, part-time contractors) need system access?

Customer Access

52Do customers currently have any self-service access? (Portal, login, dashboard)
53If yes, what can they currently see and do?
54What would you WANT customers to be able to see and do in an ideal portal?
55How do customers currently communicate with you? (Phone? Email? Text? App?)

Section 5 - Reports & Analytics

56List every report you currently generate: What data? Who receives it? How often? How is it created?
57What KPIs/metrics do you track? (Revenue, customer count, visit completion rate, vendor performance, lead conversion, etc.)
58Are there dashboards people look at regularly? What do they show?
59What reports or insights do you WISH you had but can't currently generate?
60Do you need financial reports beyond what QuickBooks provides?

Section 6 - Integrations & External Systems

61QuickBooks: Which version? (Online, Desktop, Enterprise) How is it currently connected to Airtable?
62Email: What system? (Gmail, Outlook, other) Do any automated emails go through it?
63Calendar: Google Calendar, Outlook Calendar, or other for scheduling?
64Phone/SMS: Do you send text messages to customers? What service?
65Website: What platform? Is any data collected from the website?
66Payment Processing: Do you accept online payments? What platform?
67Document Signing: Do you use electronic signatures? (DocuSign, HelloSign, etc.)
68File Storage: Google Drive, Dropbox, OneDrive — do you store files outside Airtable?
69Any other software your team uses daily that should integrate?

Section 7 - Deliverables We Need From You

To properly assess your platform and build a migration plan, please prepare the following alongside your questionnaire answers:

7.1 Airtable Export

7.2 Sample Records

7.3 Process Documentation

7.4 Reports

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