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AiVocado Soft × SquareOne · Tailored Discovery

Tailored Questionnaire —
SquareOne · post-discovery deep dive

Built specifically from our conversation on 6 May 2026 — we already know the basics, this fills the gaps. Each section is for one or two specific people on your team. Answers save automatically.

11 sections · ~30 min total per role 🔄 Auto-saved to AiVocado 📅 May 2026
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🏛️ Owner / Strategic
Direction, priorities, what success looks like 12 months from now
👤 For: Owner
🎯
Confirm scope
Quick check on what we already heard
Confirm
✓ From discovery: ~30 active projects · 35 employees · build-to-sell off-plan · ~15% below market · 6–150 units per project · expansion into commercial property mentioned as future direction.
Anything to correct or add about the company profile?
🌅
Owner's morning view
The single dashboard you actually want
Anchor
! You said: ~10 disparate systems, no single place to see the whole company. SAP UI rejected as the consolidator.
If you opened ONE screen at 8 AM and could see anything you wanted — what's on it?
Where do you prefer to see it?
How often should it refresh?
⚡
Priorities & sequencing
If we can only build one thing first
Priority
✓ From discovery, the 4 areas surfaced: (A) Banking/KYC client portal · (B) Contract automation · (C) Appraisal AI agent · (D) Single executive dashboard.
Rank them in the order you want them delivered
Anything else not on that list that's bothering you more than expected?
Hard deadline to show measurable results
Order-of-magnitude budget you're comfortable with for Phase 1 (first 90 days)
🛡️
Concerns & guardrails
Before we start
What worries you most about an AI-led automation programme?
Internal advocates / blockers — who is for, who is against, who is on the fence?
Decisions that must always stay with you (not delegated to any system)
🧭 Operational Director
Cross-department coordination, day-to-day where things lock up
👤 For: Nikitas (Operational Director)
🔁
Cross-department flows
The seams between Sales, Tech, Legal, Finance
The 3 cross-department processes you spend most time on personally
Where the ball drops most often between departments
Information you have to ask for instead of receive
📊
Company-level project view
Your ~30 projects across pipeline
How do you keep track of all ~30 projects today (system, doc, mental model)?
✓ PMs use Microsoft Projects per-project. Statistician fills milestones into a Sales Dashboard in Google Sheets.
When the milestone in Microsoft Projects shifts — how does that propagate to sales / customer care / finance?
If we built one cross-project view for you (not the owner) — what 5 columns matter most?
⏱️
Approvals & escalations
Decision flow
Approvals that route through you — types and typical volume per week
Standard escalation path when something blocks for >24 hours
Where you'd accept AI auto-deciding on small items, and the threshold
🏦 Banking & KYC
P1 — "complete nightmare". Self-service portal for bank-ready packages
👤 For: Nikitas (Operational Director) + a Legal lead
🏛️
Banking landscape
Who you actually deal with
Hot
! Pain stated: every transaction takes weeks · email-only · bank replies yes/no with no detail.
Banks you work with most often (Cyprus & abroad)
Approximate share by bank — which one handles the largest % of your buyer transactions?
Average rejections / requests-for-more-docs per 10 buyer KYC packages
Most common reasons banks come back asking for more
📋
Document set
What goes into a bank-ready package
Documents collected from each buyer
Where you collect them today
✓ LexisNexis used (~$2K/year) for sanctions / criminal record checks.
Anything beyond LexisNexis in the screening stack?
Languages of incoming documents (Greek / English / Russian / Arabic / Hebrew / other)
🚪
Self-service client portal
The proposed solution direction
AI overlay
! Idea stated by Nikitas: send the client a portal link · live document review on upload · real-time compliance signal · output a ready-to-bank report with highlighted fields.
Must-have features for the portal (rank or check)
Languages the portal must support for the client side
Branding — should it look like SquareOne, white-label, or AiVocado-built?
Existing process descriptions / templates we can use as the base
📑 Contracts & Legal
P1 — up to 2 weeks lag from sale to client signature
👤 For: Head of Legal + 1 in-house lawyer
📂
Contract types & templates
What you draft repeatedly
Confirm
✓ 3 in-house lawyers · Legal department fully runs Monday.com with step-by-step SOPs.
Main contract types you produce regularly
Approximate share of "template-only" vs. "needs custom drafting"
Where templates live
Variable fields that change every time (the auto-fill candidates)
⏱️
The 2-week lag — diagnosed
Where the time actually goes
Hot
! Pain stated: sales closes → form to legal → lawyer fills contract manually → sent to client. Sometimes 2 weeks.
Break down the real time spend (typical SPA): minutes/hours/days per step
Who reviews / signs internally before the contract goes to the client
e-Signature today
Other tool name (if "Other")
🛠️
Monday SOPs
Your existing automation foundation
Approximate number of SOPs / boards already running in Monday for legal
Existing automations / triggers used inside those boards
Connections from Monday to other systems (Drive, Gmail, HubSpot, SAP)
Honest opinion: what part of Monday legal flow you'd remove if you could?
📐 Pricing & Appraisal
P2 — owner reaction to the AI agent idea: "100%". From 1 week to 10 minutes
👤 For: Owner + statistician + finance
📐
Current method
What you do today, manually
Confirm
✓ Stack today: Excel + Ask Wire (live land-registry transactions) + Bazaraki (market listings). Pricing per buildable m². Manual Claude test gave appraisal in 10 min vs ~1 week.
Confirm or correct — anything in the stack we missed?
The full input list per appraisal (what data points enter the formula)
Cyprus planning parameters you typically read off (FAR, density, height...)
Volume — how many appraisals per month / quarter?
🤖
Target AI workflow
What the agent should do
AI overlay
Inputs the user (you / statistician) types or pastes in
Outputs the agent should produce
Where the output should land
Confidence model — should the agent flag uncertainty? Refuse low-data cases?
The human-in-the-loop check before any number is acted on
🔌
Data access
Plumbing for the agent
Ask Wire — API access available, or only web UI?
Bazaraki — official API, scraping, or manual?
Existing Excel formulas — can the statistician share the master sheet with us?
Output of your earlier Claude test — saved anywhere we can review?
💼 Sales
Numbers, HubSpot reality, automation requests already on the table
👤 For: Nikita (Head of Sales) + 1 sales rep + statistician
📈
Volume & metrics
Numbers we did not capture on the call
Numbers
✓ 6 sales reps + Sales Admin + statistician · partner agents bring leads by email · 5-step client journey from needs to showroom.
Lead volume — average per month, split direct vs partner
Conversion stage-by-stage (lead → showroom → reservation → SPA → completion)
Average deal size + range (off-plan)
% buyers from each main country / region
Average lead time from first touch to reservation; from reservation to signed SPA
🔗
HubSpot detail
What's set up vs what's bypassed
Foundation
HubSpot tier
Active Hubs (Sales / Marketing / Service / Content / Operations)
Pipelines configured + stages
Custom objects (Unit / Reservation / Project / etc.) — set up?
! SOPs already exist on paper but are not enforced by software — Nikita's stated P1.
Which 3–5 SOPs you would automate first inside HubSpot
What sales reps consistently keep OUT of HubSpot (and where it lives instead)
🤖
Custom Presentation Agent
Nikita's P3 — multi-unit/HNW
AI overlay
✓ Today: Nikita uses Claude manually for HNW multi-unit decks. Single-unit presentations are auto-PDF from the website.
Inputs the agent should accept
Output format expected
Brand & voice — where the presentation style lives
Sample of the kind of HNW deal you'd run through the agent first
📥
Partner-lead automation
Eliminate the manual HubSpot entry
What email format do partner agents use to send leads (free text / template / form)?
Fields that must be parsed and mapped to HubSpot
Partners count — and how many are recurring vs one-offs
📊
Statistician's dashboard
The Google Sheets that the owner actually opens
Critical
✓ Statistician runs the entire Sales Dashboard in Google Sheets (sales by month, revenue, inventory, conversion, top performers, milestones from PMs, permits). Writes scripts.
Are you (statistician) open to a 1:1 walkthrough with our team?
Sources feeding the dashboard today (HubSpot API / manual paste / scripts)
Things the dashboard cannot show today but should
📣 Marketing
Direct lead-gen channel — barely covered on the call, gap to fill
👤 For: Marketing lead
🎯
Channels & budget
Where direct leads come from
Active channels
Approximate share of direct (marketing) vs partner leads
Order-of-magnitude monthly marketing spend
Team — in-house, freelance, agency?
📏
Measurement & handoff
Marketing → Sales
KPIs you measure (CPL / CAC / ROAS / brand)
How a marketing lead lands in HubSpot — automated or manual?
Attribution — how do you know which channel produced which closed deal?
🎨
Brand & content
Raw material for AI
AI overlay
Where brand assets live (Drive / Figma / Notion / DAM)
Documented tone-of-voice or brand book?
Content cadence (blog / social / video / email)
Where AI is already used in marketing
🏗️ Technical Department & PM
Design, PM, outsourced construction — operations beneath the projects
👤 For: Sotiris (Tech Director) + 1 PM + Stella (Design)
📐
PM workflow
5 PMs · ~3–4 projects each
Confirm
✓ 5 PMs + 1 assistant · 3–4 projects each · Microsoft Projects per project (Gantt) · per-project, not company-wide.
Phases you actually use (not the textbook ones — yours)
What MS Projects gives you and what it doesn't
Daily / weekly rhythms (rituals, reports, formats)
What is most often "found out too late"?
🤝
External partners coordination
3–4 architects, 10–15 construction co's, mech/structural engineers
✓ Construction is fully outsourced. One invoicing point per project. Design done by external architects with 3-iteration in-house review.
How you communicate with each external party today
Acceptance act / closing-of-works workflow with construction companies
Risks you actively track (weather / supply / quality / safety)
How a scope/budget/schedule change is approved when a project shifts
🎨
Design sub-team
In-house ↔ external architects loop
Software stack you actually use (AutoCAD / Revit / ArchiCAD / SketchUp / Rhino / BIM 360 / other)
Where project documentation lives (one main location?)
Average loop with an external architect (rounds + days)
Repetitive parts of design work that AI could realistically help with
🤝 Customer Care
Post-sale — material selection, floor-plan tweaks, furniture
👤 For: Alex (Head of Customer Care)
📞
Workload & process
Triggered after sale closes
Confirm
✓ 2 interior designers under Alex · triggered when client closes · direct client communication.
Active clients in care right now (rough number) and split (off-plan / under-construction / handed over)
Top 3 client request categories (by volume)
Channels clients reach you through, by share
Internal SLA (or none) on first response and resolution
🔄
Material & spec choices
The core of customer care work
How you present material/finish options to a client today
Where the buyer's selections are recorded
Hand-off from your team to construction (when client locks selections)
Repetitive client questions you'd want a chatbot to handle first
🛠️
Tools today
Where care activity is logged
Tool used for tracking customer-care tasks today
Where the ball drops between care and other departments
If we built one screen for you — top 5 things on it
💰 Finance
SAP recently migrated · BI not yet set up · owner doesn't like SAP UI
👤 For: Head of Finance / CFO
⚙️
SAP setup
Where bookkeeping really sits
Foundation
Which SAP product?
Modules in active use (FI / CO / MM / SD / PS / others)
Who administers SAP — internal IT, the implementation partner, both?
Existing or planned BI — which tool was supposed to do this?
Custom company codes / GL structures we should know about
💸
Cash & forecast
Where the owner currently lives in Excel
✓ Owner explicitly said the most-used daily tool is Google Sheets / Excel for finance.
Daily/weekly cash position — who maintains the file, where?
Banks + currencies (EUR / USD / GBP)
Outgoing payment thresholds (who approves what amount)
Forecast horizon you currently maintain (12 / 24 / 36 months) and tool
📚
Closing & primary docs
AP/AR ground truth
Closing cadence and how many days each closing takes
Vendor invoices — manual, OCR, email-based, paper?
Project-level cost accounting in SAP — set up?
Bank reconciliation — automated or manual?
📊
Reports to the owner
What flows up
Reports the owner gets regularly (P&L · BS · cashflow · per-project)
Who builds them and how long it takes
If the owner gets one finance number on his phone every morning — what is it?
🔐 IT, Access & Security
What we'll need access to + your security boundaries
👤 For: IT lead / sysadmin (or the person closest to it)
🪪
Identity & access
How users get into systems today
Identity model
VPN / network — who administers
Where API keys & secrets live today
🔌
Access we'll need
For the proposed work
Required
For Phase 1, can we get read access to:
Anything from the above you cannot share — and why?
📜
Security policies & data
Where the boundaries are
Internal policies / external regulations we must comply with (GDPR / VAT / AML on bank-side / others)
Data hosting preferences (EU only / Cyprus only / no preference)
Past security incidents — without details, just lessons we should respect
In-house technical capacity for ongoing maintenance after launch
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