> ## Documentation Index
> Fetch the complete documentation index at: https://docs.neoflo.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Neoflo Pilot Design: Scope, SLAs, and Success Criteria
> Design an effective Neoflo pilot — choose the right first process, define SLAs, map edge cases, and set measurable success criteria for go-live.
Week 1 of your Neoflo onboarding is dedicated to pilot design — the foundation everything else builds on. Getting this phase right means your go-live in weeks 2–4 runs smoothly, your SLAs are grounded in reality, and your team knows exactly how to measure success from day one.
Keep your first pilot focused on a single, well-defined process. Breadth is a scaling-phase goal; depth and accuracy are what matter in week one.
## Choosing Your First Process
The best first pilots are high-volume, rules-based, and have a clear, measurable output. These characteristics let Neoflo reach 99%+ accuracy quickly and make it easy to demonstrate ROI within the first 90 days.
**Strong candidates for a first pilot:**
* **AP invoice processing** — high volume, structured inputs, clear matching logic, direct cost impact
* **Customer ticket triage** — repeatable categorization rules, measurable routing accuracy, fast feedback loop
* **Bank reconciliation** — rules-driven matching, well-defined exceptions, immediate financial visibility
**What to avoid for a first pilot:**
* Highly bespoke or judgment-intensive processes with no consistent rules
* Very low-volume processes where accuracy improvements are hard to measure
* Processes that depend on several unstable upstream systems
## Scoping the Process
During pilot design, you and your Neoflo onboarding lead will document the process end-to-end. Come prepared to cover:
**Process inputs**
* Document types (PDFs, EDI files, emails, portal submissions)
* Data sources and systems that feed the process
* How inputs arrive and at what frequency
**Process outputs**
* What gets created or updated as a result (ERP journal entries, CRM records, approval notifications)
* Which systems receive the output
* What a "correct" output looks like
**Business rules**
* Matching logic (e.g., three-way PO match)
* GL coding rules and cost centre assignments
* Approval thresholds and routing conditions
**Common exceptions**
* What happens when a rule cannot be applied cleanly
* How exceptions are currently resolved and by whom
* Acceptable turnaround time for exception resolution
## Defining SLAs
SLAs are co-designed with your Neoflo team during week one — they are not imposed on you. Expect to agree on three categories:
**Turnaround time SLAs** — how quickly Neoflo processes each item end-to-end (for example, invoices processed within 4 business hours of receipt).
**Accuracy SLAs** — the minimum auto-approval accuracy rate before human review is triggered (for example, 99% straight-through accuracy by the end of week two).
**Exception resolution SLAs** — how quickly flagged items are resolved and returned to the workflow, and who is responsible for each step.
All SLAs are documented in writing before your go-live date and reviewed at your 90-day ROI checkpoint.
## Identifying Stakeholders
A successful pilot requires three people from your side to be available during week one:
* **Finance or operations lead** — owns the process outcome and signs off on SLAs
* **IT or systems owner** — provides API credentials, manages IP allowlists, and supports integration testing
* **Process subject matter expert (SME)** — the person who currently does this work and can walk through edge cases in detail
Availability doesn't mean full-time — but these stakeholders should be reachable for questions and able to join a kick-off call and a mid-week check-in.
## What You Provide vs. What Neoflo Prepares
* System access and API credentials
* Process documentation and business rules
* GL codes, approval thresholds, and routing logic
* Sample transactions representing normal volume and edge cases
* Stakeholder availability for kick-off and sign-off
* Integration design and technical setup plan
* AI workflow configuration based on your rules
* Draft SLA schedule for your review
* Edge case handling logic
* Human team briefing and readiness for your process
## The Pilot Design Process
Your Neoflo onboarding lead runs a structured kick-off covering your process landscape, candidate processes, and initial integration requirements. You leave with a clear recommendation for your first pilot process.
A working session (typically 90 minutes) where your process SME walks the Neoflo team through inputs, outputs, business rules, and known exceptions. Neoflo captures this in a structured scope document.
Your finance or operations lead, your IT owner, and the Neoflo team agree on turnaround time, accuracy, and exception resolution SLAs. These are drafted into a written SLA schedule during this session.
Your IT owner and the Neoflo integrations team map the required API connections, data flows, and any network access requirements (VPN, IP allowlists). An integration checklist is produced for weeks 2–4.
By the end of week one, you review and sign off on the process scope document and draft SLA schedule. This is the green light for integration and go-live work to begin.
## Setting Success Criteria
Before week one closes, agree on how you will measure whether the pilot is working. A strong success criteria framework covers four dimensions:
| Dimension | Example Measure |
| ------------------- | ----------------------------------------------------------------------- |
| **Volume** | 100% of in-scope invoices routed through Neoflo within 30 days |
| **Accuracy** | ≥99% straight-through accuracy by end of week two |
| **SLA adherence** | ≥98% of items processed within agreed turnaround time |
| **Cost comparison** | Cost per transaction vs. pre-Neoflo baseline, measured at 90-day review |
Document these targets in writing alongside your SLAs. They feed directly into your 90-day ROI review and provide the evidence base for scaling decisions.
Questions about pilot scoping or SLA design? Reach out to your onboarding lead or email [hello@neoflo.ai](mailto:hello@neoflo.ai) before your kick-off call — the more context you share upfront, the faster week one moves.