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FLA

Valuation Workflow System

Technical Specification & Time Savings Analysis

Prepared for Fergusson Lockwood & Associates | July 2026

The Goal: Day 1 Savings

30 minutes

Per valuation. Measurable. From week one. No complex training required.

1. The Valuation Workflow (As It Exists Today)

Every valuation follows the same fundamental journey. The friction isn't in the valuation expertise—it's in the admin that surrounds it.

1

Email Arrives

Quote request from bank, lawyer, or property owner. Contains property address, valuation type, client details—buried in prose.

5-10 min to read & extract Manual data extraction
2

Quote Created

Admin or valuer re-types property details into quote template. Looks up job complexity. Sends quote to client.

10-15 min Re-keying data
3

Job Won & Assigned

Quote accepted. Job created in spreadsheet/system. Assigned to valuer based on workload, location, expertise.

5-10 min
4

Site Visit Scheduled

Valuer coordinates with property owner/tenant. Back-and-forth emails or calls to find suitable time.

10-20 min Coordination overhead
5

Site Inspection

Physical visit. Photos, measurements, observations. Notes on paper or phone. This is the core expertise—can't be shortened.

60-180 min (varies by property)
6

Research & Comparables

Title search, zoning check, comparable sales lookup. Market analysis. Some of this can happen before visit.

20-40 min
7

Report Writing

Field notes transcribed into report template. Photos inserted. Comparable analysis written. Valuation concluded.

60-120 min Re-keying field notes
8

Review & QA

Senior valuer or peer reviews report. Corrections made. Sign-off obtained.

15-30 min
9

Delivery & Invoice

Report sent to client. Invoice generated. Follow-up on payment if required.

5-10 min

2. Where Time Is Lost

Valuation expertise isn't the bottleneck. Data handling is. The same information gets typed 3-4 times as it moves through the workflow.

Activity Current Time Primary Waste
Email triage & data extraction 10 min Reading unstructured text, manual extraction
Quote creation 12 min Re-keying data already in email
Job setup 8 min Re-keying data already in quote
Field notes → Report 40 min Transcribing handwritten/phone notes
Report formatting 20 min Copy-paste, photo insertion, layout
Total Admin Friction 90 min Per valuation

3. The 30-Minute Target: Exactly How We Get There

We don't need to revolutionise your practice. We need to eliminate re-keying at three critical points.

8 min
Email → Job
12 min
Mobile Field Notes
10 min
Report Pre-fill

Total Day 1 Savings

30 minutes

Conservative estimate. Three features. No behaviour change beyond "use the app instead of paper."

Feature 1: Email → Job (8 minutes saved)

Smart Email Triage Saves 8 min

Before
Read email. Open spreadsheet. Type property address. Type client name. Type email. Type phone. Select valuation type. Save. Create quote document. Type details again.
→
After
Click email. System extracts: address, client, type, urgency. One click: "Create Job". All fields pre-populated. Edit only if needed.

Feature 2: Mobile Field Notes (12 minutes saved)

Structured Mobile Data Entry Saves 12 min

Before
Handwrite notes on paper. Or type rough notes in phone Notes app. Back at office: decipher handwriting. Type everything into report template. Format.
→
After
Open job on phone. Tap through structured fields. Select conditions from dropdowns. Type only unique observations. Photos auto-attached. Data already digital.

Feature 3: Report Pre-Population (10 minutes saved)

Field Notes → Report Template Saves 10 min

Before
Open blank report template. Open field notes. Copy property description. Copy improvements. Copy services. Insert photos one by one. Format tables. Check alignment.
→
After
Click "Generate Report". Field notes flow into template. Photos placed. Tables formatted. Valuer reviews, adds market commentary and valuation opinion. Done.

4. Specification: Must Have / Should Have / Won't Have

Clear scope. No feature creep. Everything below serves the 30-minute goal.

Must Have

Day 1 Launch Requirements

Should Have

Phase 2 Enhancements

Could Have

Future Opportunities

Won't Have

Out of Scope

5. Time Savings Summary

Feature What It Replaces Time Saved
Email triage with extraction Reading emails, manually identifying key info 5 min
One-click job from email Re-typing address, client, type into job/quote 3 min
Mobile field notes (structured) Paper notes → typed transcription 12 min
Report pre-population Copy-paste from notes to report template 10 min
Total Day 1 Savings 30 min

At Scale

Volume Monthly Savings Annual Savings At $100/hr Valuer Rate
50 valuations/month 25 hours 300 hours $30,000/year
100 valuations/month 50 hours 600 hours $60,000/year
200 valuations/month 100 hours 1,200 hours $120,000/year

The Real Value

100 hours/month freed isn't just cost savings—it's capacity for 25 additional valuations at your current 4-hour average.

At $1,500 average fee = $37,500/month potential additional revenue.

6. Success Criteria

How we'll know this is working:

Metric Baseline (Before) Target (After 30 Days)
Time from email to job created 15-20 min < 5 min
Field notes entry method Paper/unstructured 100% digital via app
Report draft time (after site visit) 90-120 min 60-80 min
Valuer satisfaction Baseline survey Measurable improvement

Prepared by Superpower Labs for Fergusson Lockwood & Associates

Questions? Let's talk through any of this.