New Business Application & Implementation Tracking

Q: How does automation handle approval requests?

Approval requests are routed automatically to the correct stakeholders based on budget thresholds and department rules. Reminders are sent if approvals are overdue, and escalations happen automatically to prevent delays.

Q: Can the automation track implementation progress in real time?

Yes. An automation agent monitors task completion, testing results, and training attendance, sending alerts when milestones are approaching or delays occur.

Q: What tools does the automation work with?

The automation integrates with Airtable or Google Sheets for tracking, HubSpot or Gmail for approvals, and Slack or email for team notifications. It works with tools your firm already uses.

Q: Will existing application data be lost during implementation?

No. All existing application requests, vendor information, and approval history are migrated into the automated system.

Tracking applications through provider processing until everything is actually in place.

850 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

New business application implementation at financial planning firms involves receiving requests, evaluating vendors, securing approvals, and managing go-live across multiple teams.

Automation routes approval requests to the right stakeholders, researches vendors automatically, tracks implementation milestones in real time, and sends alerts when tasks slip. The result is faster vendor selection, quicker approvals, and a complete audit trail of every implementation.

Key features:

Research vendors automatically and build comparison matrices with pricing and feature data

Route approval requests to stakeholders based on budget thresholds and send automated reminders

Track implementation milestones, testing results, and training attendance in a central dashboard

Alert the team to delays and escalate overdue approvals before they stall projects

Document implementation details and lessons learned automatically at project close

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Vendor evaluation delays Manual research and demo scheduling across multiple vendors takes 5-7 days and blocks the entire process.	80%
2	Approval bottlenecks Finance and executive approvals stall due to unclear deadlines and competing priorities, adding 10-14 days to the cycle.	67%
3	Integration testing delays IT team testing and issue tracking via email and spreadsheets creates visibility gaps and slows problem resolution.	53%
4	Scattered documentation Implementation details and lessons learned are scattered across email, spreadsheets, and shared documents.	40%
5	Manual credential sharing User access setup and credential distribution via email creates security and compliance risks.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.7/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Application Request Submittedtrigger

A new application request is submitted via email or form. The automation captures the request details and creates a record in the central tracking system.

2. Log Request and Assign Owner

The request is automatically logged with requestor, business case, and timeline. An owner is assigned based on department rules.

3. Fetch Vendor Data and Evaluate

The automation researches vendors, gathers pricing from public sources and vendor APIs, and creates a comparison matrix. the automation flags any missing information for manual review.

4. Generate Business Case Document

The automation generates a business case template with ROI projections, cost breakdown, and implementation timeline based on the request details.

5. Route for Finance Approval

The business case is automatically sent to the finance manager via email with a link. Finance approval status is tracked in real time.

6. Route for Executive Sign-Off

Once finance approves, the request is automatically escalated to the executive sponsor and email with a clear deadline and approval link.

7. Notify Stakeholders of Approval Status

All stakeholders are notified when the request moves through each approval stage. Implementation timeline and next steps are automatically shared.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

88 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens to vendor research and evaluation with automation?

An automation agent researches vendors, gathers pricing and feature data from public sources, and builds a comparison matrix automatically. The team reviews the results and makes the final vendor selection.

How does automation handle approval requests?

Can the automation track implementation progress in real time?

What tools does the automation work with?

Will existing application data be lost during implementation?

View more FAQs

Process pain:8.3/10

Mapped by:10 Companies

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Page updated 10 August 2026