Workflow details
| Workflow | Actions | Approvals | Escalations | Errors | Status |
|---|---|---|---|---|---|
| Lead Response Assistant | 712 | 58 | 1 | 1 | ✅ Healthy |
| Document Processing Assistant | 418 | 31 | 1 | 1 | ✅ Healthy |
| Internal Knowledge Assistant | 117 | — | 1 | 0 | ✅ Healthy |
Staff feedback
Overall positive. Lead Response Assistant continues to be the most adopted workflow, with sales team reporting average response time down from ~4 hours to ~35 minutes. One staff member noted a drafted reply that included outdated pricing — this was caught during human review and corrected before sending. Document Processing team reports that invoice extraction is saving approximately 6 hours per week.
Changes shipped this month
- 22 July: Updated Lead Response prompt to include current Q3 pricing and stock availability rules
- 28 July: Fixed integration bug where CRM custom fields weren't mapping for accounts created before March 2026
Risks identified
- Risk 1 — New staff using unapproved tool: Two new starters were observed using personal ChatGPT accounts for work-related drafting (discovered during onboarding check). Corrective action: added to approved business account, trained on data rules, policy updated. Status: Resolved.
Model usage and cost breakdown
| Provider | Model | Workflow | Tokens (input/output) | Cost (AUD) |
|---|---|---|---|---|
| OpenAI | GPT-5.5 | Lead Response | 1.4M / 0.3M | $78.40 |
| Anthropic | Claude | Document Processing | 0.8M / 0.15M | $38.20 |
| OpenAI | GPT-5.5 | Internal Knowledge | 0.5M / 0.08M | $25.70 |
| Total | $142.30 | |||
Next improvements (August 2026 plan)
- Add CRM custom field mapping for pre-March accounts (remaining legacy integration work)
- Update lead scoring rules based on Q3 conversion data
- Review Document Processing accuracy on handwritten invoice formats
- Staff refresher training session — covering data classification and the updated AI policy
- Evaluate whether the Internal Knowledge Assistant should index the new HR policy documents
Governance review
- AI Acceptable Use Policy: Reviewed, no changes needed
- Approved AI Tools Register: Updated (added two new starters to business accounts)
- AI System Register: Updated with July workflow changes
- Data Classification Guide: No changes
- Incident log: Two minor incidents logged and resolved (outdated pricing, CRM field mapping)
- Access review: Confirmed least-privilege access for all three workflows
Recommendation
All three workflows are operating within acceptable error and escalation thresholds. The Lead Response Assistant continues to deliver the highest measurable value (response time improvement). Document Processing is gaining adoption and should be the focus of accuracy improvements next month. No new workflows are recommended for build until the legacy CRM integration work is complete.
Next report: 31 August 2026 · Monthly governance meeting: 5 August 2026, 10:00am AEST