Choose a bounded workflow first
Automation is most useful for a repeatable task with clear inputs and a defined result, such as organizing inquiries or preparing a draft report. Map the current process before selecting tools. Separate fixed rules from decisions that require human judgment. A small supervised workflow is easier to assess than connecting every business system at once.
What to prepare and how to review the result
Prepare sample inputs without sensitive customer details, the expected result and the person responsible for exceptions. Agree access permissions, data retention, usage costs and fallback behavior if an integration fails. Test missing fields, duplicate requests and incorrect model output. Require human approval for consequential messages or decisions. Compare time saved and error rates against the manual process before expanding.
The final scope, cost, schedule and included files are defined in a written proposal before work starts. Use these points to explain your needs and compare proposals against the outcomes you require.