/aip-audit // QA10 methodology

AIP Audit — Process Intelligence Audit. See how your company really works.

This is not an IT audit. This is an organizational culture and process analysis. We spend working hours with people at every level, from leadership to operations, and reconcile three different versions of one truth into a single map on which decisions can be made. Lean, Six Sigma, MUDA live in your company; Process Mining where system data provides insight.

Schedule an AIP Audit conversation Compare variants (Basic, Express, Platinum)

What is the AIP Audit

The AIP Audit is not an IT audit — it is an organizational audit that uses IT.

Process Intelligence Audit starts with people, not systems. We dedicate working hours to employees at all levels: leadership, managers, operations. Each describes processes as seen from their position. Then we confront the three perspectives with what the data shows. Result: an AS-IS map closer to reality than the documentation in the drawer and leadership intuition combined.

The truth is always in the middle.
Leadership knows how it was meant to be. Managers know how it should be. Employees know how it really is. None of these three perspectives alone is the full truth. The AIP Audit consists of working with all three simultaneously, adding hard data from systems (where available) and building a map on which your leadership makes decisions.

What the audit covers

Structured interviews with employees at all levels: leadership, mid-level management, operations.
Gemba walk: the auditor follows the employee through the process from start to finish.
Activity classification according to Lean (VA / NVA / NNVA).
Seven types of MUDA identification: overproduction, waiting, transport, over-processing, inventory, unnecessary motion, defects.
Toyota 5 Whys technique for finding the root cause of each problem.
IT infrastructure diagnostics: systems map, integrations, stack.
Cybersecurity maturity assessment on a maturity scale.
Process Mining on system data where it exists and provides insight.
AS-IS map in BPMN 2.0 standard as the final synthesis product.

What the audit does not include

Financial analysis, legal compliance research, tax inspection. These are different specializations; we will recommend the right partner.
A strategic interview with leadership that ends with a recommendation to do digital transformation.
Process Mining as a standalone tool. Log analysis without human reconciliation gives one version of truth — the system version. That is not yet the truth.
Full-scale information security audit per ISO 27001. We assess levels and flag gaps; a specialist firm does the certification.
Implementation. The audit ends with a plan; execution is led by a separate stage via Engineering Lab or your team with our plan in hand.

Audit extensions beyond the methodology core

NIS-2 Audit — assessment of your company readiness for EU NIS-2 directive requirements. Standard in Growth Platinum and Enterprise Platinum variants, optional add-on in others.

Wi-Fi and wireless network audit — conducted by a specialist partner company specializing in network infrastructure, QA10 coordination. Optional add-on in all packages.

Who it is for

Three company segments we work with.

We scale the AIP Audit to your company size and operational maturity. Start-up gets a condensed analysis of core processes before scaling. Growth receives the full methodology across multiple departments. Enterprise combines diagnostics with a Change Management program for the entire organization.

Segment 1: Start-up

Characteristic

1-5 employees, 100-200 documents per month, no formal departments or max 2-3. The company may not yet have ERP or CRM. Processes live in founder heads, Google Sheets, Slack history.

What we do differently

Most of the work is on-site auditor presence with the full team: interviews with every employee, live work observation, process-mapping workshops. Where systems exist (Workspace, Notion) we extract signals. Where none we reconstruct from conversations.

When this fits

You are growing fast and want to set processes before scale starts breaking them. Cheapest insurance against chaos at the 15-20 employee threshold.

Segment 2: Growth

Characteristic

5-60 employees, formal departments, written procedures, mid-level management. Multiple systems (ERP, CRM, WMS) that do not fully talk. Each department has its own version of the processes.

What we do differently

We work on three layers in parallel: executive (how it was meant to be), managers (how it should be), operations (how it really is). Process Mining on logs confronts these versions with system reality.

When this fits

Revenue is growing but margin is not keeping up. The company is busy but not necessarily productive. We typically uncover 3-5 processes consuming 10-18% of annual margin.

Segment 3: Enterprise

Characteristic

60+ employees, multiple branches, mature organizational culture, multi-level decision structure. Transformation requires a Change Management plan, competency mapping and internal communication strategy.

What we do differently

We go deeper into organizational culture. Interviews span employees across different branches. We analyze how processes differ between locations. Result: AS-IS map per branch, consolidation map and unification plan.

When this fits

Scale demands an audit that addresses the entire leadership group. Transformation horizon 2-3 years, one partner throughout the process, recommendation implementation must have real organizational support.

Note on EU formal classification: segments (Start-up, Growth, Enterprise) are applied by operational maturity, not by EU Regulation 651/2014 criteria. If you are applying for a grant — we will verify the classification together during the conversation.

The AIP Audit is not for you if:

You process fewer than 100 operational documents per month and have fewer than 5 employees. The potential savings scale does not justify audit cost, even in the Basic variant.
You are looking for financial analysis, legal compliance research or tax inspection. These are different specializations; we will recommend the right partner.
You need a quick SWOT diagram and PowerPoint for leadership. We are not in that league. We deliver 60-200 pages of methodological documentation, BPMN 2.0 maps and full financial models in Excel.

How the AIP Audit works

From perspectives to decisions: four steps of the AiPoweredSavings methodology.

The AiPoweredSavings methodology combines classic Lean Six Sigma techniques (interviews, gemba, MUDA) with modern analytical tools (Process Mining, Activity-Based Costing). In Express each step takes one week. In Basic the process spans up to 90 days. In Platinum on-site visits and extended documentation are added.

01

Process Discovery: Three Perspectives and Data

We start with people. Structured interviews with executives (how it was meant to be), managers (how it should be), operations (how it really is). Gemba walk: the auditor follows the employee through the process at the actual place of execution. Where the company has log-collecting systems, we reconstruct process flows in BPMN 2.0 analytically as well. Four sources of truth to confront. In parallel we map IT infrastructure.

What you get

Interactive AS-IS process map (PNG, XML, Visio, SVG). Documentation of conflicts between versions. IT infrastructure map + preliminary cybersecurity assessment.

From you

Access to employees at all levels. In Express: 20 hours of conversations spread over 2-3 weeks. Read-only access to systems (2-3 meetings x 60 min).

Time

Express: 1 week. Basic: 3-4 weeks. Platinum: 2 weeks + 2 visits before the audit.
02

MUDA Analysis and Activity-Based Costing On-Site

Every activity mapped in Step 1 is classified according to Lean (VA / NVA / NNVA). We identify seven types of MUDA: overproduction, waiting, transport, over-processing, inventory, unnecessary motion, defects. For each activity we calculate the real cost through Activity-Based Costing. You learn that servicing one invoice costs 100 PLN while with automation it should cost 18 PLN. The difference x volume = a concrete amount.

What you get

Automation Process Catalog (TOP 5 on a 10-point scale). Implementation risk matrix. Per process: how many MUDA identified, where, what each one costs.

From you

Labor cost data (gross rates with overhead) and operational volumes. If the company does not have ABC implemented, we calculate it.

Time

Express: 1 week. Basic: 2-3 weeks. Platinum: 2-3 weeks + extended analysis.
03

Solution Design and Financial Impact

For each TOP 5 process we design architecture in three scale variants. Core — building a data-driven company: eliminating data islands and creating a consistent information ecosystem. Performance — automation that dictates the pace to competitors. Enterprise — pioneering automation and robotization. Each reduces process time by at least 63% relative to the starting state. We calculate NPV, IRR, Payback and sensitivity analysis.

What you get

Cost-Benefit Analysis (CBA) in Excel. Recommended Tools Catalog (2-3 solutions per area). Matrix: do it yourself, implement with us, buy a ready solution.

From you

One hour with the CFO for financial assumption validation. If CFO is engaged from Step 1, this stage accelerates.

Time

Express: 1 week. Basic: 2-3 weeks. Platinum: 3 weeks + additional financial variants.
04

Executive Presentation and Quick Wins Plan

We present findings to your leadership, online or on-site. In Platinum three visits to headquarters (two before the audit for deep organizational understanding, one after for the presentation). We discuss Quick Wins: 3-5 optimizations deployable in 30-60 days, usually without capital expenditure. If you are interested in the EU funding path, we start the Funding process in parallel.

What you get

Executive Summary (5-10 pages). Strategic Transformation Roadmap 12-24 months. Quick Wins Plan. Optionally: Funding recommendation (15% discount in Express, application included in Platinum price).

From you

90 minutes of leadership time. Nothing more.

Time

Express: a few days. Basic: one week. Platinum: one week + closing visit.

In total: 10 core documents in all variants, plus 2 specialist in Express and 8 in Platinum.

Technical stack

What we use during the audit.

We combine classic team work methods (interviews, Gemba, Lean) with analytical tools (Process Mining, ABC). When needed, lightweight Python scripts are added for system data extraction.

Team Work Methods

Structured interviews with employees at all levels (executives, managers, operations)
Gemba walk — observing work at the place of execution
Lean classification: Value-Added / Non-Value-Added / Necessary-NVA
MUDA — seven types of waste
5 Whys (Toyota technique)

Process Mining

Event-log analysis from ERP, CRM, WMS
AS-IS reconstruction in BPMN 2.0
Detection of variants, loops, bottlenecks
Confrontation of system data with interview perspectives

Activity-Based Costing

Pricing each activity (not department) — full employee cost with overhead
Allocation drivers per process (orders -> order department service cost)
Unit cost matrix for TOP 5 processes

Audits and Compliance

Cybersecurity maturity assessment (1-5 scale)
NIS-2 readiness audit (standard in Growth Platinum + Enterprise Platinum, optional in others)
Wi-Fi and wireless network audit — specialist partner, QA10 coordination

Integration and Data Extraction

Lightweight Python scripts where client API is insufficient
Log parsing (CSV, XES, JSON, custom dumps)
Secure working copies to isolated QA10 environment

Dashboards and Documents

BPMN 2.0 (PNG, XML, Visio, SVG)
Financial models in Excel with sensitivity analysis
Executive Summary, Main Report (60-100 pages), Quick Wins Plan

Variants

Choose the variant matched to your company segment.

We offer three AIP Audit variants: Basic, Express and Platinum. Each scales across three segments (Start-up, Growth, Enterprise). Differences concern execution time, specialist documents, number of visits and accompanying programs.

Basic

Ten core documents. One auditor, email contact. No client visits.

Start-up: 7 500 PLN · 45 days
Growth: 25 000 PLN · 90 days
Enterprise: On request · 135 days

10 core documents
One lead auditor
Email contact
Standard rhythm without time pressure

Let us talk about Basic

Express

10 + 2 documents (Funding Acquisition Plan, Competitive Benchmarking). One client visit. 15% discount on Funding service.

Start-up: 12 500 PLN · 20 days
Growth: 35 000 PLN · 45 days
Enterprise: On request · 60 days

10 + 2 specialist documents
Auditor + dedicated Project Manager
One client visit
15% discount on Application Monitoring (45 days from Acceptance Protocol)

Let us talk about Express

Platinum

10 + 8 documents. Two auditors + Project Manager. Three client visits. Funding application included in audit price.

Start-up: 25 000 PLN · 60 days
Growth: 90 000 PLN · 75 days
Enterprise: On request · 90 days

10 + 8 specialist documents
Two auditors (verification principle)
Three client visits
Funding application included in price
9% discount on QDeployment (12 months)
YU-NA.io membership after deployment

Book a meeting with the CEO

Recommended starting point for most clients: Express. Fast execution time, funding discount, two specialist documents, one client visit — the optimal ratio of analysis depth to investment. Platinum is chosen by companies planning full transformation over a two-year horizon.

All prices net. Time in business days. Enterprise (all variants): individual calculation based on number of branches, integration complexity and Change Management scope.

Deliverables // 10 core + 2 Express + 8 Platinum

Concrete deliverables, not slides.

Every variant ends with the same set of ten core documents. Express adds two specialist ones, Platinum adds eight. All in editable formats. All your property — usable regardless of whether you proceed with implementation with us.

All variants

audit documents

Express + Platinum

specialist documents

Platinum only

extended documents

Total · Platinum

deliverables total

01
Main Audit Report
Methodology, characterization of audited areas, analysis of identified problems and strategic recommendations.

PDF · 60-100 pp
02
Executive Summary
Condensed synthesis for leadership: key findings, TOP 5 recommendations, savings potential, strategic transformation directions.

PDF · 5-10 pp
03
AS-IS Process Map (BPMN 2.0)
Graphical documentation of actual process flows. Basis for change discussions and input for funding applications.

PNG · XML · Visio · SVG
04
TO-BE Process Map — 3 variants
Target architecture per scale variant: Core (procedural changes), Performance (system-connecting layer), Enterprise (multi-system transformation).

PDF · BPMN 2.0
05
Automation Process Catalog
TOP 5 process ranking on a 10-point scale, with urgency classification, estimated difficulty level and recommended technologies.

PDF + XLSX
06
ABC Unit Cost Table
Per process, per activity. Allocation drivers visible. Each activity priced with full employee cost including overhead.

XLSX
07
Cost-Benefit Analysis (CBA) + ROI
CAPEX, OPEX, NPV, IRR, Payback Period, sensitivity analysis, scenarios: optimistic / realistic / pessimistic.

XLSX
08
Implementation Risk Matrix
Technical, organizational, competency risk. Per variant. Mitigations described step by step.

PDF
09
Quick Wins Plan
3-5 optimizations deployable in 30-60 days, usually without capital expenditure. Per Quick Win: description, costs, expected effects.

PDF
10
Strategic Transformation Roadmap
12-24 month calendar roadmap. Milestones, gate validations, implementation sequence recommendation.

PDF · MD

11
Funding Acquisition Plan
Map of available funding instruments matched to company profile: FENG, NCBR, regional pathways, Dig.IT, Technology Credit.

PDF · 15-25 pp
12
Competitive Benchmarking
Company positioning against 5-8 competitors: process maturity, operational costs, automation, historically secured grants.

PDF · XLSX

13
Change Management Report
Assessment of organizational readiness for change. Stakeholder map, adoption risks, internal communication plan, training program.

PDF · 30-50 pp
14
Funding Application Included in Audit Price
Complete application dossier for chosen program. Feasibility study, schedule, budget, declarations, results dissemination plan.

Package DOCX · XLSX · PDF
15
NIS-2 Readiness Audit
EU NIS-2 directive compliance diagnostics: technical and organizational measures, 12-month adaptation plan.

PDF · checklist
16
Build vs Buy Decision Matrix
Per component recommendation: do it yourself / implement with us / buy a ready solution. Full 5-year TCO analysis per path.

PDF · XLSX
17
Extended Financial Models
Sensitivity simulations on key parameters (volume, labor prices, exchange rates). Monte Carlo for 3 variants.

XLSX with Monte Carlo
18
Team Competency Map
Per role: current competencies, gaps relative to target state, training or recruitment recommendation.

PDF · XLSX
19
Leadership Committee Validation Sessions
Up to 4 sessions of 90 minutes with leadership. Assumption validation, scope correction, implementation sequence recommendation.

Sessions + minutes
20
YU-NA.io Membership After Deployment
Annual membership in the Platinum clients club: quarterly benchmarks, pattern library access, QA10 priority support.

Annual membership

All deliverables on the client side — transferred in editable formats. Upon full payment economic copyright is transferred to you.

Competitive positioning // market analysis April 2026

Five types of providers in Poland compete with our offering. The matrix shows who has exactly what.

Numbers from public sources (price proposals, KRS, reports). Where data is non-public — marked with "?". Corrections welcome: hello@qa10.io

Macierz konkurencyjna QA10 vs alternatywne podejścia: BIG 4, Grant consultants, Software house, Internal IT, Local EDIH
Komponent	BIG 4	Grant consultants	Software house	Internal IT	Local EDIH
Process audit (Process Mining)		—	—	—
Activity-Based Costing		—	—	—	—
BPMN AS-IS + TO-BE		—		—
RPA / Document AI deployment		—		—	—
Custom development		—			—
API integrations		—			—
Funding acquisition			—	—
Funding application fixed-price (Annex 4 sec. 3)	—	rarely	—	—	—
Audit at fixed price < 100k PLN	—	limited		—
Audit at fixed price < 15k PLN	—	—	—	—	—
Performance guarantee + 4h post-deployment support	— ?	—	—	—	—
Polish team, Polish processes	intl.

Social proof

Built on enterprise-grade infrastructure. Recognized by the ecosystem.

NVIDIA Inception Member

QA10 is a member of the NVIDIA Inception program — a global accelerator for AI-native startups. Access to DGX Cloud, NGC containers and enterprise GPU compute for our analytical pipelines.

AWS Supported

Our infrastructure runs on AWS (Bedrock, SES, S3, CloudFront). Multi-cloud AI stack: AWS Bedrock + Anthropic Claude + Google Vertex AI + Gemini. Production-grade, SOC 2 compliant.

63%+ Process Time Reduction

Every architecture we recommend (Core, Performance, Enterprise) reduces process time by at least 63% relative to starting state. Lower bound from our deployment aggregate.

FAQ

Most common questions about the AIP Audit.

Is the AIP Audit an IT audit?

Both yes and no. The core of the AIP Audit is organizational culture and business process analysis — Lean Six Sigma, interviews at all levels, Gemba walks, MUDA classification. IT infrastructure diagnostics is a natural extension of Step 1 and you get it in every variant: systems map, integrations, architecture, stack. If you are looking for a full-scale information security audit with ISO 27001 certification or a DORA compliance audit — that is a different specialization; we will recommend the right partner.

What if we do not have ERP or CRM?

We work anyway. The AIP Audit does not require mature IT infrastructure, it requires that processes are happening. In Start-ups we reconstruct processes from conversations, Slack, Google Sheets and work observation. For companies without systems the audit ends with an additional recommendation: which systems to implement first and in what sequence.

Who exactly does the auditor talk to?

All levels, because each has a fragment of truth. Executives describe how processes were meant to be designed. Department managers describe how they should work in their understanding. Operational employees describe what their day actually looks like. We confront these three versions with each other and with system data (if available). The truth is always in the middle; no single perspective suffices.

How much time does it actually take from my team?

Depends on variant and segment. We spread conversations and observations so as not to overload operational work — typically 30-90 minutes per person. In Growth a total of 15-30 hours from the client team in Express variant. In Start-ups the whole team for a few afternoons. In Enterprise we scale: 60-120 hours spread over 2-3 months. For your CFO: one hour. For leadership: 90-minute final presentation.

How do you maintain anonymity during interviews?

Interviews are confidential. In the management report no names or quotes attributed to specific individuals appear. Instead aggregated perspectives per level appear. This standard protects employees from consequences of candid statements and is a condition for the audit to deliver valuable data at all.

Does the AIP Audit include cybersecurity and NIS-2 readiness assessment?

Cybersecurity level assessment is a standard element of every variant: we evaluate your company on a maturity scale, identify gaps, recommend priority actions. The EU NIS-2 directive readiness audit is standard in Growth Platinum and Enterprise Platinum variants. In other variants NIS-2 is an optional add-on. Wi-Fi audit is coordinated through a specialist partner; available in all variants as an optional add-on.

How much historical data do you need from systems?

Where systems exist, typically 6-12 months of operational logs. For retail and e-commerce we recommend 12 months covering a full seasonal cycle. If you have less we work with what is available with a limited-sample annotation. If you have more we sample. Where systems do not exist, weight shifts to the interview and observation layer.

Do you work in our stack or impose your own?

We work in yours. Your stack may be different; we select tools to match your infrastructure, not the other way around. Two exceptions exist. If your stack makes data extraction impossible in reasonable time, we propose an intermediate layer (lightweight Python script). Our AiPoweredSavings scoring tools are internal know-how and are not transferable. Audit work products (BPMN 2.0, Excel, PDF, DOCX) are transferred to you after closing.

Does the AIP Audit qualify for EU funding?

In most cases yes. AIP Audit documentation is designed as ready input for Technology Credit FENG, NCBR programs and regional pathways. In Express and Platinum variants a discount on the Funding service applies. Express: 15% for 45 days after the audit. Platinum: Funding application included in audit price. If the application is rejected due to formal reasons on our side, we refund 100% of audit costs.

What automation effect do Core, Performance and Enterprise architectures deliver?

Each of the three architectures designed in Step 3 reduces process time by at least 63% relative to the starting state. This is the lower bound from our deployment aggregate; in practice we typically achieve more, but 63% is the number we sign off on at the recommendation stage. The difference between architectures lies in transformation depth and proportional capital expenditure.

Who owns the AIP Audit results?

You do. Upon full payment we transfer economic copyright to all audit documents. You can use them internally, show them to banks, attach them to funding applications, modify them. The only thing that remains our intellectual property is the AiPoweredSavings methodology as such — you cannot offer it as a competing service, but you can use every result of our work in your company without limitation.

Why does Enterprise segment have a price on request?

All three variants in the Enterprise segment (Basic, Express, Platinum) have individually determined pricing. Enterprise covers companies with multiple branches, extensive organizational structure and varying scope of interviews, analyses and optional extensions (NIS-2, Change Management, Wi-Fi audit). Actual cost depends on number of branches, number of employees participating in interviews, scope of system integration and whether an internal communication program is needed.

/FAQ // AIP Audit

Frequently asked questions about the audit

How long does an AIP Audit take?

Basic variant — 3-4 weeks. Express — 6-8 weeks. Platinum — 10-14 weeks. Time is counted from the contract signing date and delivery of system access. Delays on the client side extend the timeline but not the cost.

What do I get in the final report?

The report consists of five sections: process map (BPMN), cost analysis (ABC method), automation potential matrix per process, NPV and payback period estimate per process, implementation variant recommendation with justification. Platinum additionally contains an independent expert countersignature.

Do I need to prepare data before the audit?

There are no hard requirements, but the more you have the deeper the audit. Useful: ERP/CRM system data for the last 12 months, operational process list with owners, cost extracts per department. If you do not have this we start with employee interviews and build the map from scratch.

Does the audit mean a commitment to implementation?

No. The audit ends with a report — the implementation decision is 100% yours. The report contains a QDeployment variant recommendation, but this is guidance, not a binding offer. Many clients use the report for internal budget justification.

What happens if the audit finds no potential?

We return part of the fee. In the Platinum variant — if identified savings do not exceed 3x the audit cost, we refund 50% of the fee. Condition: data is available. This is a contractual clause, not marketing.

Does the audit cover AI Act compliance?

Yes, in Express and Platinum variants. We check which processes qualify as high-risk systems under Annex III of the AI Act and flag this in the report. We indicate the risk and advise the next step.

Who physically conducts the audit?

Always a QA10 senior consultant, not a subcontractor. CEO Mateusz Jakimow personally leads Express and Platinum variants or supervises them as lead. Basic is led by a certified process analyst with minimum 3 years of experience.

Next step

Let us start with a 30-minute conversation.

You will see how the methodology looks on your data, receive a preliminary estimate of variant and execution time, and if it fits — we will propose a start date.

Schedule an AIP Audit conversation

All qualification calls run directly by Mateusz Jakimow (CEO). No SDR, no salesperson. Email: hello@qa10.io · Phone: +48 880 839 850

AIP Audit — Process Intelligence Audit. See how your company really works.

The AIP Audit is not an IT audit — it is an organizational audit that uses IT.

What the audit covers

What the audit does not include

Audit extensions beyond the methodology core

Three company segments we work with.

Segment 1: Start-up

Segment 2: Growth

Segment 3: Enterprise

The AIP Audit is not for you if:

From perspectives to decisions: four steps of the AiPoweredSavings methodology.

Process Discovery: Three Perspectives and Data

MUDA Analysis and Activity-Based Costing On-Site

Solution Design and Financial Impact

Executive Presentation and Quick Wins Plan

What we use during the audit.

Team Work Methods

Process Mining

Activity-Based Costing

Audits and Compliance

Integration and Data Extraction

Dashboards and Documents

Choose the variant matched to your company segment.

Basic

Express

Platinum

Concrete deliverables, not slides.

AIP Audit — 10 core documents

Express+ — 2 specialist documents

Platinum — 8 extended documents

Five types of providers in Poland compete with our offering. The matrix shows who has exactly what.

Built on enterprise-grade infrastructure. Recognized by the ecosystem.

NVIDIA Inception Member

AWS Supported

63%+ Process Time Reduction

Most common questions about the AIP Audit.

Frequently asked questions about the audit

Let us start with a 30-minute conversation.