Workflow Mapping Template for Small Business (Free Tool)
Use this workflow mapping template to list each step, who does it, the tool used and whether it is manual or automatic, then see handoffs and waits. Free.
What the template asks for
• Workflow name and what starts it. For example, "a new quote request arrives."
• Up to ten steps. You need at least three. For each step:
• What happens.
• Who (a role). Use roles, such as office manager, not names.
• Tool or system, optional. For example, email, a spreadsheet or your scheduling software.
• Type. Manual, automatic, decision, or wait or approval.
• Typical wait after (minutes), optional.
What you get back
• A workflow map in plain text: each step numbered, with the role, the tool, what happens and its type, joined by arrows, ending at END.
• What the map shows, a short summary:
• How many steps across how many roles and tools
• How many handoffs between roles
• How many manual steps and decision points
• The waiting time you entered, added up
• Manual steps that use a tool, listed as "worth a look"
• A table of the steps, which you can download as a CSV, copy as text or print. If a step, role or tool name in the CSV starts with =, +, - or @, an apostrophe goes in front of it so a spreadsheet shows it as plain text.
What "worth a look" means
The list only points to steps you marked as manual that use a tool. It's not a recommendation. A manual step with a tool may be a good place to ask questions, and the people who do the work will know whether it is. Review each one with them.
Workflow map or SOP?
An SOP explains how to do one task, step by step. A workflow map shows how work moves between several people and systems. If you need instructions for a single task, use our Task-to-SOP Builder instead. If you want to see how a whole process flows, use this one.
Tips for a map people trust
• Map what actually happens, not what should happen. Ask the people who do the work.
• Name the role at every step. A step with no owner is often where work stalls.
• Enter the waits you know about, such as overnight approvals. Leave the rest blank rather than guessing.
• Start with one process. A quote-to-job map is plenty for a starter map.
• Review it with the team before you change anything.
What this tool is not
It's a template and a summary of your own entries. It doesn't analyze your systems or recommend changes. Review the map with the people who do the work.
Want help finding which steps could be automated?
If you'd like help looking at a process, book a free consult and we'll walk through how the work moves today and what would fit. Every project is scoped on the consult.
FAQ
What is a workflow mapping template?
A structured list of the steps in a process, who does each one, what tool is used, and where work waits or changes hands. Seeing it on one page makes gaps easier to spot.
How is this different from an SOP?
An SOP explains how to do one task. A workflow map shows how work moves between several people and systems.
How many steps can I map?
Up to ten, and at least three. Start with one process and keep each step to a short line.
Does the tool recommend what to automate?
No. The "worth a look" list only points to steps you marked as manual that use a tool. Review each one with the people who do the work.
Does the template keep my map?
No. It runs in your browser, and nothing you enter is uploaded or stored. Copy or download the map before you close the page.
Map your process now
Use the template above to map a process, and book a free consult if you'd like help finding which steps could be automated.
A workflow mapping template lets you lay out a process that passes between people and software on one page: each step, who does it, which tool it uses and whether it's manual, automatic, a decision or a wait. Seeing the whole path in one place makes handoffs and waits much easier to spot.
This free Workflow Mapping Template from LiveFixPro turns up to ten steps into a text map, a summary of what it shows and a table you can download or print.
It runs in your browser, and nothing you enter is uploaded or stored. Use roles instead of names, and don't enter customer details. The map shows only what you enter.
Privacy Policy | Terms | Refund Policy
Intuit, QuickBooks, and QuickBooks ProAdvisor are registered trademarks of Intuit Inc. used with permission under the QuickBooks ProAdvisor Agreement. LiveFixPro is an independent firm and is not affiliated with or endorsed by Intuit.
Google Ads and Google are trademarks of Google LLC. LiveFixPro is not affiliated with or endorsed by Google.