Introduction

Tallyfy helps you fix the process first, then let AI help. Move your SOPs, flowcharts and checklists into Tallyfy. Your team and AI then work through each process step by step, and you can see every step in real time. You don’t need to code or draw flowcharts.

Turning a process into a running workflow takes minutes. Tallyfy is built for non-technical people.

Your problem might be small papercuts. It might be big, wasteful processes. Either way, Tallyfy turns them into workflows your team can run and track.

Simple workflow is a basic human right. Tallyfy makes AI useful and practical for your everyday processes.

Do you hear any of these phrases at work? That’s busywork. It’s hidden time you pay for that produces nothing. Our ROI calculator ↗ measures what that gap costs.

If you hear this…	What Tallyfy does instead
”How do I do this?”	Step-by-step guidance sits inside every task. There’s no manual to read.
”What’s the status?”	Everyone sees progress in real time, including clients.
”I forgot”	Reminders and assignments are automatic. Nothing slips.
”What’s next?”	The next task goes to the right person automatically.
”See my reminder?”	No chasing. Tallyfy assigns and notifies.
”Where’s that file?”	Files, comments, and decisions live inside the workflow.
”Did anyone approve this?”	Approvals happen in context, with a clear audit trail.
”Who’s doing this?”	Every task has one clear owner and a deadline.

We’ve set up Tallyfy with customers for a decade. When those busywork phrases stop coming up day to day, your team gets that time back. They can use it to sell more and improve how things get done. They can also invest in research and the kind of work that builds a lasting advantage.

• Start quick - AI creates or imports processes in minutes.
• Run it - don’t read it - Nobody has to read and remember everything. Everyone follows the latest process.
• Prevent mistakes - Stop tasks from being forgotten or done a different way each time. Nothing falls through the cracks.
• Track it - Track any process in real-time. No more manual status updates and meetings.
• Improve it - Improve your process easily. Automate certain tasks.
• Delegate - Hand work to people, automation, or AI automatically. Grow your operations and your margins while quality improves.

People forget training quickly unless it’s reinforced. It’s called the forgetting curve¹. Tallyfy gets around it by putting guidance right inside each task. Together, those workflow failures add up to the hidden drain on your team’s time described above. That’s a massive waste hiding in plain sight.

You can’t hand tasks to AI without agreed processes that people already follow. Without standardized processes, AI becomes guesswork. Tallyfy gives AI the foundation it needs to be useful in practice.

Three steps: document your processes, track them as live workflows, then improve them over time.

Tallyfy keeps all your business procedures in one place, right where they’re used: inside active workflows. Capture every task, how to do it, who’s doing it, and by when. Write your process down in minutes, like a recipe. AI can draft it, or you can import the SOPs you already have.

Turn what you wrote down into a running workflow right away. Launch it with one click, and the process runs itself. Track task progress and capture data in real time (clients love this). You see every step, whether a person or AI does it. Tallyfy handles reminders automatically. Everyone can see where each workflow stands, so you don’t need a status meeting to find out. You can assign work to your clients, and they can see progress too.

Hand selected tasks to automations, scripts, or AI. You do it with simple “if this then that” automations that any business user can set up. Each improvement to a process you repeat keeps adding value over time. You can’t improve or automate chaos. Tallyfy makes processes visible and measurable.

Tallyfy works best for workflows that:

• Need structured data: You collect the same information every time.
• Are frequent: They happen often enough to be worth making digital.
• Require standardization: They must be done the same way each time.
• Need to scale: Set them up correctly now, and they handle higher volumes later.
• Are complex: They have many steps or conditional paths that are hard to remember.
• Require audit trails: You need proof of who completed what.
• Need tracking: Workers, managers, leaders, or customers need to see progress.
• Must be predictable: Everyone knows what happened and what’s next.

Many business processes live in email, chat, and spreadsheets. Tallyfy replaces that mess with workflows that run themselves:

• Less admin - No more status updates and follow-ups.
• Consistency - Every process follows your best practice.
• Client transparency - Share live progress outside your company with client-facing workflows that impress.
• Zero dropped balls - Automatic handoffs don’t fail.
• Steady improvement - Improvements based on data build on each other.
• Set up once - Turn processes into reusable templates.
• Fewer follow-up emails - Notifications happen automatically.

• Client-facing workflows that make money, not just save money.
• Knowledge-only mode - Publish procedures as searchable reference guides without tracking. Perfect for how-to documentation and SOPs that teams need to read but don’t formally complete.
• Conditional logic automation - Show or hide tasks based on form inputs. The workflow adapts to what each user selects.²
• No-code automation anyone can set up. It covers conditional branching, auto-assignments, and deadline actions.

• Self-driving processes that run themselves with automatic routing.
• Works in minutes - not months of implementation.

Get your first workflow running:

1. Document and centralize. Create templates using AI or import existing documents. Centralize your SOPs.
2. Launch and track. Launch templates as active processes. Track completion and assign tasks.
3. Automate and improve. Add automations. Use analytics to refine your templates.

Templates are your workflow blueprints in Tallyfy:

• Create with AI.
• Import existing SOPs instantly.
• Start from proven examples.

Two types cover everything:

• Procedure templates - Multi-step workflows, with an owner and a deadline on each task.
• Document templates - Smart forms with automatic routing.³

Launch live workflows called processes. It’s that simple:

1. Pick your template.
2. Name it clearly (“Samsung Onboarding - Q4 2024”).
3. Fill in the quick kick-off form.
4. Tallyfy auto-assigns the right people.
5. Click launch. Done!

Once a process is running:

• Each task goes to the people, groups or job titles set in the template, or to whoever an automation assigns.
• People get email notifications and reminders about their own tasks.
• Anyone with access can follow progress in the tracker view.

• Collect feedback through comments.
• Watch how long tasks take.
• Update templates easily.
• Make lasting improvements.

Outline main steps first. Tallyfy’s AI fills in the details in seconds:

Start each step with an action verb:

• Good: “Email the estimate to the customer within 24 hours”
• Vague: “Handle customer communications”

Include images or videos for complex instructions:

Pick the type that fits (Task, Approve/Reject, Email Draft):

Apply conditional logic:

Use kick-off forms:

Document templates let you create forms to use across Tallyfy.

Click New Field for various form fields:

Keep your forms consistent:

Word, Google Docs, wikis, and Notion create static documentation. Here’s how Tallyfy’s active workflows compare:

Static Documentation	Tallyfy Active Workflows
Reads like a manual	Runs like software
People must remember to check	Notifications bring work to people
No accountability tracking	See exactly who did what, when
Manual status updates	Real-time progress visibility
Copy-paste for each use	Launch once, runs automatically
Hope people follow it	Enforces the process
Separate tools for forms	Forms built into workflow
Email chains for approvals	Approvals happen in-context

Key differences:

• Launch as live processes - not PDFs nobody reads.
• Tasks happen inside the workflow with assignments and deadlines.
• Snippets eliminate copy-paste.⁴
• Translates content into each person’s language once an admin sets it up.⁵
• Template updates apply to every process you launch next.
• See who actually follows procedures.
• Collect data through forms at each step.
• Automate handoffs and routing decisions.

Key differences:

• Workflows that run themselves (not manual tracking).
• One source of truth. No more “v2_final_FINAL.xlsx”.
• Guests see only their tasks.
• If-this-then-that automation built in.
• Clients love the real-time visibility.

Create your first template.

• By role
• Changelog
• Compliance
• Essentials
• Getting started
• Integrations
• Launching
• Lists
• Miscellaneous
• Pricing
• Settings
• Tracking

Footnotes

Section titled “Footnotes”

1. Hermann Ebbinghaus published it in 1885, and a 2015 replication found a very similar curve. Tallyfy solves this by embedding training directly into the workflow. ↩

2. Unlike traditional workflow tools that need IT departments for setup, Tallyfy’s automations can be configured by any business user in a few clicks using simple if-then logic. ↩

3. Document routing uses conditional logic to send forms to the right approvers based on field values - for example, purchase orders over $10,000 go to senior management while smaller amounts route to department heads. ↩

4. Snippets are reusable text blocks that update everywhere when changed once. Updating a compliance disclaimer in one place automatically updates it across all documents and active processes. ↩

5. Uses your organization’s own Azure translation service to translate task instructions and form labels into each person’s chosen language. Technical terms may not translate well. ↩