Implementation Timeline: What Actually Happens During AI Automation
Implementation Timeline: What Actually Happens During AI Automation May 1, 2025
Vendors say 'quick and easy,' but what really happens? The honest timeline from 50+ implementations—including what goes wrong and how to avoid it. "How long does this actually take? The brochure says 2 weeks."
Every business owner asks this. The honest answer: 4-8 weeks for most implementations.
Marketing says "quick and easy." Reality has more moving parts. Here's what actually happens, based on 50+ projects.
What you'll learn in 3 minutes The real 4-phase implementation timeline Why projects extend (and how to prevent it) What you need to prepare before starting The 4-Phase Reality Phase 1 (Week 1): Discovery and planning
Phase 2 (Weeks 2-3): Building and testing
Phase 3 (Weeks 4-5): Refining and training
Phase 4 (Weeks 6+): Go-live and optimization
Most projects finish in 6-8 weeks. Some take longer—here's why.
Phase 1: Discovery (Week 1) What happens Map your current process (really map it, not guess) Check system integrations and data quality Set realistic timeline based on what we find Your time commitment 8-10 hours total: Initial meetings, process walkthrough, data review
Real example: Adelaide Law Firm Expected: Simple document review automationReality discovered:
7 different document types (not 2) 3 legacy systems needing integration Exception processes for 30% of documents Lesson: Processes are always more complex than they first appear.
What extends this phase Poor documentation – If you can't clearly explain your current process, add 1-2 weeks
Data quality issues – Messy data = longer discovery
Multiple stakeholders – Getting everyone aligned takes time
Phase 2: Building and Testing (Weeks 2-3) What happens Build the core automation Create integrations with your systems Test with sample data and get your feedback Your time commitment 6-8 hours: Weekly check-ins, prototype testing, feedback sessions
Real example: Brisbane Accounting Firm Expected: Invoice processing with 5 standard formatsReality discovered: 23 different supplier invoice formats
Impact: Added 1 week for additional format handling
What extends this phase Integration surprises – Custom software, legacy systems, security restrictions
Scope creep – "While we're at it, can we also automate..."
Data format variations – Every supplier does things differently
Phase 3: Refining and Training (Weeks 4-5)
What happens Test with real data (not samples) Train your staff on new processes Run old and new systems in parallel briefly
Your time commitment 12-15 hours: User testing, training sessions, parallel running support
Real example: Perth Manufacturing Challenge: ERP system more complex than documentedSolution: Built middleware for proper integrationTime added: 10 days
What extends this phase Change resistance – Staff uncomfortable with new processes
Training needs – Some people need more time to adapt
Technical refinements – Real data reveals edge cases
Phase 4: Go-Live and Optimization (Week 6+)
What happens Full production launch Monitor and fix any issues quickly Optimize performance based on real usage
Your time commitment 8-12 hours: Go-live support, issue reporting, optimization feedback
Common reality check Expect 10-20% productivity decrease for the first 2-4 weeks while staff adjust.
Timeline by Industry Industry Typical Duration Main Challenge Professional Services 4-6 weeks Complex approval workflows Manufacturing 5-8 weeks Production system integration Healthcare 6-10 weeks Compliance and privacy requirements Retail/E-commerce 4-7 weeks Peak season timing constraints
What Makes Projects Run Long
Data quality problems (adds 1-3 weeks) Inconsistent formats Missing information Duplicate records Outdated data Prevention: Clean your data first.
Integration complexity (adds 2-4 weeks) Custom software modifications Legacy systems without APIs Security restrictions Prevention: Provide complete technical documentation upfront.
Scope creep (adds 1-6 weeks) "While we're at it..." requests Adding departments mid-project Changing requirements Prevention: Define boundaries clearly. Save enhancements for phase 2.
Change management issues (adds 2-5 weeks) Staff resistance Key people unavailable Poor communication Prevention: Invest in change management from day one.
Project Success Factors
Strong internal champion Has authority to make decisions Understands the process intimately Can dedicate 3-5 hours/week to the project Publicly supports the change
Clean, consistent data Best case: Well-organized, consistent data formatsWorst case: Data scattered across systems in different formats
Realistic expectations Automation won't be perfect on day one Staff need time to adapt (2-4 weeks typically) Benefits build over time
Red Flags That Extend Timelines Week 1: Key stakeholders unavailable or disengaged
Week 2: Major technical surprises discovered
Week 3: Development behind schedule with no explanation
Week 4: Testing reveals fundamental design problems
Address red flags immediately. Problems don't fix themselves.
Your Pre-Implementation Checklist
Before starting Document your current process clearly (not just "this is how we've always done it")
Clean your data if possible (saves weeks during implementation)
Designate your project champion and give them time
Set realistic expectations with staff about timeline and temporary disruption
Questions to ask your vendor What's included in your standard timeline? How do you handle scope changes? What support is provided during go-live? What happens if integration is more complex than expected?
Budget for Reality Timeline buffer: Add 20% to whatever estimate you receive
Staff time: Your people will spend 15-25 hours over 6-8 weeks
Temporary productivity decrease: Plan for 10-20% drop during transition
Post-launch optimization: Budget for 2-4 weeks of refinements
Bottom Line Realistic timeline: 4-8 weeks, with 6 weeks being typical.
Success factors: Clean data, engaged sponsor, realistic expectations.
Common delays: Data quality, integration complexity, scope creep, change resistance.
Implementation is a partnership. Vendors handle the technical work, but success depends on your preparation and engagement.
The businesses that finish fastest have three things: clean data, clear processes, and committed leadership.
Ready to plan your implementation timeline? Our process assessment identifies specific factors that could extend your timeline and creates a realistic project plan. Start your implementation planning →
