# Relationships and decisions worksheet

From Dryvn AI, https://www.dryvn.ca/resources/knowledge-graphs-and-workflow-graphs

## How to use this sheet

Fill in one sheet per area of the business (customer work, field work, billing) before you choose any software. List the things you keep records of, the relationships you need to be able to follow between them, and the decisions you must be able to prove later. Name an owner for each kind of record and write down what "done" looks like, meaning the evidence that must be attached before a piece of work is closed. Take the finished sheet to anyone selling you a system: if they cannot show you the connections and the waiting states, keep looking. You do not need a graph database to do this; consistent identifiers across your existing tools give you most of the benefit.

## Blank worksheet

| Field | Your answer |
| --- | --- |
| Things we keep records of | |
| Relationships we must be able to follow (thing → relationship → thing) | |
| Decisions we must be able to prove (what, who, when) | |
| Owner of each kind of record (a name per kind) | |
| Where work waits today (the steps where an item sits until something arrives) | |
| What "done" looks like (evidence attached before closing) | |
| First gap to fix, owner and date | |

## Fictional example (illustrative only)

An invented two-crew landscaping company. The details are made up to show how a completed sheet reads.

| Field | Answer |
| --- | --- |
| Things we keep records of | Customers, quotes, jobs, site visits, photos, invoices. |
| Relationships we must be able to follow | Quote → belongs to → customer. Job → comes from → quote. Visit → belongs to → job. Photo → evidence for → visit. Invoice → bills → job. |
| Decisions we must be able to prove | Who approved a quote change and when. Who signed off the job as complete. Who agreed the invoice date with the customer. |
| Owner of each kind of record | Office manager: customers, quotes, invoices. Crew lead: visits, photos. |
| Where work waits today | After the quote is sent (waiting on customer). After the visit (waiting on crew photos before invoicing). |
| What "done" looks like | Invoice sent with the approved quote and the crew's sign-off photo attached, without anyone searching for them. |
| First gap to fix, owner and date | Put the job number on every photo and invoice. Office manager. By 30 September 2026. |