Professional services

Client decisions happen in email. Delivery happens somewhere else.

A client approves a change on a call, agrees a new deadline by email, or sends documents that are almost complete. Your project and practice tools only know what someone types in. We connect those decisions to scope, assignments and billing, and flag what hasn't reached the team before it turns into rework or unbilled work.

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Where the work gets stuck

Your tools track the work you've entered. The expensive gaps are the decisions nobody entered: the change approved on a call, the promise made in a meeting, the file that's one signature short.

Nobody's careless. The agreement, the work plan and the billing rules just live in different places, and keeping them in step falls to whoever remembers.

  • Approved changes done without a change order, or not done at all
  • Action items from client meetings with no owner
  • Document sets that look complete until someone starts the work
  • Deliverables issued from a version the client never approved
How we help

Where we'd take the work off your team.

Each of these can start with the software you already have. Tap any one to see what it does.

For agencies, consultancies and IT services firms

Discovery calls, emails and notes become a draft proposal and scope built on your templates and rate card. Anything unclear becomes an open question, and nothing goes out until it's approved.

Example

A consultancy's partners spend evenings turning discovery calls into proposals.

Calls and emails become a draft scope. A vague "we'll probably want a CRM integration" is flagged as a question, not priced, and the partner approves before it's sent.

What we automate
  • AI agent reading calls and emails
  • Scope from your templates and rate card
  • Open-question flags
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For agencies and consultancies

Changes agreed in email or on a call are proposed to the account or project lead. Once confirmed, they're checked against the scope, the task list and the billing, and a change order is drafted wherever one is needed.

Example

An agency's client approves three extra landing pages on a call, and nobody updates the project.

The account manager confirms the request from the call notes, and a change order is drafted before work starts.

What we automate
  • AI agent reading call notes
  • Scope comparison
  • Change order drafted for approval
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For consulting and client service teams

Promises made in client meetings and emails are pulled out, confirmed by the person who made them, and linked to tasks. Anything with no sign of being done by its date goes back to its owner.

Example

A consultancy's meeting action items live in someone's notes, and clients chase the ones that slip.

The partner confirms the commitments found in the notes, and anything overdue shows up before the next meeting.

What we automate
  • AI agent pulling commitments from notes
  • Tasks created on confirmation
  • Overdue alerts
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For accounting and bookkeeping firms

Documents clients send are checked against your firm's checklist for that service: missing months, wrong tax years, unsigned forms and blank required fields. Staff get a clear list, and the client follow-up is drafted for approval.

Example

An accounting firm's client says they've sent everything, and two months of bank statements turn up missing mid-return.

Documents are checked against the return's checklist as they arrive. Missing months are flagged the same day, with a follow-up drafted for staff.

What we automate
  • AI document reading and sorting
  • Checklist check for missing periods
  • Client follow-up drafted for staff
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For engineering and technical firms

Client approvals of drawings and documents are matched to the exact revision they refer to. Before anything is issued or billed, it's checked against the approved version, and conflicts go to the project lead.

Example

An engineering firm issues a drawing set while the client's approval email refers to an earlier revision.

Each approval is tied to the revision it names. Before a set goes out, the revisions are compared and any mismatch goes to the project lead.

What we automate
  • Approval matched to its revision
  • Revision comparison before issue
  • Mismatch alert to the project lead
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The approach

Keep client changes connected to delivery.

When something goes wrong

Client relationships are yours to manage. So the automation proposes and your people confirm: nothing changes a scope, an invoice or a client message without a person approving it.

  • Changes and commitments found in email are confirmed by their owner before they're tracked
  • Client-facing follow-ups drafted for review, never sent blind
  • Anything ambiguous goes to a review queue, not a guess
  • Every automated step logged, so you can see what happened and when
Works with what you already have

The simplest automation that works.

Most firms already have the pieces. We keep the decisions made outside them in step with the work and the billing.

  • HubSpot
  • Salesforce
  • QuickBooks
  • Xero
  • Karbon
  • Asana
  • Monday.com
  • Google Workspace
  • Microsoft 365
  • DocuSign
  • More+

Where we'd leave things alone. CRMs and project tools already sync records, summarize meetings and send reminders, and some proposal tools can draft quotes from CRM notes and call transcripts. Where yours already does the job well, we'll set it up rather than rebuild it. Accounting and practice management systems are nearly always worth keeping. We work on what still has to be reconciled by hand.

  1. 01

    Configure what you have

    Your platform may already do it. It just isn't set up for how you work.

  2. 02

    Connect your systems

    Tools that work fine on their own, joined so nobody retypes between them.

  3. 03

    Replace a narrow tool

    Where a costly subscription does a small, stable job, owning a replacement can win.

  4. 04

    Build custom

    When an important workflow needs something no product does at a sensible price.

Where to start

Start with one client change.

Pick a recent change a client approved and trace it: where it was agreed, whether it reached the plan, and whether it was billed. That walk-through usually shows the step worth automating, and whether your current tools can already do it.

Get My Free Workflow Review

Free 30-minute conversation about how your business runs. Practical recommendations. No obligation.

Prefer to talk? Call (435) 243-5808 about your workflow, or .

  1. 01

    Trace recent client changes from approval to invoice

  2. 02

    Check what your CRM and project tools already cover

  3. 03

    Connect the approval sources and set the matching rules

  4. 04

    Measure approved changes missing from delivery or billing

The economics

Run your own numbers, four ways.

Time saved isn't money saved unless something changes. So this keeps four kinds of benefit apart, and never counts the same hours twice.

What would automating this be worth to you?

7 short questions about the time your team spends tracking client changes, commitments and document readiness, one at a time, each with what to enter and why we ask. Skip any you don't know. Your answers stay in your browser.

Your answers are worked out in your browser and never leave this page.

Question 1 of 7

Add up the time your staff, account managers and partners spend tracking client changes, commitments and document readiness. Count checking for updates, calling and texting people, retyping details and searching for documents. A rough guess is fine.

hours a week

Why we ask: It's the starting point for working out how much time automation could give back.

Your data

Client data stays in cloud accounts you own, with enterprise encryption, backups and access by role and by client built in.

How we handle professional services data →
Proof

What we can show you.

Case study · client work

SEO operations automated across seven dealership websites

For an automotive SEO agency: SEO plans, content, images, publishing, weekly audits and client reports, automated across seven dealership websites on three CMS platforms, for about $3 a store a month.

  • 14 → 2hours a month per dealership (estimated)
  • 46+articles published
  • 1,037audit findings tracked
Read the case study →
FAQ

Questions people ask

Do we have to leave our practice management software?
No. Most of the work connects to it. We only suggest replacing a tool when it costs more than the job it does.
Will it read our email?
Only the mailboxes and folders you authorize, and only for what the workflow needs. Anything it finds is proposed to a person to confirm, never acted on alone.
What happens to the time we get back?
That's worth deciding up front. It might become more billable work, faster turnaround or less overtime. We'll measure the one you pick, rather than counting the same hours as all three.

What is manual work costing your business?

Repetitive admin, missed follow-ups and disconnected systems take time away from running your business. Bring us one process that slows your team down. We'll help you understand what could improve, how much time you could recover, and what it might cost to implement.

Get My Free Workflow Review

Free 30-minute conversation about how your business runs. Practical recommendations. No obligation.

Not sure where to start? That's what the free call is for. We'll walk through how your business runs and find the easiest wins, the places where automation and AI agents can take work off your team first.

Prefer to talk? Call (435) 243-5808 about your workflow, or .