Professional Services operations, with less manual work.
Workflow automation and custom tools for consultancies, agencies and firms: onboarding, proposals and reporting.
Common operational problems
- 01Proposals and approvals by email
- 02Time and project tracking in spreadsheets
- 03Client onboarding done manually
Example use cases
- Client onboarding workflow
- Proposal and approval tracking
- Internal knowledge assistant
Illustrative capability patterns, not claims about specific past clients.
How the work flows — and where we help
Consultancies, agencies, accounting and legal practices run on the same loop: win the work, onboard the client, deliver, bill, repeat. Most of the friction sits in the hand-offs between those steps — proposals in email threads, onboarding checklists in someone's head, hours logged in a spreadsheet at month end. We automate the hand-offs and, where it helps, build a single place to see every engagement.
What we typically build
- Proposal and engagement-letter workflow
- Client onboarding portal with document upload
- Engagement and time tracking
- Internal knowledge assistant for policies and past deliverables (answers cite their source documents)
- Partner dashboard: pipeline, utilisation, receivables
Integrations
Typical connections include Google Workspace or Microsoft 365 (email, calendar, documents), e-signature tools, accounting software such as Tally, Zoho Books or QuickBooks, and your existing CRM if you have one. We confirm what each system's API allows before committing to an integration.
01
Enquiry to proposal
Enquiries are captured from your website and inbox, logged against the right contact, and a proposal is drafted from a template with the scope and fee fields filled in.
02
Approval and engagement
Proposals and engagement letters go out for approval and signature, with automatic reminders, so nothing waits on someone remembering to chase.
03
Client onboarding
Once signed, a checklist starts: document requests, KYC or conflict checks where you need them, workspace set-up and a welcome email — each step tracked.
04
Delivery and time
Work is tracked per engagement, with time captured as it happens rather than reconstructed later, and status visible to the partner or account lead.
05
Billing and reporting
Invoices are generated from agreed fees or logged time and pushed to your accounting software; utilisation and pipeline reports update themselves.
What affects scope and price
- How many steps of the loop you want to cover first (we usually start with one)
- Whether off-the-shelf tools can be connected or a custom application is needed
- Number of integrations and how well-documented their APIs are
- Data migration from spreadsheets or an old system
- Access roles — partners, staff, clients — and audit requirements
For a rough number first, try the software blueprint generator or the cost of repetitive work calculator.
Questions firms ask
Do we have to replace the practice-management tools we already use?
No. Often the best first step is connecting what you already have so information stops being re-typed. We recommend custom software only where a gap can't be closed with existing tools.
Can AI draft proposals or answer staff questions?
Yes, as an assistant: it can draft from your templates or answer from your own documents, with sources shown. A person reviews anything that goes to a client.
How is client data protected?
Access is role-based, client documents stay in systems you control, and we design audit trails for approvals and changes. Specific compliance needs are agreed during discovery.
What does a first project usually look like?
One workflow — commonly onboarding or proposal approval — mapped, built and in use within a few weeks, before deciding what to automate next.
Relevant services
Where we usually start.
What's Slowing Your Business Down?
Tell us about the repetitive tasks, disconnected systems, or operational challenges your team faces. We'll help you explore practical ways to improve them.