AI for Professional Services
AI that automates time tracking, proposals, and client communication
We build custom AI that automates time tracking, proposals, and client communication — so your team bills for their knowledge, not paperwork.
Example buildout
Example: A 30-Person Accounting Firm
A regional accounting firm with 30 staff across 3 departments (tax, audit, advisory). They use Clio for time tracking, QuickBooks for their own books, SharePoint for documents, Outlook for email, and Monday.com for project management. Partners estimate 15-20% of billable time goes unrecorded. Proposal creation takes 3-5 hours each. Tax season means 70-hour weeks because of manual processes, not complexity.
What we could build:
An AI time capture system that monitors calendar events, email threads, document edits, and client calls — then suggests time entries in Clio with client, matter, and description pre-filled. Staff review and approve in one tap instead of reconstructing their day at 6pm.
A proposal generator that takes a 2-minute voice note from a partner describing the engagement, pulls relevant templates and pricing from past proposals, and produces a polished SOW in minutes. Partners customize the 20% that matters instead of building from scratch.
A client communication assistant that drafts status updates, meeting summaries, and follow-up emails from meeting notes and project data. Partners review and send — cutting email time by 60%.
A smart document organizer that auto-files incoming client documents (tax forms, bank statements, receipts) into the correct client folder in SharePoint, extracts key data, and flags missing items against a checklist. No more 'did we get their K-1?'
A project dashboard that shows every engagement's status, budget burn, upcoming deadlines, and team utilization in real-time. Partners stop asking 'where are we on the Johnson audit?' and start seeing it instantly.
The result
Billable time recovery increases 12%. Proposal creation drops from 4 hours to 30 minutes. Tax season overtime drops 25% because prep work that was manual is now automated. The firm handles 15% more clients without hiring.
A day for a senior associate
Before
Start the day trying to remember yesterday's time entries. Guess at durations. Miss the 20-minute client call and the hour reviewing their financials. Log 6.5 hours on an 8-hour day.
After
AI captured everything: the call (32 min), the document review (54 min), the email chain (18 min). Review the pre-filled entries over coffee. Log 7.8 accurate hours in 2 minutes.
Before
Partner asks for a proposal for a new advisory engagement. Open last year's similar proposal, copy it, spend 3 hours adapting it. Send to partner for review. Get edits back. Another hour of revisions.
After
Partner records a 2-minute voice note about the engagement. AI generates a draft proposal with pricing, scope, and timeline from similar past engagements. Partner tweaks two paragraphs. Done in 20 minutes.
Before
Client emails 47 documents for their tax return. Staff manually sorts them into folders, checks what's missing, emails the client about 3 missing forms. Takes 90 minutes per client.
After
AI auto-sorts every document, extracts data, checks against the required document list, and emails the client about missing items — within 10 minutes of receipt. Staff verifies in 5 minutes.
Before
End of month: scramble to compile status reports for 30 active engagements. Every manager writes their own. Takes half a day across the team.
After
AI generates status reports from project data, time entries, and recent activity. Managers review and approve. Total time: 30 minutes across the entire firm.
Common problems we solve
Invisible Billable Hours
Professionals consistently under-record time. The 5-minute email, the quick call, the document review that 'only took a minute.' Across 30 people, that's $200K-400K in lost revenue annually.
Our solution: AI captures activity across email, calendar, documents, and calls. Time entries are suggested with client, matter, and description pre-filled. Staff approve instead of reconstruct.
Proposal Bottleneck
Every proposal is built from scratch or painstakingly adapted. Partners spend evenings writing SOWs instead of developing business.
Our solution: AI generates first drafts from voice notes and past proposals. Pricing, scope, and language pulled from your firm's history. Partners customize the important parts.
Knowledge Walks Out the Door
When a senior associate leaves, their client knowledge, templates, and institutional memory go with them.
Our solution: AI creates a searchable knowledge base from all work product. Any team member can find how similar engagements were handled, what templates exist, and what the client's history looks like.
Client Document Chaos
Tax season means thousands of client documents arriving via email, portal, and mail. Sorting, filing, and tracking what's missing consumes weeks of staff time.
Our solution: AI auto-sorts, extracts data, and checks completeness against checklists. Clients get automated requests for missing items. Staff focuses on the actual tax work.
Example tech stack
Every solution is custom-built for your business. Here's what a typical professional services build looks like under the hood.
AI & Automation
Custom LLM agents, speech-to-text for voice capture, NLP for document classification
Integrations
Clio API, QuickBooks API, SharePoint/OneDrive, Outlook/Gmail, Monday.com API
Document Processing
OCR + AI extraction, auto-filing, smart checklists
Dashboard & Reporting
Custom web dashboard, real-time utilization metrics, engagement tracking
Infrastructure
SOC 2 compliant cloud, encrypted storage, role-based access controls
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