Clients who send documents last
The engagement starts, then the file waits weeks for a bank statement, a signed form or an ID. Partners chase politely by email, and the chasing is never quite consistent.
INDUSTRY · PROFESSIONAL SERVICES
AI assistant for professional services firms that handles the admin around the advice.
An AI assistant for professional services firms handles the administration around the work: intake checks, document chasing, deadline alerts and the month-end billing nudge. It never gives legal or tax advice to clients, and a professional reviews every client-facing draft before it leaves the firm.
What gets stuck today.
Deadlines that live in people's heads
Filing dates, hearing dates and review deadlines sit in a spreadsheet, a personal calendar and one partner's memory. A missed date is rare, but it is the one that matters.
Time worked but never billed
Hours from a call or a drafting session go unrecorded until month end, when memory has faded and the invoice goes out smaller than the work.
Intake, deadlines and billing nudges it takes off your staff
| When | The assistant | You or your team | Result |
|---|---|---|---|
| A new-client intake form is submitted | Opens a conflict-check task with the names and related parties from the form, and drafts the engagement letter from the firm's template. | The responsible partner runs the conflict check and reviews the letter before it is sent. | Nothing is engaged before the check, and the letter starts from the template. |
| Required documents are still missing 3, 7 and 14 days after engagement | Sends staged reminders listing exactly which items remain, with a secure upload link. | An associate reads the 14-day message before it goes and phones the client if the items are still outstanding. | Each file carries a live list of what is missing. |
| A deadline on the matter calendar is 14, 7 or 2 days away | Alerts the responsible professional and the firm owner with the matter, the requirement and any open prerequisites. | The responsible professional acknowledges the alert or reassigns it. | No deadline is tracked in memory alone, and every acknowledgment is logged. |
| A client meeting ends and the recording is transcribed | Extracts action items with owners and due dates into the task tool, and reminds the attendee to log time for the meeting. | The professional confirms the tasks and the time entry. | Follow-ups and billable time are captured while they are fresh. |
| Five working days before month end | Lists the matters with unbilled time or work in progress above a set threshold, grouped by responsible professional. | Each professional decides what to bill. | Billing starts from a list instead of from recollection. |
| A client emails a question about their file | Drafts a reply from the matter record, and flags any question that calls for advice. | A professional reviews every draft before it is sent, and answers advice questions personally. | Clients get timely replies that a qualified person has checked. |
What your day looks like.
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8:00 AM
The morning brief lists deadlines in the next 14 days, documents still outstanding and any intake forms that arrived overnight.
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9:30 AM
A new intake form becomes a conflict-check task and an engagement letter draft, both waiting in the partner's queue.
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11:00 AM
The 7-day document reminders go to the clients who are still missing items, each listing only what remains.
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2:30 PM
A client meeting ends. Action items appear in the task tool with owners, and the attendee receives a prompt to log the time.
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4:00 PM
A filing due in 14 days triggers an alert. The responsible professional acknowledges it and assigns the preparation work.
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5:15 PM
Every draft awaiting review is gathered into one list, so nothing client-facing leaves the firm unread.
The tools you already use.
- Outlook or Gmail
- Microsoft 365 and SharePoint
- Clio or your practice system
- QuickBooks Online
- DocuSign
- Calendly
- Fireflies
- Notion or Karbon
If a tool has an API or an export, it can usually be connected.
Professional services we build for.
It does the legwork. People make the calls.
No legal or tax advice
The assistant never gives legal or tax advice to clients. It handles scheduling, documents and reminders, and passes any question that needs professional judgment to the responsible professional.
A professional reviews every client draft
Engagement letters, replies and reminders that reach a client are checked by a qualified person first. Internal alerts and briefs can run on a schedule.
Confidentiality scoped per matter
Access is limited matter by matter, so a workflow sees only the files it needs. Ethical walls and retention rules are agreed in scoping and reflected in who can see what.
Nothing reaches a client unchecked
The assistant drafts. A person on your team sends.
Quoted first. Built to fit.
This isn't a template with your logo on it. Every build starts from how your business actually runs — so there's no off-the-shelf demo, and we won't pretend otherwise.
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01
Discovery call
We map how your week and your business actually run, and pick the first tasks worth handing over.
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02
A live build on your work
On the strategy call we build one of your real tasks with AI, on screen — your data, not a generic demo.
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03
Scope and quote
We scope the build with you on a strategy session and quote it in writing — agreed before a single workflow is built.
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04
Build, connect, hand over
The assistant is wired into your tools, with inputs set up for each person on your team.
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05
Run and refine
We go live, then tune reminders, reports and sign-offs as your team settles in.
AI assistant for professional services firms: client confidentiality
Can the assistant give clients legal or tax advice?
No. It never gives legal or tax advice to clients. It handles the administration around the work, such as intake, document requests, reminders and billing nudges. Any question that needs professional judgment goes to the responsible professional, and the client hears from a person.
How is this different from a chatbot on a law or accounting firm website?
A website chatbot answers enquirers; this assistant works inside the firm. It prepares intake for conflict checks, chases documents, tracks deadlines and prompts time entry, and a professional reviews anything that reaches a client. It can support intake, but the chat window is not the point.
How is client confidentiality protected?
Access is scoped per matter, so each workflow sees only the files and fields it needs, on accounts your firm owns. Handling rules, retention and any ethical walls are agreed in discovery before the price is fixed, and access can be revoked at any time. We make no blanket compliance claim in advance.
Does it work with Clio, QuickBooks or our document system?
Often, yes. Practice management and accounting tools such as Clio and QuickBooks Online can usually be connected through an API or export, as can shared drives and e-signature tools. We confirm each connection in scoping and tell you plainly if one cannot be connected.
Which kinds of firm is this suited to?
Small and mid-sized law, accounting and consulting firms where partners spend too much time on administration. Accounting firms lean on document chasing and filing dates, law firms on intake and matter deadlines, consultancies on time capture and billing. We tailor it to your practice.
What would an AI agent for professional services firms start with?
Most firms start with document chasing, because it is repetitive and easy to see working. The first workflow can be live in about a week, with deadline alerts, intake checks and billing nudges added in phases, each scoped and quoted in writing first.