Bespoke systems & automation for professional services
Move hours a week from admin back into billable work — client records that keep themselves, invoices that chase themselves, reports that write themselves.
Sound familiar?
Admin eats billable time
Qualified people spend hours a week on data entry, filing and chasing — time that should be on client work.
See the fixThe inbox runs the business
Client requests, approvals and deadlines all arrive by email — and things slip through when it gets busy.
See the fixReporting is a monthly scramble
Numbers are pulled from three systems into a spreadsheet by hand, and nobody fully trusts the result.
See the fixSystems don't talk to each other
CRM, accounting and project tools each hold part of the truth — and someone re-types data between them.
See the fixWhat we can automate for a professional services firm
A few of the workflows we can build — each one is a pattern we'd tailor to your practice on a free discovery call.
Smart triage for the shared inbox
Established patternEvery message landing in a shared inbox is read and classified as sales, support, accounts or supplier, then routed to the right person or channel and logged against the sender.
Calls, emails and meetings logged automatically
Established patternCorrespondence is matched to the right contact and logged against the account automatically, so the CRM shows a full history rather than only what someone found time to copy in.
Meeting minutes and action items
Established patternA meeting recording is turned into concise minutes and a list of actions, with tasks created and assigned to owners, so decisions and follow-ups are not lost after the call ends.
E-signature capture with an audit trail
Established patternAn accepted quote or contract is issued for signature, the signed copy is filed against the record and the who-and-when is captured, replacing chased PDFs and lost sign-offs.
Contract renewal and notice-date tracking
Established patternUploaded contracts are read for start, end, renewal and notice-period dates, which are held in a register with reminder tasks raised well ahead of each deadline so nothing auto-renews unnoticed.
Staged overdue-invoice chasing
Established patternOverdue accounts are chased on a rising schedule of polite reminders, with the hardest cases prioritised and a task raised for a human call before it escalates further.
Monthly board pack, assembled not written
Established patternStandard board metrics are pulled from live systems into a consistent template with draft variance commentary, leaving a person to review and finalise instead of spending days assembling it.
CRM, accounting and project systems kept in sync
Established patternWhen a customer or order changes in one system, the matching record is updated in the others on a schedule, with mismatches flagged instead of the same data being keyed in twice.
Case study
Service company reduces admin time by 60%
The challenge
A 15-person consultancy was spending over 20 hours per week on manual admin, data entry and chasing updates across email and spreadsheets.
What changed
Redesigned core workflows, integrated CRM with accounting, and automated routine communications — freeing the team to focus on billable work.
How it works
Discovery call
Where does your team's time actually go? We find the tasks worth automating.
Free · no obligationScope & plan
A fixed proposal: what gets automated, how your systems connect, what it costs, what it returns.
Build & go live
Staged delivery with quick wins first — your team keeps working while the system takes shape.
Run & improve
We host, support and keep improving it. As your business changes, the system changes with it.
Common questions from professional services firms
Our client data is confidential. Where does it live?
On a dedicated private server — not shared multi-tenant software. Your system, your data, with access controls and audit trails built in. We're ICO-registered and design around confidentiality from the start; the specifics get agreed during scoping.
Can automation handle our engagement letters and sign-offs?
Yes — document generation, e-signature capture and approval workflows are all patterns we can build: the signed copy files itself against the client record with a full audit trail. We'd map it to your exact engagement process on a discovery call.
We already use a practice management tool. Do we have to replace it?
Not necessarily. Often the win is connecting what you already have — CRM, accounting, document storage — so data stops being re-typed between them. Where a system is genuinely the bottleneck we'll say so honestly, and either way you'll know before spending anything.
More questions? See all FAQs or ask the assistant in the corner.
See what automation could do for your professional services & consultancies business
Book a free discovery call — 30 minutes on where your team's time goes, and what it would take to get it back.
Book my free discovery callIf the call doesn't find meaningful automatable work in your business, we'll tell you straight — and it will have cost you nothing.
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