In a consultancy, agency or advisory firm, the expensive hours are billable ones, and a surprising share of them go on intake, proposals, note-taking, onboarding and reports. These are the workflows we automate first for firms of 10–100 people, with a person approving anything a client will see.
Workflows
Five workflows we build for firms like yours
Enquiry intake
Proposal first drafts
Meeting notes to CRM
Client onboarding
Client and internal reporting
Where to begin
Intake or reporting first: high frequency, clear rules, no client deliverable at risk. Proposals and meeting notes once the team trusts the approval flow.
The typical stack
CRM: HubSpot, Pipedrive or Salesforce. Workspace: Microsoft 365 or Google Workspace. Projects and tasks: Asana, ClickUp, Monday, Notion or Jira. Time and billing: Harvest, Toggl, Clockify, lexoffice, sevDesk or Xero. Meetings: Zoom, Teams, Google Meet with a transcription tool. Communication: Slack or Teams. Signatures: DocuSign or similar. All connectable via API or an established connector; names indicate compatibility, not partnership.
We build on n8n, Make, Zapier or Power Automate depending on your volume and licences, in your own accounts. See services.
Risks specific to your business
- Client confidentiality. Proposals and notes contain client information. We keep documents in your systems, send only what a step needs to the model provider you choose, and record it in a subprocessor list you can show a client.
- Recording consent. Meeting transcription needs participants’ agreement. The workflow starts from a transcript you already have the right to use.
- Tone and accuracy in client-facing text. Every draft a client could see is approved by the account lead. No exceptions in the first months.
- Partner-level ownership. Firms are busy; workflows without a named owner decay. The ownership map is part of handover.
What we measure
- Time from enquiry to first reply
- Hours per proposal, from first draft to sent
- Non-billable admin hours per consultant per week
- Onboarding steps completed on time
- Report delivery date vs. agreed date
Which package fits
One Workflow Pilot (from €1,250): enquiry intake with an approved reply, or one reporting workflow. Solo (€2,750): intake plus onboarding for one practice area. Team (€6,900): intake, notes-to-CRM, onboarding and client reporting across the firm, with approval routing and a monitoring view. Multi-office firms with document-heavy work usually begin with the audit. Prices excl. VAT and usage; details on pricing.
Questions from professional services firms
Can our clients tell that AI was involved in a proposal or report?
They receive a document written and approved by your team; the workflow produces the first draft and the data pull. Whether and how you disclose AI use to clients is your policy decision, and some client contracts require it. We help you write down where AI is used so you can answer the question accurately.
We are an agency with many small clients. Does this scale?
Onboarding and reporting are the workflows that scale best with client count, because the template is the same and only the data changes. A monthly report workflow built once runs for every client; approvals stay per client with the account lead.
We are accountants or advisers with strict confidentiality duties. Is this appropriate?
Often yes, with the right design: documents stay in your systems, AI steps see the minimum, EU-hosted or private model options where required, and a written record of processing. We tell you where your professional body’s rules or a client’s contract need a specialist opinion, and we do not claim compliance on your behalf.
How is this different from the AI features in our CRM or project tool?
Those features work inside one tool. The work that costs you time is between tools: from the inbox to the CRM, from the call to the task list, from the time sheet to the client report. We connect the tools you have and add AI steps where they help, rather than asking you to move everything into one vendor.