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Works with Clio, Karbon, Xero Practice, IRIS, MS365
Compliance-
Aware
Live in
2–4 Weeks
Grow Digital
Approved
Cork-Based
Irish Team

What does automation look like in a professional services firm?

The pattern we see in every professional services firm we work with is the same. Highly skilled, well-paid professionals spending a significant portion of their time on tasks that follow a predictable pattern every time. Client onboarding involves collecting the same documents and completing the same AML checks regardless of who the client is. Year end accounting involves chasing the same information from the same clients at the same time every year. Billing involves someone reviewing time entries, calculating the invoice, and generating a document from a template. Deadline management involves someone maintaining a spreadsheet and sending reminders. All of these processes are consistent enough to automate. And when they are automated, the professionals in your firm get their time back not to work longer hours, but to do more of the work that generates revenue and builds client relationships.

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What does automation look like in a professional services firm

Here is exactly what we automate for professional services businesses and what it means for your week.

Every solution below is built to connect to the systems you already use. Nothing new to learn. Just the same process you run today  with the manual steps removed.

Client onboarding, AML and document collection

BEFORE:
New client agreed. Someone sends a welcome email manually. Then chases for ID documents, completed forms, signed engagement letters. AML check triggered manually. Process takes days and multiple follow ups.
AFTER:
New client triggers an automated onboarding sequence. Branded portal sends welcome email, collects required documents, ID verification, completed AML questionnaire, and signed engagement letter. All tracked automatically.
Reduces average onboarding time from 5–7 days to 24–48 hours. Removes 2–4 hours of admin per new client. Professional first impression that signals how the firm operates.

Year end information chase accountancy

BEFORE:
Every year end, someone manually emails every client on a list requesting their records, bank statements, and expenses. Chases non-responders. Logs what has been received. Takes weeks of admin time.
AFTER:
At the appropriate point in the year end cycle, every client receives an automated, personalised information request. The system tracks who has responded and what is outstanding. Automated chasers fire at set intervals.
Saves 40–80 hours of admin time per year-end cycle for a practice with 100+ clients. Clients who receive consistent, professional requests respond faster.

Time tracking to invoice automatic

BEFORE:
Fee earners log time across the week. At billing time, someone reviews the time entries, calculates the invoice, generates it in the accounting system, and sends it. Takes 2–3 hours per billing cycle.
AFTER:
Time entries sync automatically to the billing system. At the billing trigger date, invoices are generated from time data and sent to clients automatically. Exceptions flagged for partner review.
Saves 2–3 hours per billing cycle. More importantly, invoices go out on time every time improving cash flow and reducing write offs from delayed billing.

Deadline and compliance calendar, Automatic alerts

BEFORE:
Deadline tracking maintained in spreadsheets or calendar systems. Reminders set manually. Items fall through the cracks. Deadline misses are expensive and reputationally damaging.
AFTER:
Client-specific deadline calendars maintained automatically. Reminders go to the responsible fee earner 30, 14, and 7 days before every deadline. Client notification sent 10 days before filing deadlines.
Deadline misses in professional services carry significant financial and regulatory consequences. Automated tracking eliminates the risk almost entirely.

Client reporting and matter updates

BEFORE:
Matter status reports produced manually when clients ask. Progress updates sent when someone has time. Clients feel uninformed and call to chase.
AFTER:
Automatic matter updates sent to clients at predefined milestones. Monthly activity summaries generated automatically. Clients feel informed without any fee earner time being spent.
 Removes a major source of client dissatisfaction. Informed clients are more likely to refer and less likely to raise complaints.

Request an Initial Process Automation & see the Results

Outline Your Process

Tell us the one task costing your team the most time. We listen, ask the right questions, and build a clear picture of how your process works today.

We Map Your Solution

We design the automated workflow end to end showing you exactly what will be automated, what connects to your existing systems, and what the result looks like before we build.

Implemented Within Weeks

We build, connect, and go live fast. Most automations are running within 2–4 weeks, saving your team hours from day one with zero disruption to your operations.

What professional services businesses actually gain when the manual work is removed.

These results are typical for our clients in the first 4–8 weeks after go-live. The investment in automation typically pays back within 6–10 weeks through time savings alone before accounting for faster customer response, fewer errors, and improved conversion rates.

40–80 Hrs
saved per year-end cycle in document chasing
2–3 Hrs
saved per billing cycle
24–48 Hrs
new client onboarding time vs 5–7 days manually
0%
deadline misses with automated calendar alerts

We connect to the systems you already use. Nothing needs to change.

We plug automation into the tools your team already relies on every day, So there is no learning curve, no migration, and no disruption. Everything you already use keeps working exactly as it does now. It just gets a lot more done automatically.

Tradify

ServiceM8

Xero

Salesforce

Sage

Jotform

Make.com

Jotform

PandaDoc

DocuSign

Google Calendar

SMS via Twilio

HubSpot

Claude API

Stripe

Don’t see your system listed? We connect to hundreds of tools. Tell us what you use.

Accountancy practice automates year-end information chase saving 60 hours of admin across a 150 client portfolio.

Every year end cycle previously involved two weeks of manual chasing for client records. Automated information requests now go to every client at the right time, track responses, and chase automatically. The practice manager’s year end role shifted from chasing to reviewing a task that takes 2 hours instead of 2 weeks.
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60 Hrs
Saved per year end cycle
2 Hrs
 vs 2 weeks of manual chasing
150
Clients managed per practice manager
Accountancy practice automates year-end information chase — saving 60 hours of admin across a 150-client portfolio.

Common questions about automation for professional services

Yes. We use enterprise grade tools with appropriate data handling standards for regulated professional services. All automation is built with data minimisation and GDPR compliance as baseline requirements.
We build around what you already have, Clio, Karbon, Xero Practice, IRIS. The automation layer connects your tools and fills the gaps between them.
Automation handles the routine. The personal relationship stays personal. Clients receive consistent, professional communications and your fee earners are freed to focus on the relationship conversations that actually matter.
Ready to start?

How many billable hours is your team losing to admin every week? Let's find out, And get them back.

A free 30-minute call is all it takes. We will identify the process costing your professional services business the most time, design the automation, and show you exactly what it would look like before you spend a penny.
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Submit a Process your want Automated