AI and managed IT for professional services firms.

These are the first four automations we usually build for professional services. Each one runs on ChatGPT, Claude, Gemini, Copilot or any other AI platform, connects to the tools you already use, and keeps a person on every decision that matters. A single workflow typically costs about $5,000 in the market, and our fixed quote comes in under it.

• Client intake and engagement letters.A new inquiry triggers a short intake form, a conflict check against your client list and a drafted engagement letter. A partner reviews and approves the letter before it goes out. Example: saves about 5 hours a week for a 20-person firm.
• Document request chasing.The automation tracks which client documents are still missing and drafts polite reminders on a schedule you set. Staff see the list each morning and approve the batch before it sends. Example: cuts follow-up time from 6 hours to 1 hour a week during tax season.
• Meeting notes to action items.After a client call, the recording or notes become a summary, a task list in your project tool and a draft recap email. The person who ran the meeting edits and sends the recap. Example: saves about 20 minutes per client meeting.
• Time entry and billing prep.Calendar events, emails and document activity are matched to clients and turned into suggested time entries. Each person confirms their entries before they reach billing. Example: recovers 1 to 2 billable hours per person each week.

Automation only holds up on systems that are patched, backed up and locked to the right people. Managed IT help desk and monitoring start at $75 per user per month and run 24x7x365, with upkeep and security added a la carte.

• Client files locked to the right people, with MFA everywhere.
• Secure client portals in place of email attachments.
• Laptops that work the same in the office, at home and on site.
• Backups of practice management and document systems you can actually restore.

Tax preparers fall under IRS Publication 4557 and the FTC Safeguards Rule, firms holding personal data on New York or New Jersey residents fall under the NY SHIELD Act and New Jersey's breach notification law, and engineering firms on defense work may need NIST SP 800-171 and CMMC. This is general information, and your own advisers have the final word.

For example, a 25-person accounting firm spends roughly 8 staff hours a week in tax season emailing clients for missing W-2s and 1099s. With a document chasing automation, the system checks the portal each night, drafts reminders only for clients still missing items, and a staff member approves the batch in about 10 minutes each morning. The firm gets back about 7 hours a week, and nothing goes out without a person seeing it first.