Client intake and automation for professional services firms
We build client intake, document collection and proposal systems for law firms, accounting practices, consultancies and agencies. Billable hours lost to intake admin are the target — the work that has to happen before work can start, but that nobody can bill for.
Where professional services firms lose time and money
These are the patterns we see repeatedly in this sector. If none of them describe you, automation is probably not your bottleneck.
Intake is unbillable and expensive
Scoping calls, conflict checks, engagement letters and document chasing consume senior time that generates no revenue. In a firm billing by the hour, that is the most expensive possible way to lose a day.
Enquiries arrive without the information needed to price them
A contact form that captures a name and a sentence guarantees a discovery call, whether or not the matter is one the firm would take.
Document collection is an open-ended email thread
Chasing clients for documents is the delay nobody accounts for in a project timeline, and it recurs on every single engagement.
Systems built for professional services firms
Delivered in this order. Each stage is useful on its own, so you can stop after any of them and still have something that works.
Structured intake before the first call
Matter type, scope, timeline and budget collected through a guided flow, so the first conversation starts from information rather than gathering it.
Document collection that chases itself
A checklist per engagement type, secure upload, validation at the point of submission, and automated reminders for what is still outstanding.
Proposal and engagement automation
Scope, pricing and engagement letters generated from intake answers and your templates, cutting the turnaround from days to the same day.
A client portal that answers status questions
Matter status, documents and invoices in one place, which removes the recurring 'any update' email as a category rather than answering it faster.
What changes
- Senior hours recovered from unbillable intake admin
- Enquiries arriving pre-qualified and priceable
- Document collection shortened from an open thread to a tracked checklist
- Status enquiries eliminated rather than answered
Services this draws on
Professional Services — common questions
The questions we get asked most often by teams in this sector.
Is client information kept confidential?
Yes. Access is role-based and enforced server-side, documents are encrypted in transit and at rest, and every access is logged. For firms with privilege obligations we scope retention and access rules before building anything.
Can it run conflict checks?
It can screen intake against your existing client and matter records and flag potential conflicts for review. The determination stays with a person — automation surfaces the candidates, it does not clear them.
Will this work for a small practice?
Yes, and small practices often see it faster, because the partner doing intake admin is the same person who bills at the highest rate. We usually start with one workflow — document collection is the most common — and expand from there.
Work in professional services?
Tell us which of these problems is actually costing you the most, and we will tell you whether it is worth automating — including when it is not. Email contact.grizzlyminds@gmail.com or start below.