AI for consultancies, agencies, and studios who sell their time.
Proposal, project, and billing workflows that recover the billable hours you currently leak to admin. We configure to your stack, not the other way around.
Pick the firm shape closest to yours
Each card is a real persona, a real day-in-the-life narrative, a real automation playbook, and a real example with a number on it. Click in to see how the platform runs inside a firm shaped like yours.
Boutique Management Consultancy
5-50 consultant firm doing strategy, operations, or specialized advisory. Project-based with retainer cross-sell. Senior people are the bottleneck.
Estimated annual value
Recovers ~300-500 partner hours/year + improves client perception of communication consistency = ~$150-300k/yr in capacity.
Marketing / Digital Agency
10-100 person agency doing paid media, content, SEO, web. Retainer + project mix. Account management is the time sink.
Estimated annual value
Recovers ~2,400-3,600 AM hours/year at a 30-person agency = $400-700k/yr in capacity, often used to absorb 8-15 additional retainers without hiring.
Design / Branding Studio
5-30 person creative studio. Project-based with brand-system / website / identity work. Creative director is bottleneck on review.
Estimated annual value
Recovers ~1,200-1,800 hours/year of PM + designer time + cuts feedback latency 50% = ~$200-400k/yr in capacity unlocked.
Accounting-Adjacent Advisory Firm
Fractional CFO / CPA-affiliated advisory / financial planning advisory. Recurring monthly engagements with deliverable cadence.
Estimated annual value
Recovers ~360-600 hours/year for a 12-client fractional-CFO firm = ~$120-300k/yr at advisor billing rates.
The work that's eating your team
We're not going to tell you professional services is broken. You know what's broken. We're going to tell you which parts the system can run without you.
Senior people are doing junior work
Partners reviewing decks they didn't write. ACs reformatting feedback into Asana tickets. Senior advisors building dashboards. The leverage pyramid is upside-down because there's no layer below the AC handling structured assembly work. AI is that layer.
Margin evaporates between sale and delivery
You sell a $50k engagement and deliver a $42k one because of unbilled scope creep + revisions + status meetings + reformatted decks. Closing the operations gap is where the actual margin lives.
Time entries are guessed at end of week
Consultants reconstruct their week on Friday afternoon from memory. Time slips out of categories. Engagements look more profitable than they are. AI suggests time entries from calendar + Slack + project activity; the consultant confirms in 5 minutes.
Status updates are inconsistent because the partner is busy
Some clients get great communication; others get crickets until they ask. Inconsistent comms is the #1 driver of churn in services businesses. AI drafts every status update on cadence, partner edits and sends.
New-business proposals are bespoke every time
Every proposal starts from scratch even when the engagement is 80% similar to one you closed last quarter. AI pulls from your case study library + the discovery call + the prospect's intake to draft.
Engagement profitability isn't visible until quarter close
You don't know which clients are losing money until it's too late. AI surfaces under-margin engagements in real-time so you can intervene mid-cycle, not post-mortem.
How the AI Operating System works inside a professional services firm
One nervous system, written in your firm's language. n8n is the backbone. Zapier is the glue. Supabase + Claude is memory and reasoning. The result is a single layer that thinks, remembers, and acts on behalf of your team, without ripping out a single system you already use.
brain
Brain, Decision & orchestration
n8n + Anthropic Claude. Reads project activity, drafts client-facing artifacts, decides routing, surfaces anomalies. Never sends client communications without partner / AM review.
- ›Triage client comms and project activity
- ›Draft status updates, reports, proposals, deliverables
- ›Surface profitability + scope-creep + utilization signals
memory
Memory, The firm's IP and engagement history
Supabase (Postgres) with pgvector. Stores every engagement, deliverable, case study, methodology, brand asset, and project artifact. Source-of-truth tools (Asana / Monday / ClickUp / project-management) stay primary; this is the queryable side-context.
- ›Engagement + project history
- ›Methodology + deliverable libraries
- ›Brand asset libraries
- ›Time + utilization data
nervous system
Nervous System, Cadence + project triggers
Project milestones, status-update cadence, client report cadence, monthly close, profitability checks. Whatever your firm's rhythm is, the nervous system runs it.
- ›Status update cadence
- ›Monthly client deliverables
- ›Project milestone triggers
- ›Anomaly alerts
hands
Hands, Action layer
Sends client communications, drafts deliverables into Google Docs / Figma / Notion, books meetings, posts to Slack, generates invoices, queues for partner approval.
- ›Outbound client communications (with audit trail)
- ›Deliverable drafting in working tools
- ›Calendar + invoice creation
eyes
Eyes, Ingest & observation
Connected ad accounts, GA4, Search Console, QBO/Xero, CRM activity, project-management activity, meeting transcripts, client-channel comms.
- ›Performance data ingestion
- ›Project activity ingestion
- ›Meeting transcription
- ›Client-channel monitoring
The point of separating these layers is reusability. The same Brain and Memory power your client acquisition, document handling, and compliance workflows. New automations are written as new Hands , not as a new system. That's the difference between an AI Operating System and a stack of one-off Zaps.
The professional services automation catalog
Each entry below is a named workflow, not a category, not a promise. Every row describes what the workflow actually does in verb form, what it touches, and how it slots into your stack.
Sales & business development
From inbound interest to signed engagement, without partner-led assembly.
Inbound lead qualifier
Inbound contact requests are auto-classified by service line, fee range, and fit. Out-of-scope inquiries get a polite redirect; in-scope ones get a discovery call invitation within 90 seconds.
BrainHandsWeb form / inbound emailNew-business proposal drafter
After a discovery call, the system pulls the call transcript + prospect's intake form + relevant case studies and drafts a customized proposal in the firm's standard format. Partner reviews and edits in 30-45 minutes instead of 3-5 hours.
BrainMemoryDiscovery call completed~3-5 hours saved per proposalStatement of work generator
From the proposal + scope discussion, generates a fully populated SOW with milestones, deliverables, fees, and the firm's standard terms.
BrainHandsProposal acceptedPipeline health monitor
Daily dashboard showing pipeline by stage, deal velocity, stalled deals, and weighted forecast, without anyone manually updating CRM stages.
MemoryHandsDaily refresh
Project delivery & operations
The structured delivery layer behind every engagement.
Project status update drafter
Weekly: pulls project activity, meetings, open issues, milestones, hours burned vs budgeted. Drafts client-ready status update per project in the partner's voice. Partner edits and sends.
BrainMemoryHandsWeekly cron6-10 partner hours/week reclaimedMeeting notes → action items
Meeting recordings or transcripts get parsed into a structured note: discussion points, decisions made, action items with owners and deadlines. Action items are auto-routed to the responsible consultant's task queue.
EyesBrainHandsMeeting recording uploadedTime-entry auto-suggester
Daily: suggests time entries per consultant based on calendar + Slack + project tracker activity. Consultant reviews and confirms in 5 minutes instead of guessing on Friday.
BrainHandsEnd-of-day cronDeliverable template generator
From the project type + client brand assets + prior similar deliverables, generates a starting-point document in the right template (slide deck, brand book, web sitemap, financial model).
BrainMemoryProject milestone triggerClient feedback consolidator
Feedback from email, Slack, Loom, Figma, and feedback forms gets transcribed, classified, prioritized, and routed to the right team member. Eliminates the 14-channel feedback chaos.
EyesBrainHandsFeedback channel webhooks
Reporting & client deliverables
Recurring deliverables drafted automatically and edited briefly.
Monthly client report generator
Agency: pulls every connected platform per client (Meta, Google, LinkedIn, TikTok, GA4, Search Console, HubSpot), runs report template, drafts insight commentary, queues for AM review.
BrainMemoryEyesHandsMonth-end cron8-12 AM hours/client/month savedMonthly board package generator
Advisory: pulls QBO + bank data, refreshes KPI dashboard, regenerates cash forecast, drafts variance commentary, drafts strategic discussion section.
BrainMemoryEyesMonth-end + 5d cron per clientKPI dashboard auto-refresh
Per-client live KPI dashboard refreshing from connected data sources daily. Surfaces anomalies in real-time, not at month-end.
MemoryHandsDaily refreshPerformance anomaly alerter
Agency: monitors connected ad-account performance daily; surfaces material drops in CTR, conversion rate, ROAS, or budget pacing within 24 hours so the AM reaches out before the client notices.
EyesBrainHandsDaily cron
Engagement profitability & operations
Real-time visibility into which clients are profitable and which are quietly losing money.
Engagement profitability monitor
Per-engagement dashboard combining hours burned, hourly cost rates, fee billed, expenses, and forecast remaining. Flags engagements going under-margin while there's still time to intervene.
MemoryHandsDaily refreshMilestone-based invoicing
When a project milestone is marked complete, generates an invoice from the SOW, queues for partner review, and routes to the client's AP system once approved.
BrainHandsMilestone completion eventScope-creep tracker
Compares actual delivered work against signed SOW. Flags scope additions in real-time so the partner can have the change-order conversation before the work is delivered, not after.
BrainMemoryProject activity eventResource utilization dashboard
Live view of every consultant's billable utilization, project assignments, and capacity for new work. Replaces the spreadsheet that's always 2 weeks out of date.
MemoryHandsDaily refresh
Asset & knowledge management
Turning your firm's intellectual capital into queryable, reusable assets.
Case study library auto-builder
After every project closes, the system drafts a case study from the project's deliverables + client feedback + measured outcomes. Queues for partner approval before adding to the library.
BrainMemoryProject closed eventBrand guidelines auto-updater
Design studios: when a brand asset is finalized, updates the client's brand guidelines document with the new asset + updated specs.
BrainHandsAsset approvedAsset library auto-tagger
When new assets land in shared storage (Dropbox, Google Drive, Frame.io), AI auto-tags by client, project, asset type, and content; surfaces in the searchable asset library.
EyesBrainMemoryFile added eventInternal knowledge search
AI-searchable knowledge base across project deliverables, methodologies, and prior research, so consultants don't reinvent what the firm already did 18 months ago.
BrainMemoryOn-demand query
What the first 6 months look like
We don't ship a 30-workflow operating system on day one, that never works. We ship in phases, each with a measurable success criterion before the next phase begins.
Phase 1 · Weeks 1-4
Foundation: client communication and time visibility
- Inbound lead qualifier live
- Project status update drafter live
- Time-entry auto-suggester live
- Engagement profitability monitor live
- Pipeline health monitor live
Success criterion
By end of Phase 1, every client gets consistent weekly status updates and partner has real-time visibility into engagement health.
Phase 2 · Weeks 5-12
Reporting + deliverables automation
- Monthly client report generator live (agencies)
- Monthly board package generator live (advisory)
- Performance anomaly alerter live
- Meeting notes → action items live
- Client feedback consolidator live
Success criterion
By end of Phase 2, monthly reporting cycle takes ≤25% of prior time and AMs/advisors recover 8-15 hours/week on assembly work.
Phase 3 · Weeks 13-20
Sales + scope discipline
- New-business proposal drafter live
- Statement of work generator live
- Scope-creep tracker live
- Milestone-based invoicing live
- Deliverable template generator live
Success criterion
By end of Phase 3, proposal cycle time drops 50%, scope additions are caught in real-time, and invoicing happens on milestone completion not month-end.
Phase 4 · Weeks 21-26
Knowledge + intelligence
- Case study library auto-builder live
- Asset library auto-tagger live
- Internal knowledge search live
- Resource utilization dashboard live
- Partner-level firm dashboard live: pipeline, capacity, profitability, retention
Success criterion
By end of Phase 4, the firm's intellectual capital is queryable, utilization is visible firm-wide, and the partner has a single dashboard answering 'where's the firm today?'
What the AI is allowed to do, and what it isn't
Honest compliance copy beats aspirational compliance copy. Below: the frameworks we're configured to support, the controls we ship with, and the explicit boundaries, actions the AI never takes without a human signing off.
Client confidentiality
Most professional services engagements include confidentiality obligations. Client data must be segregated and access-controlled.
- Per-engagement encryption keys
- Access controlled by team assignment
- Audit trail of every data access
- Configurable data residency by client
- AI providers with enterprise privacy contracts; no model training on client data
SOC 2 Type II (platform-level)
Mid-market and enterprise clients increasingly require SOC 2 from any vendor handling their data.
- SOC 2 Type II audit on the underlying infrastructure
- Quarterly access reviews
- Documented incident-response and breach-notification
- Encrypted backups with documented recovery objectives
GDPR / CCPA (where applicable)
Engagements with EU/CA-based clients or that touch consumer data trigger GDPR / CCPA obligations.
- Data processing agreement available
- Right-to-deletion workflow per data subject
- Configurable data retention by engagement
- DPO contact and incident-response procedures
Decision authority
Professional services governance is straightforward: AI handles the structured assembly work; humans handle anything that creates a client obligation, a strategic recommendation, or a binding deliverable.
| Action | Decision | Why |
|---|---|---|
| Suggest a time entry from calendar activity | AI | Operational; consultant confirms before submission. |
| Update project status from activity | AI | Internal status, no client communication. |
| Send a draft client status update | AI with human approval | Partner reviews and edits before send. |
| Generate a client deliverable | AI with human approval | AI drafts, consultant edits and signs off. |
| Send a new-business proposal | AI with human approval | Partner reviews and signs proposals before send. |
| Issue an invoice | AI with human approval | Partner approves before send. |
| Make a strategic recommendation to a client | Human only | Always the consultant's judgment. AI never advises. |
| Sign a binding contract or scope change | Human only | Always partner-level decision. |
Pick one. Run it for a quarter. Prove it.
Each of these is a real, measurable pilot you can run with us over a single quarter, with explicit success criteria so the answer at the end is "yes, kept" or "no, scrapped," not "maybe."
Project status drafter pilot
Pick 5 active engagements. Run the weekly status drafter for 60 days. Measure partner time saved and client perception.
Success criteria
- ·≥75% reduction in partner time on status updates
- ·Equal or better client satisfaction scores
- ·Zero client complaints about quality
Monthly reporting automation (agency)
Pick 8 retainer clients. Run the monthly report generator for one full month. Measure AM time and report quality.
Success criteria
- ·≥75% reduction in AM time per report
- ·Same or better insight quality (partner review)
- ·Zero client complaints
Engagement profitability dashboard
Connect time + cost + fee data for the full active engagement portfolio. Run for 90 days. Measure number of intervened-mid-cycle engagements + recovered margin.
Success criteria
- ·≥3 engagements identified as under-margin in time to intervene
- ·≥$30k margin recovered through intervention
- ·Partner reports new visibility
Proposal drafter for new business
Run the proposal drafter against the next 10 inbound qualified leads. Measure time to first-draft proposal + close rate.
Success criteria
- ·≥3-5 hours saved per proposal
- ·Close rate equal or better than baseline
- ·Partner reports higher proposal customization quality
Time-entry auto-suggester
Roll out to a 5-consultant team for 30 days. Measure time spent on time entry + accuracy of categorization.
Success criteria
- ·≥80% reduction in time-entry time per consultant
- ·Categorization accuracy ≥95%
- ·Engagement profitability becomes visible weekly not quarterly
We extend your stack, we don't replace it
Your firm has a system of record for a reason. We plug into it. The platform is the connective tissue between the systems you already pay for, not a competing system you have to migrate to.
Asana / Monday / ClickUp / Notion
APIPM tools stay source of truth for tasks and timelines. We extend with status drafting, time auto-suggestion, and profitability tracking.
HubSpot / Salesforce / Pipedrive
APICRMs stay source of truth for pipeline. We extend with lead qualification, proposal drafting, and pipeline-health surfacing.
Harvest / Toggl / Clockify / QBO Time
APITime-tracking systems stay primary; we extend with auto-suggestion and engagement profitability.
Google Workspace / Microsoft 365
APIDocuments and calendars happen in your existing productivity stack. We draft and route inside them.
Figma / Adobe Creative Cloud
API + connectorDesign work happens in your creative stack. We extend with feedback consolidation and asset auto-tagging.
QuickBooks / Xero / Stripe
APIFinancial systems stay source of truth. We extend with invoicing automation and KPI dashboards.
One way to slice Professional Services: our four pre-packaged bundles
Below are the four pre-packaged engagement bundles available in professional services - useful when you want a single signed PO instead of assembling the catalog. The full Professional Servicespractice covers more: see the full catalog and the multi-tab coverage matrix for the department, technology, and workflow lenses.
- Proposal follow-up
- AR collections
- Referral request flow
- Engagement renewal
- Client-scoped audit
- Time-and-billing webhooks
- Engagement health scoring
- Partner reports
- Account-based outbound
- Thought-leadership content
- Referral mining
- Executive nurture
- Engagement intake brain
- Time-and-billing automation
- Custom proposal builder
- Client portal logic
Get the firm-shaped automation map
Tell us your firm size, primary service line, and the workflow that costs you the most senior time. We'll come back with a written map of which 5-7 automations matter first and what the first 90 days would change.