Industries
Your best people should not be chasing documents
In most firms the constraint isn’t expertise but the hours that expertise spends on intake, re-typing and reminding clients to send things.
What we build here
- A document request list that chases on its own
- Intake that runs before anyone’s time is spent
- Document extraction with a review step
- Deadline and renewal watch that doesn’t rely on one person
Accounting, legal and insurance firms where billable people do clerical work. We automate intake, document handling and client chasing, with review where it counts.
- a week typically returned per fee earner during peak season
8–12 hrs
a week typically returned per fee earner during peak season
- typical intake-to-work-started time after automation
2 weeks to 3 days
typical intake-to-work-started time after automation
- of routine document data typically extracted without manual keying
70–80%
of routine document data typically extracted without manual keying
Ranges from engagements and process maps in this sector. Your numbers are your numbers. We measure them before we quote, not after.
The work
Where the week actually goes.
None of this is exotic. It’s the ordinary friction that never makes it onto anyone’s priority list because it’s everyone’s job and no one’s project.
- 01
Chasing the same client for the same document, four times
Busy season is largely email. Someone tracks who has sent what in a spreadsheet, sends reminders by hand, and re-checks. The client swears they sent it. Nobody can tell in ten seconds what’s outstanding on a given file, so the chasing happens by memory and by guilt.
- 02
Intake that starts the same conversation from zero
A new client fills in a form, then repeats it all on a call, then repeats it again to whoever gets assigned. Conflict checks are manual. Engagement letters are edited from the last one. Two weeks pass between first contact and work starting, and some of them don’t wait.
- 03
A senior person re-typing numbers off a PDF
Statements, trial balances, loss runs and policy schedules arrive as PDFs and get keyed in by hand — often by someone whose hour is worth $250. The error rate isn’t zero, and the errors are found late, by a reviewer whose hour costs more still.
- 04
Renewals and deadlines tracked in a calendar
Policy renewals, filing deadlines and statute dates live in someone’s Outlook. When they’re on leave, the reminder doesn’t fire. One missed renewal is an E&O claim, and it’s the kind of failure that no one sees coming until it’s already happened.
The fix
What we build, and what it replaces.
Every one of these runs in your accounts, against your real data, with a named person owning the exceptions. Nothing here needs your team to learn a new tool.
A document request list that chases on its own
Each engagement gets a checklist tied to the actual file. Clients upload through a portal; n8n reconciles what arrived against what’s outstanding and sends the reminders, escalating in tone and stopping the moment an item lands. Your staff sees one dashboard of what’s missing across every client, not forty inboxes.
Intake that runs before anyone’s time is spent
One form triggers the whole opening sequence: conflict check against your client list, entity lookup, risk questions routed by answer, engagement letter generated from your approved templates, e-signature, matter opened in your practice system, HubSpot updated. The first human conversation starts with the file already built.
Document extraction with a review step
Claude reads incoming statements, loss runs and schedules and extracts the fields into your system, showing its source page and confidence on every extraction. Anything below your threshold stops for a human. Your staff moves from typing to checking, which is both faster and a better use of a qualified person.
Deadline and renewal watch that doesn’t rely on one person
Every date lives in Postgres with an owner and a backup, and reminders fire on your schedule regardless of who’s out. Renewals kick off the quote request and the client conversation weeks ahead. Nothing depends on one person remembering to look at a calendar.
How it’s delivered
The services behind this work.
- Custom AI SolutionsAI built on your own documents, your own history, and your own rules, so it gives real answers instead of confident guesses.
- Business AutomationYour systems talk to each other. Quotes, invoices, and follow-ups happen without anyone retyping anything.
- AI ConsultingA written plan that says which three things to automate first, what each one costs, and what you get back.
Questions
What people in this sector ask first.
How do you handle client confidentiality and privilege?
It’s the first thing we scope, not the last. We map what data each workflow touches, where it’s processed and what’s retained, and we configure so client content isn’t used for model training. Privileged material can be kept out of automated paths entirely if you want it that way. You get the data flow in writing before anything is built.
Our partners won’t accept AI reading client documents unchecked.
They shouldn’t, and it doesn’t. Extraction is a draft with a source page attached, and a person confirms it before it counts. The reviewer stays exactly where they were; they just check a filled form instead of typing one.
We use a practice system that isn’t on your list.
Most of them have an API, and the ones that don’t usually have exports or a database we can read. We check integration feasibility before you sign anything. If a system genuinely can’t be reached, we tell you what that costs in scope rather than building a workaround that breaks quietly.
How much of our billable model does this threaten?
Fair question. If you bill hourly for data entry, some of that revenue goes away, and clients were already resenting it. The firms that do well here move those hours to advisory work or take on more files with the same headcount. Worth deciding which before you start.
Let’s put a number on it.
Thirty minutes. We’ll ask where your week goes, tell you which of the above we’d automate first, and what it’s worth. You leave with a written summary either way.