We build the back office behind a professional firm: client intake that collects the right documents the first time, deadlines and renewals tracked to completion, engagement letters and onboarding paperwork that assemble themselves, and billing that goes out on time with less chasing. Connected to your practice software and QuickBooks, at a fixed price, then kept running.
Law · accounting and CPA · insurance · staffing
In a firm, every unbillable hour is a direct hit to profit. These are the hours we take back.
New clients are asked for the same documents three times, by three people, over two weeks.
A new matter or engagement opens a checklist of exactly what is needed. The client gets one secure link, reminders until it is complete, and your team gets a tidy file. Conflicts and eligibility checks run before anyone spends an hour.
Clio, Karbon, Canopy or your practice system, secure document portals, e-signatureFiling dates, policy renewals and placement follow-ups live in several calendars and one person's memory.
Every date lives in one tracked list with owners, reminders and escalation if nothing has moved. Renewal and follow-up messages go out on schedule in your wording.
Your practice or agency management system, Google Workspace or Microsoft 365Engagement letters, onboarding packets and standard agreements are rebuilt by hand, with the occasional wrong name.
Standard documents are generated from the client record, routed for review and signature, and filed where they belong. People edit; they do not re-type.
Document templates, e-signature, your DMS or shared driveTime is captured late, invoices go out late and the partner ends up making collection calls.
Time and expenses roll into draft invoices on your cycle; you review and release. Reminders go out on schedule with a pay link, and receivables are visible by client on one page.
Your practice billing, QuickBooks Online, payment processorThree steps, each priced before it starts. You can stop after any of them and keep everything.
Half a day with you and your office. We map how work actually moves, put a dollar figure on the three biggest leaks, build a working prototype of one workflow and quote the build at a fixed price. The fee is credited to the build.
The agreed system goes live in phases, with your team trained on each one. Scope is what the diagnosis said; anything new goes through a written change request, so the price holds.
We watch it, fix it when a vendor changes something, and send a monthly report with the numbers. Improvements ship every month. Cancel with 30 days' notice; everything stays yours.
A worked example with sample numbers. Your diagnosis replaces these with yours.
Take a six-person CPA firm in the months before a filing deadline. Suppose each staff member spends four hours a week chasing client documents and re-sending requests: 24 hours a week of unbillable time at a billing rate of $150, roughly $3,600 of capacity.
Suppose engagement letters, organisers and onboarding packets take another six hours a week to assemble by hand, and assembling them from the client record cuts that to one.
Invoices currently go out at month end and are chased ad hoc. Releasing them on the cycle with scheduled reminders tends to shorten the time to payment by a week or more, which is cash flow rather than a line in this table.
The three things owners ask us about before anything else, answered in writing.
The code, the data and every account are yours from day one. Leave whenever you like and take all of it with you.
Nothing your customers see goes out without someone on your side signing off. The system drafts; people decide.
Every workflow is monitored. When a vendor changes something and a step fails, we get the alert and fix it, usually before anyone notices.
It stays in your systems of record and your document store; the workflows move references and tasks, not copies of files, wherever possible. Access is limited to what each step needs, and your firm's confidentiality and bar or licensing obligations shape the design before anything is built.
The handoffs around it: intake collection, reminders, document generation and billing follow-up. The system you pay for keeps the records; we make the work move between them without your staff typing.
Only routine, scheduled messages in wording you approved, such as reminders and receipts. Anything substantive is drafted for a person to review and send.
Typically three to four weeks from the start of the build for one practice area, then other areas follow. The diagnosis beforehand takes a week.
You do. Code, data and accounts are yours from the first day, with documentation. There is nothing to migrate away from if you leave.
Practical reading from our News section. No sign-up, no pitch.
Tell us what is slowing your firm down. You talk to the person who would build it, and leave with a clear next step either way.
