Every new client means chasing documents by email, checking them for completeness, re-keying details into the practice management system and sending a series of templated messages. Senior staff spend hours each week on work that follows the same pattern, and onboarding delays frustrate new clients.
Goals
- Cut the manual effort per new client dramatically
- Shorten time from signed engagement letter to work starting
- Keep a professional, human-approved client experience
- 01
Shadow
Map the current onboarding workflow step by step, including exceptions, and agree which actions the agent may take alone and which need approval.
- 02
Prototype
Build an agent that reads intake forms and uploads, extracts key fields, validates them against rules and drafts follow-up requests for anything missing.
- 03
Integrate
Connect the agent to email, document storage and the practice management system with least-privilege access and a full audit log.
- 04
Roll out
Launch on a subset of new clients with a review queue, then expand as accuracy is proven.
- Document intake and extraction for IDs, tax forms and contracts
- Completeness checks with automatic, approved follow-up drafts
- CRM and practice management updates with audit trail
- Review queue so staff approve every client-facing message
- Weekly performance dashboard for the operations lead
Hours back every week
Repetitive chasing, checking and re-keying moves from senior staff to the agent.
Faster starts
Clients move from signed letter to active work sooner, with fewer back-and-forth emails.
Control retained
Every client-facing action is reviewed, logged and reversible.