Billable hours back from intake and admin.
Firms sell time and lose it to the work around the work: intake and conflict checks, engagement letters, document requests, scheduling, time entry and invoices. Most run a practice system such as Clio, Karbon or TaxDome next to Microsoft 365 or Google Workspace and an e-signature tool.
Automation, at work.
A partner's day at a five-person firm.
Law, accounting, tax, consulting, architecture and HR firms: the clock times change, the leaks don't.
| Time | What happens | Where the hour goes |
|---|---|---|
| 8:00 | The inbox: new inquiries mixed with client threads and newsletters. | Client work waits until the sorting is done. |
| 9:30 | A new client call. Notes go on a legal pad. | The same details get typed into the practice system later, by someone else. |
| 11:00 | An engagement letter, from last client's file. | Find-and-replace on names, and one that gets missed. |
| 14:00 | "Still waiting on your bank statements." | The third reminder this month, written by hand. |
| 16:00 | A junior asks where the template for this is. | The answer is somewhere in a shared drive. |
| 18:30 | Time entries reconstructed from memory. | Unbilled minutes, every single day. |
Each one, mapped to the day.
Inbox triage & filing
New inquiries pulled out and routed before you open the inbox
Intake & qualification agents
Intake questions and conflict details collected before the first call
Client & staff onboarding
Engagement letter and document checklist sent the moment a client says yes
Documents & paperwork
Client uploads named and filed to the right matter or engagement
Assistants on your documents
Templates and precedents found by asking, with the source linked
Invoicing & payment reminders
Invoices from logged time, reminders sent on your schedule
Email, Workspace & security
Sign-ins, shared drives and email authentication done properly
Team AI setup & training
AI tools set up with written rules on what never goes in
The new-client week.
- Monday morningThe overnight inquiry is already on the intake list with the details your form asks for.
- After Tuesday's callThe engagement letter goes out from the template with the right names, and the client's document checklist follows.
- All weekUploads land in the client's folder as they arrive. Reminders go for what's missing.
- FridayThe file is complete, the first invoice is drafted from logged time, and nobody chased anything by hand.
Confidentiality comes first. Drafts that go to clients wait for a person. Your professional rules still apply, and this isn't legal advice.
What we built to run our own firm.
We're a small firm too. Our finance system on Google Sheets labels client email threads and copies their attachments into the right Drive folder, which is document collection for a practice. Our inbox watch checks mail every few minutes using only the sender, subject and preview, and phone alerts say that something needs us, never what.
Google Sheets
Google Drive
GmailIn our multi-agent system, every workflow starts human-led and only earns more autonomy by decision, and client follow-up never runs on its own. That's the rule we'd bring to a firm.
From partners.
Will an AI draft ever reach a client without review?
Not in anything we build for a firm. Drafts wait for a person, and we can show you the approval step before anything is switched on.
We're on Microsoft 365, not Google. Does that matter?
No. We work in either. The choice changes which connectors we use, not what we can build.
Where do your unbilled hours go? Let's look at one day.
The first call is free, and it isn't billed by the hour.