Professional services
Bill more hours by spending fewer on admin
Charlottesville has a dense cluster of law firms, accounting practices, and consultancies. The ones that grow stop losing billable time to work a system could do.
Where the billable hours go
Documents everywhere
Contracts, filings, engagement letters, and compliance paperwork pile up. Finding the right version of the right file eats into every day.
Clients waiting on updates
Clients expect a quick answer. Your team is buried in casework. Emails sit for days, and trust goes with them.
Billing drags
Time entries are inconsistent, invoices are built by hand, and collections follow-up gets pushed to next month. Revenue leaks at every step.
Deadline anxiety
Tax deadlines, filing dates, regulatory submissions. One missed date is a penalty or a malpractice exposure, and calendar reminders alone do not cut it.
A mid-size firm’s month
Composite of firms with four to twelve attorneys or CPAs running on Clio, PracticePanther, or QuickBooks.
Now
- Partners spend hours each week on non-billable admin
- Finding a document means digging through folders and email
- Client status updates sent by hand, when someone remembers
- Invoices go out weeks after the work is done
- Deadlines tracked across calendars, sticky notes, and memory
After
- Routine admin handled by the system, partners bill the time instead
- Documents tagged and filed to the right matter when they arrive
- Status updates drafted and sent on a schedule
- Draft invoices compiled weekly, follow-up on overdue accounts automatic
- One deadline tracker with escalating reminders
What we usually automate
Connects to the practice management, billing, and document tools you already pay for. Nothing gets replaced.
Documents
Key data pulled from contracts, tax forms, and filings. Files tagged and routed to the right matter or client folder.
Client updates
Status updates, appointment reminders, and document request follow-ups, in your firm’s voice.
Billing
Time entries compiled, invoices drafted, and payment reminders sent. Billing cycle measured in days, not weeks.
Deadlines
One calendar with escalating reminders, assignments, and conflict detection across active matters.
Intake
Online forms that capture engagement details, run a conflict check, and produce the engagement letter before the first meeting.
Firm knowledge
Precedents and internal know-how indexed and searchable so junior staff find answers without interrupting a partner.
Try it
A signed engagement letter, from inbox to invoice
Nothing here is stored or sent anywhere. The steps are what the real systems do; the people and dates are made up.
Today the signed letter sits in the inbox until someone has an hour: create the folders, run the conflict check, type the client into billing, send the retainer invoice, put the deadlines on three calendars and a sticky note. Two weeks later the client emails "any update?" and a partner answers it at 10 PM, then forgets to bill the six minutes.
Connects E-signature (DocuSign), Practice management (Clio, PracticePanther), QuickBooks Online, Email and calendar (Microsoft 365), Text messaging (Twilio)
What happens next will appear here, step by step.
One connected system for the whole firm
It watches your practice management stack and handles the coordination that falls between systems.
Client email triage
Sorts incoming client email by urgency and drafts status replies for attorney or CPA review. Routine requests get answered the same day.
Deadline escalation
Tracks every filing deadline, tax due date, and regulatory submission across active matters. Reminders start 30 days out and escalate from staff to partner to managing partner.
New matter setup
When an engagement letter is signed, creates the folder structure, fills document templates, assigns first tasks, and runs the conflict check.
Weekly billing
Compiles the week’s time entries into draft invoices, flags unbilled time older than 30 days, and sends reminders on overdue accounts.
Get the non-billable hours off the partners’ calendars
30 minutes on your billing cycle, your intake process, and what your partners spend time on that they should not. You leave with a number: hours per week we can probably get back.
Book a free discovery call