Scale your firm without
scaling your headcount
Example: Growth workflow
One way a joined-up growth flow can look
This diagram is just one simplified example of a growth process we automate. In practice, every firm's flows are different: we map how revenue flows through your tools, then design multiple automations around your actual routes, services, and clients.
Lead Capture
Forms, email, chat
WhatsApp
Gmail
FacebookClient Intake
New client onboarding
Google Docs
DocuSignWork Complete
Project milestones
Asana
ClickUpAI Growth Engine
Understands context, enriches data, routes intelligently
Book Call
Calendar + confirmations
Calendly
ZoomCreate Project
Tasks, docs, workflows
Notion
TrelloSend Invoice
Generate, send, chase
QuickBooks
XeroThink of this as a sketch, not a template. Your version might have different steps – multiple intake paths, approvals, separate billing flows – but the principle is the same: the AI Growth Engine sits in the middle, orchestrating the tools you already use.
Why AI hasn't really changed your firm (yet)
Most professional services firms aren't short of AI tools. They're short of AI that actually moves revenue, capacity and risk in a meaningful way. The pattern is the same in law, accounting, consulting and agencies: a few pilots, some clever demos, but day-to-day work still runs on email, spreadsheets and heroic effort.
When AI is done backwards
- AI = "let's try this tool".
- Teams grab whatever looks clever on LinkedIn. You end up with ten tools, three pilots and no joined-up view of what's actually moving revenue.
- Workflows stay fundamentally manual. You just add bots on top of messy handoffs, side spreadsheets and copy-paste.
- Every team uses different tools and playbooks; nothing talks properly, so reporting is slow and decisions are based on partial data.
- No one owns the whole system. IT worries about risk, ops worries about breakage, and projects stall before they reach clients.
AI becomes noise: more tools, same bottlenecks, bigger frustration.
When AI starts with systems
- AI = "let's redesign how the work flows first".
- You map how revenue actually moves from first touch to paid invoice and fix the worst leaks before adding automation.
- Key workflows across marketing, sales and delivery are standardised, so there's one way of working instead of ten local variants.
- AI and automation take the repeatable, rules-based work; your people keep the judgement calls and client conversations.
- There is a single roadmap and owner for your systems, so changes are sequenced, measured and rolled out without breaking what already works.
AI becomes an advantage: fewer moving parts, stronger margins, calmer team.
This is why we don't start with tools. We start with your systems—across Revenue Reality, Operational Flow and Human Capacity—so AI has something solid to run on.
The AI Systems Gap: how we look at your firm
Most firms treat AI like a software install: pick a tool, plug it in, hope it fixes the mess.
The firms that actually see results look at something else first:
Revenue Reality
What really happens from first touch to paid invoice
We track what's actually going on in your revenue engine, not what the process map says should happen.
- Where leads come from and how quickly you respond
- Where deals stall, go quiet or die in handoffs
- Where proposals, scopes or engagement letters get stuck
- Where cash is delayed between "yes" and paid
From there, we decide where automation and AI would meaningfully move the numbers – more matters opened, more projects starting on time, more of your pipeline turning into fees.
Operational Flow
How work moves between tools and teams
Most of the pain sits here: intake, onboarding, delivery and billing stitched together with email and spreadsheets.
We look at:
- How instructions, documents and decisions move between people and systems
- Where your team are chasing, rekeying or checking things "just in case"
- Where work falls between the cracks or gets stuck with one "go-to" person
- Which tools are actually used vs. just paid for
We then redesign the flow so there are fewer manual checklists, fewer "just chasing this" emails and far less copy-paste across your stack – before we add any automation.
Human Capacity
What your team can understand, trust and maintain
The best system is useless if only one automation person understands it.
We make sure:
- The way of working makes sense to the people doing the work
- AI and automation are visible, explainable and easy to override
- Owners are clear for each part of the system – no "shadow IT"
- Changes can be made without bringing in an agency for every tweak
The result is a firm that gains capacity without becoming fragile – your team can run and adapt the system, instead of being run by it.
When Revenue Reality, Operational Flow and Human Capacity line up, AI stops being a side project and starts behaving like part of your operating model.
How we work with firms like yours
Once we've looked at your Revenue Reality, Operational Flow and Human Capacity, we turn that into clear, practical work.
Most firms follow a simple path, even though the details are different in every organisation.
Systems & Operations Health Check
A short, focused diagnostic to see where you're leaking revenue and capacity today and what needs to change first.
- We map the key journeys from first touch to paid invoice, look at how tools and handoffs really work, and highlight where AI and automation could safely help.
Design & Implementation Sprints
If you want help beyond the Health Check, we run time-boxed sprints to redesign critical workflows and then layer in automation and AI where it actually moves the numbers.
- The goal is simple: cleaner intake and qualification, joined-up workflows, less chasing and re-keying, and better visibility on where work is and who owns what.
Ongoing Strategic Advisory & Optimisation
For firms that want a longer-term partner, we can stay involved to keep the system improving as your business and tech stack evolve – reviewing metrics, spotting new opportunities, and helping sequence changes so operations and client experience stay stable.
You can stop after the Health Check, implement the roadmap with your own team, or keep us involved as a partner.
The steps below show what this looks like in practice, from your side.
Your campaign could be live in 3 weeks
Here's what it looks like if we started today..
What actually changes in your firm
This isn't about installing another dashboard and hoping behaviour follows. When we fix the system and then layer in AI and automation, the day-to-day experience in your firm changes in very practical ways.
Here are a few examples of what that looks like in practice.
Intake and response stop being the bottleneck
Before
- New enquiries arrive through a mix of email, forms and referrals.
- Partners and fee-earners dip in and out of the inbox when they have time.
- Response times vary wildly; good-fit work goes cold before anyone replies.
After
- Intake is standardised across channels with clear routing rules.
- Prospects get structured follow-up automatically (acknowledgement, qualification questions, next steps).
- Fee-earners see only the conversations that actually need their judgement or approval.
Before
- New enquiries arrive through a mix of email, forms and referrals.
- Partners and fee-earners dip in and out of the inbox when they have time.
- Response times vary wildly; good-fit work goes cold before anyone replies.
After
- Intake is standardised across channels with clear routing rules.
- Prospects get structured follow-up automatically (acknowledgement, qualification questions, next steps).
- Fee-earners see only the conversations that actually need their judgement or approval.
Bottom line
You convert more of the work you already attract, without asking senior people to "just be more responsive".
Handoffs between teams stop leaking revenue
Before
- Marketing, sales and delivery all use different tools and checklists.
- Critical information lives in people's heads, email threads and side spreadsheets.
- Work gets stuck waiting on updates, sign-offs or missing documents, and nobody notices until a client chases.
After
- Key workflows (onboarding, scoping, delivery milestones, billing) are mapped and made visible.
- Status updates, reminders and "chasing" messages are automated based on real activity, not someone's memory.
- Everyone can see where a matter/project is, who owns it and what happens next.
Before
- Marketing, sales and delivery all use different tools and checklists.
- Critical information lives in people's heads, email threads and side spreadsheets.
- Work gets stuck waiting on updates, sign-offs or missing documents, and nobody notices until a client chases.
After
- Key workflows (onboarding, scoping, delivery milestones, billing) are mapped and made visible.
- Status updates, reminders and "chasing" messages are automated based on real activity, not someone's memory.
- Everyone can see where a matter/project is, who owns it and what happens next.
Bottom line
Less firefighting and rework, more matters and projects moving through to completion without drama.
Capacity grows without adding more people
Before
- Senior staff spend a surprising amount of time checking, chasing and cleaning up.
- A few "go-to" individuals know how everything fits together and become unavoidable bottlenecks.
- Hiring more people feels like the only way to cope with growth.
After
- Repetitive, rules-based steps are handled by workflows and AI (summaries, updates, nudges, document prep, simple checks).
- Responsibilities are clearer; the system doesn't depend on one or two heroes to keep moving.
- Leaders can focus on complex matters, clients, strategy and training – not plugging operational gaps.
Before
- Senior staff spend a surprising amount of time checking, chasing and cleaning up.
- A few "go-to" individuals know how everything fits together and become unavoidable bottlenecks.
- Hiring more people feels like the only way to cope with growth.
After
- Repetitive, rules-based steps are handled by workflows and AI (summaries, updates, nudges, document prep, simple checks).
- Responsibilities are clearer; the system doesn't depend on one or two heroes to keep moving.
- Leaders can focus on complex matters, clients, strategy and training – not plugging operational gaps.
Bottom line
You increase revenue per head and create headroom for growth with the team you already have.
How the work actually runs
We keep the process simple and transparent. No vague "discovery phase" that drifts on for months. You know what's happening, what decisions you'll need to make, and what you'll get at each step.
Step 0: Talk through your systems & bottlenecks
30–40 minutes on Zoom
You walk us through how work really moves today – where enquiries land, who picks them up, and where things slow down.
- We'll share what we're seeing across similar firms and agree whether a Systems & Operations Health Check is worth doing and what it should focus on.
Step 1: Systems & Operations Health Check
Understand where you stand and what to fix first
We do the digging; you get the clarity.
Behind the scenes, we analyse your journeys, tools and handoffs.
- You see the output: a plain-English view of where you're leaking revenue or capacity, and a prioritised list of changes grouped into "fix now", "fix later" and "not worth touching".
Step 2: Strategy & roadmap
Turn findings into a practical plan
If you move forward, we translate the Health Check into a short, sharp roadmap.
You'll see:
- 3–5 concrete outcomes tied to revenue, capacity and risk
- A handful of use cases and workflow changes worth doing first
- A sensible sequence so operations and client experience stay stable
You can implement this with us, with your team, or with other partners – the roadmap is yours.
Step 3: Design & implementation
Fix the flow, then add AI and automation
We run focused sprints to redesign and deploy the new way of working.
From your side, this looks like:
- Reviewing simple diagrams of "before / after" workflows
- Approving which tools we use and how data flows between them
- Seeing test runs of key journeys (intake, onboarding, delivery, billing) before they go live firm-wide
We document everything so your team can run and adapt it, not rely on us for every tweak.
Step 4: Optimisation & support
Keep things improving, not just "installed"
Once the system is live, we can stay involved for a while or on an ongoing basis.
Typical activities:
- Reviewing key metrics (response times, conversion, throughput, utilisation)
- Surfacing new automation opportunities as your team gets more comfortable
- Acting as a sounding board for decisions about tools, data and process
The aim isn't to keep you dependent; it's to make sure the system keeps compounding value instead of becoming "just another project that went live and then plateaued".
Why firms choose this approach
You're not short of people trying to sell you AI. The difference here isn't another platform or "playbook" – it's the way we look at your firm and the kind of work we're willing to take on.
Systems-first, tools-second
- We redesign workflows and responsibilities before we touch automation.
- No "let's install this and see what happens".
- We only recommend tools and AI where the underlying process is clear and worth scaling.
- If something is better fixed with a simple process change, we'll say so.
Vendor-agnostic and stack-aware
- We're not tied to a single platform or ecosystem.
- We work with the tools you already use where they still make sense.
- Where something genuinely needs replacing, we'll explain why and give options.
- You keep full control of your data and systems – nothing is locked behind our logins.
Built for regulated, client-sensitive work
- We come from environments where getting it wrong isn't an option.
- NDA-friendly by default.
- We treat client data, privacy and compliance as first-order constraints, not afterthoughts.
- AI and automation are designed to be explainable, auditable and easy to override.
Measurable impact, not AI theatre
- If we can't link a change back to revenue, capacity or risk, we won't pretend it's "value".
- Each engagement is anchored to a small number of clear goals.
- We agree what "good" looks like up front, and report against it.
- No retainers for endless "experiments" that never make it into day-to-day work.
Integrations with the tools you already use
- Email, calendar and meetings
- CRM and marketing platforms
- Document management and e-signature
- Task/project systems and ticketing
- Billing, payments and (where needed) KYC/checks
Where native integrations exist, we use them. Where they don't, we design something robust – not fragile, one-off hacks.
No lock-in, performance-backed
- Our goal is for your team to be able to run and adapt the system without us.
- Everything we build is documented in plain English.
- We favour configuration over custom code wherever possible.
- Our work is backed by a performance-focused guarantee, not long contracts that assume you'll stay even if nothing changes.
How this compares to your other options
You're not choosing between us and "doing nothing".
You're choosing between different ways of solving the same problem: where predictable, profitable work actually comes from in your firm – and how to make more of it happen without breaking everything else.
What they optimise for
- 1Outbound campaigns and meetings booked.
- 2Owning the ads, outbound copy and reporting – when you stop paying, everything stops.
- 3Stopping at "meeting booked"; intake, follow-up and conversion are your problem.
What we do differently
- 1Optimise the full lead-to-invoice journey, not just top-of-funnel.
- 2Map and fix intake, qualification, routing and follow-up across your tools and teams.
- 3Build a system you own that keeps working even if we step away.
What they optimise for
- 1Outbound campaigns and meetings booked.
- 2Owning the ads, outbound copy and reporting – when you stop paying, everything stops.
- 3Stopping at "meeting booked"; intake, follow-up and conversion are your problem.
What we do differently
- 1Optimise the full lead-to-invoice journey, not just top-of-funnel.
- 2Map and fix intake, qualification, routing and follow-up across your tools and teams.
- 3Build a system you own that keeps working even if we step away.
In practice, many firms need both: someone to drive demand, and someone to make sure the work that turns up doesn't leak out of the system. We're built for that second part – designing and running the system that turns demand into reliable, profitable work.
Out-of-the-box integrations—
connect to the tools you already use
Link your email, calendar, documents, CRM, e-signature, billing and KYC in minutes via native connectors or Zapier/Make.
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Ready to see what this looks like in your firm?
If you're looking to grow without hiring in lockstep – and you suspect your systems are the real constraint – the next step is simple.
We'll talk through how work currently moves across your firm, where you're leaking revenue or capacity, and what a more joined-up, AI-enabled system could look like for you.
30–40 minutes on Zoom with a senior consultant. No prep required.
We'll use this session to understand your situation, share what we're seeing across other firms like yours, and outline whether a Systems & Operations Health Check makes sense – and what it would focus on.
Not ready to book a call yet?
Scroll back up to the "What actually changes in your firm" section to see concrete examples.
Or review "How the work actually runs" to understand the stages in more detail.
When you are ready, that first conversation is the fastest way to find out whether this approach is a fit for your firm.