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You bill for judgment. You spend your week on assembly.

Intake, scoping, proposals, document review, billing narratives. None of it is the work your clients pay for, and all of it comes out of the same hours. Automating the assembly is what puts the judgment back on the clock.

Map your own processSee an example result
Covers
Marketing & creative agencies, Consultancies, Independent consultants & freelancers, Fractional C-suite
Closest result
Built for a marketing agency, so a professional-services firm. See what it did

How this business usually runs

Winning the work, doing the work, and getting paid for the work.

  1. ProspectA referral, an inbound form, or a reply to outreach
  2. Win the workEnquiry, discovery, scope, proposal, signaturePrincipal. Email, Docs
  3. Do the workGather inputs, plan, produce, review, hand overDelivery. Drive, Project tool
  4. Keep the clientRequests, check-ins, the renewal — the ongoing side of the workPrincipal. Email, Project tool
  5. Get paidCollect time, check it against the SOW, invoice, chaseFinance. Timesheet, Accounting
  6. ClientReceives the work and the invoice

Click a step marked with a plus to see the work inside it.

How an engagement runs: a 6-step process. Steps in order: Prospect, Win the work, Do the work, Keep the client, Get paid, Client. 1 rework loop returns work to an earlier step.enquirysigned SOWdelivered workwork to billnext requestinvoiceProspectA referral, an inbound form,or a reply to outreachWin the workEnquiry, discovery,scope, proposal, signat…PrincipalEmail · DocsDo the workGather inputs, plan,produce, review, hand…DeliveryDrive · Project toolKeep the clientRequests, check-ins, therenewal — the ongoing…PrincipalEmail · Project toolGet paidCollect time, check itagainst the SOW, invoic…FinanceTimesheet · AccountingClientReceives the work and theinvoice

No timings, on purpose: how long each step takes is the one number that's genuinely yours.

Where the drag usually lives.

  • Intake & scoping

    Turning a first conversation into a structured, comparable picture of what the engagement actually is.

  • Proposals & SOWs

    Generating the document from the scope, in your language, with your terms — reviewed rather than written.

  • Document review

    Reading the volume nobody has time to read, and surfacing what a person needs to decide on.

  • Billing & reporting

    Assembling narratives and client reporting from work that already happened, instead of from memory on the 30th.

Agents we'd build for this work.

Each one is a blueprint: scoped against this process and built during an engagement. None has been built for a client yet. What has been built is on Results.

  • Blueprint, not built yetBusiness development: scoping

    Scoping call to draft SOW

    An agent turns a scoping conversation into a structured scope, flags what's still undefined, and drafts the statement of work.

    The evening after the scoping call that currently goes to writing it up.

  • Blueprint, not built yetDelivery: status

    Engagement status and client chasing

    Holds an engagement's real state — what is done, what is blocked, and what the client still owes us — and chases the inputs instead of waiting on them.

    The middle of an engagement, between kick-off and acceptance.

  • Blueprint, not built yetFinance: billing

    Billing narrative assembly

    What was delivered — and the records it left behind — becomes a client-ready billing narrative, drafted from what actually happened rather than from memory.

    The month-end assembly that currently happens from memory on the 30th.

Which of these fits your process is what the questions work out. Map your own process, or see what they gave back to a made-up marketing agency.

The other 5 blueprints for professional services
  • Prospect research and first-touch outreach Before an enquiry exists — the outreach that produces one.
  • Inbound inquiry to qualified lead The gap between an enquiry arriving and anyone being free to answer it.
  • Quote follow-up and loss reasons Between the quote going out and somebody deciding.
  • Invoice follow-up and collections Between an invoice going out and the money arriving.
  • Account health and demand signals Across the accounts you already have, between one request and the next.

What we've actually built.

Built for a marketing agency, so a professional-services firm.

Built and sold, handover under way

A prospect audit in minutes, not hours

A marketing agency whose sales team opens every pitch with an audit of the prospect's online presence. The client isn't named; that's theirs to give.

  • 1–4 hoursper audit when a rep built it by hand, by the client's own accountClient-reported: The client, in conversation during the engagement, August – September 2026
  • 6–9 minper audit for a single-location business, across six timed runs on the current build. A business with two locations has taken 10 to 19.Measured: Run records: start stamp to finished deck, 30 August – 14 September 2026
  • 54 auditsfinished across nine real businesses during build and validation — run by us, not the clientMeasured: Count of finished decks in the run archive, 20 September 2026
  • 45–53findings per audit across the eight runs on the current build, of which 3 to 8 were held back each time for a person to checkMeasured: Per-run audit records and their review queues, 30 August – 14 September 2026
Read the full write-up, including what hasn't been measured yet

Who this covers.

  • Marketing & creative agencies

    Client intake and briefs, scope and estimate generation, status reporting across a dozen accounts at once, and billing narratives written from memory.

  • Consultancies

    Proposal and SOW drafting off a scoping call, research and document review, deliverable assembly, and engagement reporting.

  • Independent consultants & freelancers

    All of the above with no back office behind it — intake, proposals, invoicing, and follow-up all landing on the same person who does the billable work.

  • Fractional C-suite

    Recurring deliverables rather than projects: monthly board packs, weekly operating reviews, and KPI reporting pulled from whatever systems each client happens to run.

Built once, reused across the space.

A lot of what this work needs is the same from firm to firm — an agent that runs the sales follow-up, one that handles scheduling, one that answers inbound questions and captures what a client actually needs before a call. We'd build those to be repackaged, which is what puts them within reach of an independent consultant or a fractional exec and not only a forty-person agency. If there's something you need that you don't see here, reach out anyway — we'd rather explore the idea with you than have you assume it's out of scope.

Explore an idea with us

Why off-the-shelf tools miss here.

  • Your process

    Your scoping, your pricing model, your delivery methodology. What clients actually buy is the part that isn't standard.

  • Your data

    A decade of proposals, SOWs, and deliverables sitting in a drive nobody searches, written in the language your firm actually uses.

  • Your people

    Knowing what a client really needs, what to scope out, and when to push back. That judgment is the billable product.

A generic writing tool produces generic documents. Yours have to sound like your firm and hold up in a contract.

The utilization math

  • 68.9%billable utilization across the industry — below the 75% optimal threshold
  • 201hrsa year on administration at typical firms, against 125 at high performers — on the same total hours
  • 73.4%of projects delivered on time, down from 80.2% in 2021
Sources:
  • SPI Research, 2025 Professional Services Maturity Benchmark (published with Kantata, Feb 2025) — 403 firms across IT and management consulting, software, accounting, marketing, and architecture & engineering

How we'd start.

The same way in every industry: a 30-minute call, then exploring your process with the people who run it, shaping a solution together and one proposal, before anything is built. How an engagement runs, step by step.

What happens to your data

  • Runs in your cloud; only answers reach Claude
  • Your logins, your permissions
  • Read-only to start
  • Every question is logged

High performers don't work more hours: 2,054 a year against everyone else's 2,055. They spend 76 fewer of them on administration, and administration is the kind of work an agent can take over.

Source: SPI Research, 2025 Professional Services Maturity Benchmark

Next: which process costs you most?

You'd be talking to Robert Dopart directly: the person accountable for the build, not a salesperson.

Book a callrobert@aidaea.com