Booking with intake
Prospects book from a live calendar and answer qualifying questions in the same step.
Professional Services
Billable Hours Returned by Automating Client Admin
Consultants were spending real hours on scheduling, document chasing and proposal follow-up. We moved all three into automated workflows tied to the CRM.
- Client
- Professional services firm (advisory, 9 consultants)
- Scope
- Lead Management, Outreach Automation, CRM & Inbox Automation
- Timeline
- Live in 4 weeks
Senior People Were Doing Coordination Work
Every engagement started with a chain of scheduling emails and ended with someone chasing missing documents.
- Consultation scheduling took several email exchanges per client
- Document requests were chased manually and inconsistently
- Proposals went quiet with no structured follow-up
- Engagement status lived in individual inboxes
System Flow
- Enquiry
- Booking + Intake
- Proposal
- Automated Follow-Up
- Engagement Tracking
Stack
- Scheduling
- CRM
- Document request workflow
- Email sequences
- Status reporting
Approach
What We Built
Automated document chasing
Outstanding items are tracked per engagement and reminders continue until each item is received.
Proposal follow-up
A timed sequence runs after each proposal, pausing immediately on any reply.
Shared status
Engagement stage is visible in the CRM instead of being reconstructed from email threads.
Outcome
What Changed
Reported as observed operational change. We do not publish figures we cannot stand behind.
- Scheduling emails
- Removed
Self-serve booking replaced the back-and-forth entirely.
- Document collection
- Automated chasing
Reminders run per outstanding item without consultant involvement.
- Proposal follow-up
- Consistent
No proposal goes unchased, and replies stop the sequence instantly.
More case studies
Other Systems We've Built
Home Services
Every Enquiry Answered in Under a Minute
Ads, web forms and WhatsApp enquiries were landing in three unconnected places. We built one capture-and-routing system with instant qualification and automated quote follow-up.
Real Estate
Long-Cycle Buyers Kept Warm Without Manual Chasing
High enquiry volume and long buying cycles meant most leads went cold. We built routing by budget and area, plus a nurture system that re-engages buyers when matching listings appear.
E-commerce
AI Handling Pre-Sale and Order-Status Conversations
Sizing, shipping and where-is-my-order questions filled the support inbox. We connected an AI responder to live store data with clean handoff rules for anything sensitive.
Want This Mapped for Your Business?
We will review your current workflow and show which parts can run automatically.