We build AI automations that work with your existing tools, so your team can focus on what matters most.
Weeks to launch. Real impact. No disruption.
Your skilled team spends hours copying data between systems, chasing documents, routing requests, and doing tasks a computer should handle. That's 780 hours per year per employee that could be spent on strategic work, customer relationships, or innovation.
Calls go unanswered after hours. Documents sit in inboxes waiting for manual review. Customer requests take days for simple routing decisions. Meanwhile, competitors with better systems are capturing the business you're losing to slow, manual processes.
The cost of inaction: A 50-person team losing 15 hours per week to manual tasks equals $390,000+ in lost productivity annually. You can't scale by hiring more people to do repetitive work.
Front desk staff are overwhelmed during peak hours (8-10 AM, 1-3 PM). Research shows 48% of patient bookings happen after hours when the office is closed. Call abandonment averages 5-6% with 28-second hold times, and missed calls translate directly to lost revenue.
AI answers every call within 30 seconds, 24/7. Books appointments directly into your EHR, verifies insurance eligibility in real-time, manages waitlists, and sends SMS confirmations. Routes urgent clinical calls to staff immediately with context.
Result: 97% of calls answered within 30 seconds. After-hours bookings filled 32% of available slots. No-show rate decreased by 18%.
Staff spends 12-15 minutes per patient manually checking eligibility: calling the payer, navigating phone trees, verifying active coverage, checking copays, and documenting benefits. With 20 patients daily, this consumes over 4 hours of staff time.
AI connects to clearinghouse APIs for real-time eligibility checks across major payers (BCBS, UHC, Aetna, Cigna). Automatically retrieves active coverage, copay amounts, and deductible status. Requests insurance card photos via SMS when information is missing.
Result: Verification time reduced from 14 minutes to under 2 minutes per patient. Staff saves approximately 10 hours weekly. Claim denials decreased significantly.
Industry average no-show rate for outpatient clinics is 23%. Manual reminder calls don't scale with patient volume. At $150-$200 lost revenue per empty slot, no-shows cost thousands monthly. Staff struggle to keep up with callback lists.
AI sends graduated reminders (7-day, 2-day, 1-day) via SMS and email. Patients can confirm, reschedule via link, or request a callback. System detects high-risk no-show patterns and adds extra touchpoints. Updates your EHR automatically.
Result: No-show rate decreased from 12% to 9.8%. Waitlist patients fill cancellations within 2 hours on average.
Partners send tax organizers in January and spend March chasing documents. Research shows 52% of firms struggle with document delays requiring multiple follow-ups. Manual email reminders are often ignored. Projects start 3-5 weeks late, pushing deadlines and causing overtime stress.
AI sends dynamic organizers customized by entity type (individual, S-corp, partnership). Automated reminders escalate until documents are complete. System tracks missing items and sends targeted follow-ups. Files automatically map to your folder structure and practice management system.
Result: 82% of documents completed before first reminder is needed. Projects now start 21 days earlier on average.
Bulk vendor emails go out in November. Admin staff chase non-responders via phone and email. Manual data entry from PDF W-9s into spreadsheets. TIN/Name mismatches discovered during filing create deadline stress every year.
AI sends bulk outreach via email and SMS with e-signature W-9 links. Automated reminders follow up with non-responders. Real-time TIN/Name validation against IRS database prevents errors. System compiles clean 1099 data files and exports to QuickBooks or tax software.
Result: 95% completion rate achieved by early December. No manual data entry required. Deadline stress eliminated.
Outstanding AR over 60 days averages $45K for mid-size firms. Partners lack time to chase clients. Awkward money conversations risk damaging relationships. Collections fall through the cracks during busy season, and cashflow suffers.
AI sends polite graduated reminders (7-day, 15-day, 30-day) with secure payment links. System tracks email opens and clicks. Escalates accounts over 60 days to partners with full payment history. Integrates with QuickBooks to track payment status automatically.
Result: Overdue AR reduced from $45K to $18K within 90 days. Cashflow improved by $27K.
Clio's 2024 study shows only 40% of law firms answer their phone. Prospective clients call 3-5 firms simultaneously. Miss an evening call and they hire someone else by morning. Firms responding within 5 minutes see significantly higher conversion rates.
AI answers every call within 60 seconds, 24/7. Qualifies cases by jurisdiction, matter type, and timeline. Performs conflicts pre-screening and books consultations based on real-time attorney availability. Routes high-value or urgent cases to attorneys immediately with full context.
Result: 98% call answer rate achieved. Speed-to-lead under 2 minutes. 35 after-hours consultations booked in 90 days.
Admin staff manually check attorney calendars and email back-and-forth to find available times. After booking, staff wait for clients to show. Following consultations, engagement letters and payment links are sent manually. Many interested prospects fall through the cracks.
AI checks real-time attorney availability and books consultations while prospects are on the phone. Sends SMS confirmation with reschedule link. After consultations, system immediately texts retainer agreement with e-signature and secure payment link. All activity tracked in Clio.
Result: Consultation-to-retainer conversion increased by 40%. Retainers now signed same-day instead of taking weeks.
Staff take handwritten notes during intake calls, then manually type them into the practice management system. Information gets lost, details are forgotten, and follow-ups are missed. Attorneys review scattered notes before consultations with incomplete context.
AI captures complete intake details during calls including parties, timeline, key facts, and urgency. Generates clean structured summaries pushed directly to Clio or MyCase with all relevant fields populated. Attorneys receive comprehensive case briefs before consultations with zero manual data entry.
Result: Admin staff saves 15 hours weekly. Attorneys better prepared for consultations. No manual data entry required.
*Composite examples using real implementation data from actual clients. Results vary by company size, volume, and workflow complexity. Details anonymized to protect client confidentiality.
We analyze your workflow, identify quick wins, and create a focused roadmap you can approve in days.
We build, test, and deploy your automations. Your team is trained and confident before we flip the switch.
We track performance, fix issues immediately, and add new workflows as your business needs evolve.
One workflow automated from start to finish. Perfect for testing automation ROI.
Ongoing automation and continuous improvement. Scale your operations without scaling headcount.
Expert guidance without the build work. Get the roadmap, build it yourself.
Yes. We integrate with your current systems including CRMs (Salesforce, HubSpot), helpdesks (Zendesk, Intercom), finance tools (QuickBooks, Xero), calendars (Google, Outlook), and more. No expensive platform migration required.
We typically complete the planning phase within one week. The first automation usually goes live within 2 to 4 weeks after that, depending on complexity. You'll see measurable time savings immediately.
We calculate ROI using: (hours saved per month × average hourly cost) minus our service fee. We track metrics like processing time, error rates, and task volume. You receive simple monthly reports showing these numbers and cost savings.
Absolutely. We co-design every automation with your team. You review the flow before we build, test it before launch, and provide feedback throughout. We keep changes incremental so adoption is smooth.
We monitor all automations 24/7. If something fails, we receive an alert and fix it immediately. Our Run & Improve package includes ongoing maintenance, bug fixes, and support. You have a direct line to our team.
We work best with teams that have 10 to 500 employees dealing with repetitive, high-volume tasks. Common industries include: professional services, e-commerce, SaaS companies, and agencies. If you're spending hours on manual data entry or routing tasks, we can help.
Book a 20-minute consultation call. We'll discuss one repetitive task you'd like to automate and outline a focused plan to get it live in weeks.
Free 20-minute consultation • No credit card required