More billable hours, fewer chasing emails
AI agents for accounting firms, consultancies and design practices that answer enquiries, draft proposals, chase clients for documents and turn the week's work into timesheets. Your partners see utilisation while there is still time to act on it.
Proposals · Meetings · Drafting · Timesheets · Utilisation
01 In short
What does Exyconn build for professional services firms?
AI for professional services is software that handles the non-billable work around client engagements, such as proposals, scheduling, document chasing, first drafts and timesheets, so a firm's people spend more of their week on work clients pay for. Exyconn designs, builds and runs these agents on your CRM, practice management or PSA tool, accounting software and Microsoft 365 or Google Workspace. Partners keep approval of every proposal, deliverable and invoice.
Why firms are doing this now
- The firm that replies first with a clear scope and fee often wins the work.
- Most reports, engagement letters and proposals start from something the firm has already written.
- Every unrecorded call or email is time that will never reach an invoice.
- Senior people spend evenings on admin that a junior or a system could do.
- Fixed-fee work only pays if you can see an engagement running over while it is still running.
02 The reality
Where a firm's non-billable hours actually go
Managing partners at accounting firms, consultancies and design studios describe the same week. The expertise is billable; the work around it is not.
- P/01
Proposals written from a blank page
Each enquiry needs a scope, an approach, a team and a fee. Partners rebuild them late at night from old proposals they half remember, and slow replies lose work.
- P/02
Calendar back-and-forth
Kick-off calls, reviews and site visits need three or four people from both sides. Finding a slot takes a thread of emails before any work is done.
- P/03
Chasing clients for information
Bank statements, invoices, drawings, access to systems. Staff send the same reminder several times, and deadlines slip on the one thing still missing.
- P/04
Timesheets filled in on Friday
People reconstruct the week from memory, so short calls and quick reviews disappear. Invoices go out late, narratives are thin and write-offs follow.
- P/05
Past work you cannot find
The firm has done this kind of audit, feasibility study or migration before. Finding the deliverable means asking around until someone remembers the folder.
- P/06
Profitability known too late
Utilisation and margin by client are worked out in a spreadsheet after the quarter closes, when a fixed-fee engagement has already overrun.
03 Use cases
Six jobs AI takes off your fee earners
- 01
Enquiry intake and proposals
Replies to enquiries from your website and email, asks the scoping questions your partners would ask and logs the lead in your CRM. It then drafts a proposal from your templates and past engagements for a partner to edit and send.
- 02
Meetings and scheduling
Finds a time that works for your team and the client from shared calendars, sends the invite with an agenda and the documents to read, and reschedules when someone drops out.
- 03
Document drafting and review
Produces first drafts of engagement letters, reports, minutes and client memos from your templates and working papers, and checks drafts against your house style and review checklist before a senior signs off.
- 04
Timesheets and billing
Suggests time entries from calendars, calls, emails and documents worked on, matched to the right client and engagement in your PSA or practice tool. Approved time becomes draft invoices in your accounting software.
- 05
Search over past work
Answers questions such as 'have we done a transfer pricing study for a pharma client?' from your document store and CRM, returning the deliverables, the team and links to the files each person is allowed to open.
- 06
Utilisation and profitability
Combines timesheets, fees and costs into utilisation by person and margin by client and engagement each week, and warns the engagement lead when a fixed-fee job passes its budgeted hours.
04 A day with it running
One day at a 25-person accounting and advisory firm
A Tuesday in filing season. Each moment lights the part of the firm the agent is working on.
-
08:30
A kick-off call, booked without a thread
A new audit client wants to meet this week. The agent finds an hour when the partner, the manager and the client's CFO are all free and sends the invite with the information request attached.
-
10:00
An enquiry becomes a draft proposal
A logistics company asks about outsourcing its monthly bookkeeping and payroll. The agent asks about transaction volumes and headcount, logs the lead and puts a draft proposal in the partner's inbox.
-
12:15
Last year's work, found in a minute
A manager asks whether the firm has prepared a due-diligence report for a manufacturing acquisition before. The agent returns two past reports and the names of the people who worked on them.
-
15:00
A management letter, first draft done
From the audit working papers and last year's letter, the agent drafts the management letter points. The manager rewrites two of them and sends it to the partner for review.
-
18:00
Timesheets that fill themselves
Each person gets suggested entries for the day's meetings, calls and files, already matched to clients. A short call with a payroll client that would have been forgotten is on the list.
-
22:00
An overrun flagged before it grows
The weekly utilisation report shows a fixed-fee tax engagement at 90% of its hours with a month to go. The engagement lead gets a note to talk to the client about scope.
05 How it connects
Built on the systems you already run
06 By firm
What it looks like for your kind of firm
Recurring compliance, many clients
Accounting & tax firms
Most of the week goes into collecting data for returns and books, then answering clients about what is due. We start with document collection and status updates on WhatsApp, then add drafting and timesheets.
- Document requests tied to each filing deadline
- Client status answers from your practice tool
- Draft engagement letters and reports
Proposals and project margin
Management & IT consultancies
Winning work and keeping projects profitable matter most. Agents draft proposals from past engagements, keep timesheets complete and show margin by project every week.
- Proposals built from past engagements
- Searchable library of deliverables
- Weekly utilisation and margin by project
Projects with long tails
Architecture & engineering practices
Design practices juggle site visits, consultant meetings and stage-based fees. Agents schedule the meetings, keep minutes, track stage fees against hours and find earlier drawings and specifications quickly.
- Site visit and design-review scheduling
- Minutes and action lists after each meeting
- Hours against stage fees per project
07 Rollout
Useful in the first month, not the first year
We start with the admin that costs your seniors the most time, which is usually proposals or timesheets, and build out from there.
-
01 · Week 1
Audit a typical week
We look at where non-billable hours go, list your CRM, practice and accounting tools, and pick the first two jobs to automate.
-
02 · Weeks 2–4
Connect and pilot with one team
The agent is connected to your calendars, document store and practice tool and runs for one team, with people checking every draft and entry.
-
03 · Weeks 5–8
Roll out across the firm
Proposals, scheduling, drafting and timesheets are extended to other teams, and the utilisation report starts going to partners each week.
-
04 · Ongoing
Run and improve
We add new templates as your services change, review what people correct, and report the effect on billed hours each month.
08 Related
What firms pair this with
- AI/01
AI personal assistant
An assistant across inbox, calendar and notes that knows your clients and engagements.
- Inbox
- Calendar
- Notes
- AI/02
AI knowledge management
Past deliverables and know-how made searchable and kept current.
- Search
- Deliverables
- Know-how
- AI/03
AI finance and accounting
Reconciliation, payables and reporting automated with the audit trail intact.
- Reconciliation
- Billing
- Reporting
09 FAQ
Questions professional firms ask us
Will this replace our junior staff?
No. It takes admin off everyone's week: chasing documents, booking meetings, filling timesheets and producing first drafts. Juniors still do the analysis and seniors still review it, with more of their time spent on work the client pays for.
Which CRM, practice management and accounting tools does it work with?
Any tool with an API or a reliable export: CRMs, PSA and practice management tools, timesheet apps, accounting software such as Tally, Zoho Books, QuickBooks or Xero, and Microsoft 365 or Google Workspace. In the first week we confirm what your setup allows the agent to read and write.
How is client data kept confidential?
Client files stay in your own document store or a private environment set up for the firm and are not used to train public models. The agent follows your folder and client permissions, every action is logged, and the setup follows the DPDP Act 2023 in India and the GDPR for clients in Europe.
Can it work with clients who prefer other languages?
Yes. It can message clients in Hindi and other Indian languages or in the language they write in, while deliverables are drafted in the language you choose and reviewed by your team.
What happens when a draft or time entry is wrong?
Nothing it produces goes out on its own: proposals, deliverables and invoices are approved by a person, and time entries are suggestions. Corrections are tracked and used to adjust templates and matching rules.
How much does it cost?
It depends on firm size, the number of jobs automated and the tools involved. Most firms start with two jobs, often proposals and timesheets; tell us about your firm and we'll send a fixed quote for that first phase.
Next step
Show us one week of a fee earner's calendar
We'll mark which hours were admin an agent could take and estimate the effort to connect it to your tools. No obligation.