AI & Automation for Professional Services
Part of Industries
Bill more of your week, admin less of it.
What is professional services automation?
Professional services automation is software that handles the non-billable work wrapped around a client engagement so your people don't have to. It covers proposal and scope-of-work generation, client onboarding, time and WIP capture, project status and client reporting, and invoicing and accounts receivable. A system watches for a trigger (a deal marked won, a project stage reached, an approaching invoice date) and does the next administrative step on its own. It automates the wrapper, never the expert work. The scope, the advice and the deliverable stay with the person who owns the client, and a person reviews what goes out. We build it on the tools you already run, and you own it.
Why do professional services firms automate?
A large share of a firm’s hours never makes it onto an invoice. Rebuilding the same proposal from last quarter. Keying a new client into three systems, reconstructing a week’s time from memory on Friday afternoon, assembling a status report by copy-paste. None of it is the work the client is paying for, and every hour spent on the wrapper is an hour not spent billing.
It also leaks money quietly. The revenue a firm loses is rarely a lost pitch. It’s time that never got captured, an invoice that went out three weeks late, a scope that crept because nobody wrote it down. Software handles that kind of exacting, repetitive process well, and it doesn’t forget to log the hour or send the invoice.
Automate the wrapper and the proposals, reports and invoices go out on time without anyone giving up an afternoon. Your people get their hours back for the delivery, the advice and the client time that actually earns the fee.
What we automate
Proposals & scopes of work
A won deal or a qualified enquiry becomes a drafted proposal or SOW. It’s pulled from your templates, filled in with the client’s details, pricing and scope, and ready for a person to review and send. The half-day of rebuilding a document from an old one goes. The decision about what to offer stays yours.
Client onboarding
A signed proposal starts onboarding on its own. The client is set up across your systems, the kickoff is scheduled, the intake details are gathered, and the team is notified. The setup that used to eat the first days of every engagement is done before anyone chases it.
Time capture & WIP
Time is captured against the right client and matter as work happens. Gaps get flagged before Friday, and work-in-progress is visible so nothing sits uninvoiced. Your people stop reconstructing a week from memory, and the hours that used to vanish actually make it onto the bill.
Project status & client reporting
Status and client reports assemble themselves from your PM tool, time data and project notes, in your branded format, ready for a person to review before they go out. The report that used to eat an afternoon arrives drafted. What it should say is still decided by the person who owns the account.
What's complicated about automating professional services?
Every firm’s delivery is its own. The strategy, the design, the engineering, the advice: all of it differs by client, none of it templates well, and we never automate it. We go after the wrapper instead, meaning proposals, onboarding, capture and reporting. The expert work stays with your experts, and the system prepares, fills in, chases and assembles around it rather than pretending to do it.
That’s also why a person owns the client relationship and the deliverable end to end. The system drafts the proposal, and you decide the scope and the price. It assembles the report, and a person signs off on what it says. It captures the time, and a human decides what’s billable. Automate the mechanical steps, and keep a person on every client-facing output.
We build inside your own environment rather than moving client records and project data onto a platform we own. That keeps the information within your walls, with access controlled and logged. The automation takes away the wrapper and leaves the expertise clients actually pay for.
What does success look like?
Six weeks after go-live, the wrapper around an engagement has quietly shrunk. Proposals arrive drafted the same day a deal is won. New clients onboard themselves with the kickoff already booked, time is captured as work happens instead of reconstructed on Friday, and status reports assemble and wait for review rather than being built from scratch. Invoices go out on time and chase themselves. Nobody’s delivering the work any differently. Your people just do more of the billable work, because the admin around every engagement stopped being their job. It’s the kind of system we build for professional-services firms across Australia, from our base in Melbourne.
Timesheets are reconstructed, not recorded.
Everybody knows this and nobody writes it down, so we will: time gets rebuilt on Friday afternoon instead of captured as it happens. The gap between what was worked and what gets billed is the margin, and it’s almost always wider than anyone wants to check. Capturing time as work happens is the least exciting thing on this page. It’s usually the one that pays for the build.
Why Better Automations instead of another agency?
Professional services automation FAQs
The non-billable work that wraps around the billable work: generating proposals and scopes of work from a template, onboarding a new client, capturing time against the right matter, assembling project status and client reports, and getting invoices out and paid. We build for the paperwork and the process. The expert work you were hired for stays with you, and so do the scope, the advice and the deliverable.
No, because we don’t touch delivery. Every firm’s work is its own, so we automate the wrapper and leave the expertise alone. Proposals still say what you decide they say, and reports still carry your judgement. The system assembles the draft and does the chasing, so your people spend their hours on the thinking instead of the formatting.
Yes. We build around what you already run (HubSpot, Xero, Harvest, Asana, monday.com, Ignition and the like) through their APIs, the connection points each tool publishes for other software. You don’t switch systems to work with us. If a tool has no usable API, we’ll tell you what’s realistic before you spend anything.
It stays in your systems. We don’t move client records or project data onto a platform we own. Everything runs on infrastructure you control, with access and logging set up to match how your firm works, so confidential client information never has to leave your environment for the automation to work.
That isn’t what we build it for. We build it to take away the admin that keeps them from the work they’re paid for: the re-keying, the proposal formatting, the report assembly, the invoice chasing. A consultant who isn’t rebuilding a scope doc from scratch gets that time back for the client. The people do the work.
Most builds take two to six weeks from brief to go-live and land between $3,000 and $15,000, depending on scope. You get a fixed quote and a realistic date before we start. You own everything we deliver, with no per-seat fees and no monthly platform rent.
Yes. The wrapper is the same shape either way: a proposal or SOW to get signed, onboarding to run, time to capture, status to report, invoices to send. We build it around how your engagements actually work (fixed-scope projects, monthly retainers, or both) rather than forcing your delivery into a template.
Tell us where the non-billable hours go
A couple of lines is enough. It goes straight to Aidan, not a sales team, and if it isn’t worth building he’ll tell you.
- You deal with Aidan directly, not a sales team.
- A straight answer on whether it's worth building, and what it'd cost.
- You own everything we build. No lock-in and no per-seat fees.
Thanks, we've got it.
It's gone to Aidan, not a shared inbox or a sales team. If it's urgent, call 0415 525 006.
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