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Keystone Systems

Professional services

Firms sell expertise by the hour, so every hour lost to admin is margin lost. We automate the path from first inquiry to paid invoice.

Interactive exampleProfessional services
Show the workflow

Time to invoice · Trigger: Month end

Current state

  1. 01Manual

    Partners chase missing timesheets

    Partners · Email

  2. 02Manual

    Admin exports time from the tracker

    Admin · Time tracker

  3. 03Manual

    Match time to projects and rates

    Admin · Spreadsheet

  4. 04Manual

    Build invoices by hand

    Admin · Accounting

  5. 05Manual

    Partners review every invoice

    Partners · PDF

  6. 06Manual

    Send and log invoices

    Admin · Email

Steps
6before, then after:5
Manual touches
6before, then after:0
Hand-offs
3before, then after:2
Systems touched
5before, then after:4

Showing the current state. Counts come from this illustrative workflow, not measured client results. Legend: dashed = manual, orange = automated, solid dark = human review.

Use cases

Where we'd look first.

13 automation use cases that commonly apply to professional services.

Filter these in the explorer

  • Employee onboarding & offboarding

    One HR event provisions accounts, groups, licenses and devices, and reverses all of it on exit so access is removed on day one.

    Directory & SSOService desk

  • Proposals with pricing rules

    Proposal templates that pull scope and rates automatically, so drafts take minutes rather than evenings.

    CRMCustom app

  • Time to invoice

    Time entries reconciled to projects continuously, with draft invoices generated and sent on schedule.

    AccountingCRM

  • CRM & pipeline automation

    Activity logged automatically, follow-ups scheduled and pipeline reports kept current, so nothing falls through.

    CRM

  • Prospect & competitor research

    Software that finds and enriches target accounts, for example identifying a competitor's customers from public signals.

    CRMCustom app

  • Lead capture & routing

    Leads from every source captured, deduplicated and routed to the right person within minutes, with a first reply sent.

    CRMAI agents

  • AI agent for email & support

    An agent that reads the inbox, answers routine questions from your own data, drafts the rest and escalates anything unusual.

    AI agentsEmail & inboxService desk

  • Document & request intake

    Agents that read forms, PDFs and emails, extract the fields and file them to the right record.

    AI agentsEmail & inbox

  • Intake, scheduling & reminders

    Online intake that fills the system of record, plus confirmations, reminders and waitlist fills.

    Custom appEmail & inbox

  • Client intake & engagement letters

    Intake that creates the client record, runs conflict checks and generates engagement documents.

    CRMCustom app

  • Deadline-driven transaction checklists

    Checklists that track every deadline, send reminders and collect documents automatically.

    CRMEmail & inbox

  • Reporting dashboards

    Dashboards fed directly from your systems for throughput, margin, pipeline or program metrics, with no spreadsheet assembly.

    SpreadsheetsERPCRM

  • Business-value & ROI models

    Reusable calculators that turn operational inputs into a business case, like the savings calculator on this site.

    Custom app

Relevant experience

We've worked inside this industry.

  • ConnorSDR to Account Executive at Neon One (2022–25). $1.43M pipeline over 5 quarters and built software to identify competitor customers.
Next industryNonprofits

Let's map your workflows.

A short call about how your business runs. We'll tell you honestly where automation would pay off first, and where it wouldn't.

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