The yes arrives
The engagement letter goes out for signature from your own template, with the fee and the scope already filled in.
Industries
AI for practices: the engagement letter goes out five minutes after the yes
Nothing changes for your fee earners.
Same practice software, same templates, same signature at the bottom of the letter. What changes is that the engagement letter goes out five minutes after the client says yes instead of two days later, and the onboarding chases itself, so the first invoice can move forward by up to a fortnight.
01
What two weeks of onboarding costs you
A fortnight of onboarding is a fortnight of unbilled time on work you have already won and already staffed.
- The letter goes out minutes after the yes, so the clock on your first invoice starts in the same week
- The chase names the specific missing document, twice, so a file does not sit at ninety percent for two weeks
- Time on a call is suggested the same day rather than reconstructed on Friday at half its real length
- The monthly pack arrives drafted, so the hours go into the advice the client pays for instead of the assembly
WhatsApp us one engagement letter and one onboarding pack, +27 73 932 6852, and we send back the filled letter and the chase sequence we would run for a new client of that type. Strip the client name out first if you would rather.
02
Onboarding, from yes to first meeting
The pack is sent
to the client contact, asking only for what is missing for that client type. Nobody receives a request for a document you already hold.
Documents come back
and are read, named to your convention and filed against the client. Nobody renames a PDF by hand.
Reminders go out
naming the specific outstanding items, twice, politely, and they stop the moment the item arrives.
You see one line on Friday
Ready to start, or waiting on one document, with the client's number next to it.
03
Proposals that go out the same day
A proposal written on the day of the meeting wins more work than a better one written the following week. Everybody in a practice knows this and everybody still runs late.
After a scoping call the draft is assembled from what was actually discussed and from your own prior proposals: scope, exclusions, fee basis, timeline, terms.
You do the part that matters, which is judging whether the scope is right and whether the fee is right. That is fifteen minutes rather than an evening.
04
Time capture without the Friday reconstruction
Unrecorded time is the quietest way a practice loses money. Read the middle column and decide whether it describes your week.
| What you did | How it gets recorded now | What we set up |
|---|---|---|
| A 40 minute client call | Remembered on Friday, logged as 30 | Suggested entry off the calendar, client already matched |
| Two emails and a document review | Not recorded at all | Prompted the same day, one tap to accept |
| Work by a colleague on your matter | Chased at month end | Visible on the matter as it happens |
| Write-offs | Discovered at billing | Flagged while there is still time to have the conversation |
The entries are suggestions and a person confirms them, because a bill has to be defensible.
05
The monthly pack builds itself and you sign it off
Recurring reporting is the clearest case in a practice, because the shape never changes and only the numbers do.
The figures are pulled from where they already live. The commentary is drafted from the movements actually worth commenting on. The pack arrives in your format, ready to read.
Then you do the part the client is paying for, which is deciding what it means and saying so.
06
One new client, twice
Before
- Tuesday 11:15: the client says yes
- Thursday: somebody finds the letter template and edits last month's version
- The following week: three emails asking for documents, one of them asking twice
- Two weeks later: work starts and the first invoice already feels late
After
- Tuesday 11:20: letter out, pack sent, file open
- Thursday 09:00: reminder naming the two missing documents
- Friday 08:30: one line tells you the file is ready
- Work starts the same week and nobody typed the client's details twice
Who gets access, and to what
You grant it, in your own accounts, and you can withdraw it in one click.
- We ask for the specific systems the job touches: your document store, the inbox the packs go out from, your practice or billing software. Not client files outside that scope, and not your trust account.
- The logins are created by you, in the practice's own accounts, in our names, so every action carries a name and removing us does not disturb your team's passwords.
- Client documents stay in your storage. Nothing we build keeps a second copy on our side, and where each item sits is set out in writing before you switch anything on.
- Anything sent for a demo is deleted within seven days. Redact the client name if you prefer, because the shape of the document is what we need, not the person.
- Everything runs on your accounts and your subscriptions, and you own the setup along with the written instructions, so you are not tied to us to keep it working.
- Screen shares by default. Someone comes into the office when the job needs sitting next to whoever actually does the onboarding, because the real process is never the one in the procedures manual.
08
The limits, said plainly
It drafts. It does not advise. Nothing leaves with your name on it unless a person has read it.
If your templates are ten years old and contradict each other, tidying them is the first job. It is a couple of afternoons, it costs a fraction of any build, and if that turns out to be all you needed then that is a good outcome and you keep the rest of your money.
The numbers, in one place
- Document processing first, because that is the number owners ask about.
- Engagement letters and onboarding pack documents are R24.90 each, flat, no bands.
- Twenty new clients a month with six documents each is 120 documents, which comes to R2,988.
- A practice onboarding a hundred clients a month at the same six documents is 600 documents, which comes to R14,940.
- Putting a standard document setup in costs nothing; a complex one is quoted before we start.
- One tidy place where your clients and matters live, from R20,000.
- What moves it: how many people use it, how many records come across and how much they disagree with each other.
- The onboarding chase or proposal drafter agent, at practice volumes, is a standard agent: several formats, your own rules, writing into two systems.
- Implementation is free for a standard agent; a complex build is quoted before we start, so you see the number first.
- Then a monthly subscription, set by how much work the agent does: from R1,000 a month for a simple agent doing one job in one format, from R2,500 a month for a standard agent like this one, and from R5,000 a month for a heavy agent with high volume, many exceptions and several people relying on it. The subscription covers the agent running, the model costs, monitoring, and the changes when a supplier alters a format or your rules change. It is month to month, you own your data, and the process map stays yours. Getting your practice software, your document store and your billing to pass information to each other is quoted per job, and you see the number before anything starts. What moves it: whether each has a proper way in. Dashboard from R15,000. Website from R12,000. Care plan for the website, from R7,000 a year. It covers hosting, monitoring, security and small changes.
Straight answers
Questions owners ask us
It is designed in from the first conversation: what gets processed, where it sits, who can see it and how long anything is kept, all of it in writing before you switch anything on. Client documents stay in your own storage. If a workflow cannot be built safely, we say so instead of building it.
No. It drafts the routine parts, which are the pack, the reminder and the report commentary based on numbers that already exist. The judgement stays with the person whose name is on the letter, and every draft goes through a human before it leaves the practice.
Usually not. The first job is getting your tools talking, so what you already run hands information to your email, your document store and your billing. If a system genuinely cannot be connected, we tell you on the first call rather than after you have paid for a discovery.
One tidy place where your clients and matters live starts at R20,000. Documents like engagement letters and onboarding packs are R24.90 each, flat. Setting up a standard agent, like the onboarding chase, costs nothing, then it is a subscription based on how much work it does, from R1,000 a month for a simple agent, from R2,500 a month for a standard one, and from R5,000 a month for a heavy one. Dashboards from R15,000.
It carries on, because it runs in your accounts and on your subscriptions rather than ours. You own the setup, the logins and the written instructions, handed over when the job is signed off rather than negotiated at the end. Nothing routes through our infrastructure, so another developer can take it over from the documentation.
Nobody full time. It sits inside the tools your team already opens and someone reviews drafts as part of a normal day. Template and rule changes are covered by the agent's monthly subscription, so there is nothing extra to buy when something shifts. A care plan, from R7,000 a year, covers the website: hosting, monitoring, security and small changes.
The next step
Send one engagement letter and one onboarding pack to WhatsApp +27 73 932 6852 and we will send back the filled letter and the chase sequence for a new client of that type.
If you would rather talk it through, call the same number, email [email protected], or book twenty minutes and we will walk one client from yes to first invoice.
Or email [email protected]. No slides, and no invoice for the conversation.