Case · Consulting firm, United States
Friday reports that write themselves.
A US consulting firm’s partners spent every Friday afternoon pulling numbers from four tools into one report. Now an Analyst writes it before lunch, and an Orchestrator runs client onboarding end to end.
- Industry
- Professional services
- Team
- Partners and delivery
- Agents
- Analyst + Orchestrator
- Live in
- 30 days
Results
Illustrative case based on real projects. Figures are representative.
Before
Senior people doing junior work.
Hours, invoices, pipeline and project status lived in four different tools. Every Friday, the partners exported, pasted and checked. Every new client meant two weeks of emails to collect documents and set up the project.
The most expensive people in the firm were the ones doing the copy-paste. And hours nobody logged on time never made it onto an invoice.
What we built
Two agents that do the admin nobody bills for.
Connected to HubSpot, Google Drive, QuickBooks and Slack. Partners read the report in Slack, as before.
HubSpot, QuickBooks, Drive
Hours, invoices, pipeline and documents, where they already are.
Orchestrator
Runs onboarding: collects documents, sets up the project, books the kickoff.
Analyst
Writes the weekly report and flags projects over budget and hours not yet billed.
Partners
Anything sent to a client is approved by the account lead first.
- Approval rule
- Anything client-facing is approved by the account lead
- Shared memory
- Past proposals, rate cards, project templates, client history
- Connected to
- HubSpot · QuickBooks · Google Drive · Slack
The 30 days
From first call to live, week by week.Week by week.
- WEEK 0
Diagnose
Sat in on a Friday report and two onboardings. Mapped every step and tool.
- WEEK 1
Map
Access to HubSpot, QuickBooks and Drive. Metric signed off: partner hours on admin.
- WEEK 2
Build
Analyst and Orchestrator built, report layout agreed with the partners.
- WEEK 3
Prove
Agents ran in parallel with the old process. Numbers checked line by line.
- DAY 30
Live
Friday report delivered by the agent. Onboarding fully automated.
After
What changed.
Measured from the command center, against the metric agreed in week one.
| Metric | Before | After 90 days |
|---|---|---|
| Partner hours on the weekly report | 14 h | 1 h |
| New client onboarding | 2 weeks | 3 days |
| Report errors per month | ~12 | 1 |
| Proposal turnaround | 5 days | Same day |
| Projects flagged over budget early | Rarely | Every week |
| Hours left unbilled per month | ~20 h | ~4 h |
- Partner hours on the weekly report14 h, now 1 h
- New client onboarding2 weeks, now 3 days
- Report errors per month~12, now 1
- Proposal turnaround5 days, now Same day
- Projects flagged over budget earlyRarely, now Every week
- Hours left unbilled per month~20 h, now ~4 h
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