A new-client forms check
- Suits
- Firms where each new client means a stack of forms.
- Does
- Checks every form before it goes out, and chases the gaps.
- You get
- Clients set up right the first time.
Got here from an email we sent? You've found the right people.
Have you ever found out too late about something you'd have caught yourself?
A busy week hides things. Not because you're careless, but because nobody can read it all.
We take the reading, sorting and chasing off people's desks, in every department.
We work with owner-led US firms of roughly 20 to 1,000 people. Usually the owner still sees too much of the mail.
Straight answers
The questions owners ask us first.
What do you actually do?
We find the dull, repeated work in a firm and hand it to software. It reads, sorts and drafts. A person still makes every call.
Which parts of the business?
All of them: sales, finance, operations, HR, customer service and marketing. Twelve common jobs are listed further down.
Are we big enough for this?
Most firms we talk to have 20 to 1,000 people. If good staff lose hours to reading and chasing, you're big enough.
Do you need our logins to start?
No. The first conversation needs no access at all. If you go ahead later, you choose what we can read.
Will it send emails by itself?
No. Nothing goes out without a person approving it. It prepares the work, and your people decide.
What if it's the wrong tool for us?
Then we say so. Sometimes the answer is a checklist or a hire. We'd rather tell you than build the wrong thing.
Who would we talk to?
One of our co-founders. It's free, takes about an hour, and you can bring your whole list.
What should we prepare?
Nothing. Come as you are. We'll ask how your week runs and listen.
The jobs we hand to software, by department.
Two from each department. Every one is a job someone does by hand today.
-
Sales · Follow-ups
Quotes you promised, actually sent
Now: You told a client you'd send numbers by Friday. Friday passed under other work.
Then: A weekly list shows every open promise in your sent mail, oldest first.
Clients get what you said before they have to chase you.
Insurance agencies · Construction
-
Sales · Enquiries
New enquiries answered while they're warm
Now: Web enquiries wait until someone free reads the inbox. Sometimes that's two days.
Then: Each enquiry is read on arrival, sorted by fit, with a reply drafted.
Good prospects hear from you the same morning.
Home health · Wealth management
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Finance · Collections
Overdue invoices chased politely, every week
Now: Late payers get chased when someone remembers, usually at month end.
Then: Each Monday lists who is overdue, with a courteous note drafted per client.
Cash comes in sooner, without awkward calls.
Staffing · Wholesale distribution
-
Finance · Receipts
Card spend matched to its receipts
Now: Card statements arrive with half the receipts missing. Someone hunts for the rest.
Then: Each charge is paired with its receipt, and gaps are listed by person.
The books close without a receipt hunt.
Construction · Accounting and tax
-
Operations · The owner's mail
The client note that needs you, read first
Now: Your inbox fills overnight. A client's urgent question hides between alerts and receipts.
Then: Before 8 a.m., a short page lists the few emails that need you, in order.
You reply to the right person first.
Staffing · Property management
See the morning read -
Operations · Sign-offs
Everything stuck waiting on your yes
Now: A proposal, a refund and a hire each wait for your sign-off. You're in meetings all day.
Then: One short list shows what waits on you, and for how long.
Ten minutes clears it, and work moves again.
Accounting and tax · Manufacturing
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HR · New starters
New hires ready on their first morning
Now: HR, IT and payroll each own a piece. Day one starts with missing logins.
Then: Every step starts when the offer is signed, with owners and dates.
People do real work from day one.
Staffing · Home health
See the readiness list -
HR · Time off
Leave requests that don't wreck the rota
Now: Requests arrive by text and email. Clashes show up the week they happen.
Then: Each request is checked against your cover rules, and clashes are flagged early.
Managers approve with the whole picture in front of them.
Manufacturing · Home health
-
Customer service · Client paperwork
Documents chased with a personal note
Now: Some clients never open the portal. Staff end up chasing them by phone, one by one.
Then: A weekly list names who owes what, with a note drafted in your firm's voice.
Staff review documents instead of hunting for them.
Accounting and tax · Wealth management
-
Customer service · New clients
New-client forms complete the first time
Now: One blank signature bounces a set of forms back, and the client is asked again.
Then: Each form is checked for blanks and signatures before it goes out.
New clients find you easy to join.
Insurance agencies · Wealth management
See the forms check -
Marketing · Existing clients
Clients told what else you do
Now: Clients buy one service and get the second elsewhere. Nobody had time to ask.
Then: A monthly list groups clients by the service they lack, with a note drafted.
Clients buy from you first.
Insurance agencies · Accounting and tax
See the gap list -
Marketing · Reviews
Pleased clients asked for a review on time
Now: Review requests go out in bulk, or never. Unhappy clients get asked too.
Then: After a finished job, a request is drafted only for clients who were pleased.
More of the right clients speak up for you.
Home health · Construction
Where it shows up, sector by sector.
- Wealth management
- New-account forms checked before the custodian sees them.
- Insurance agencies
- The auto client with no umbrella cover gets a note, not silence.
- Accounting and tax
- Engagement letters and source documents in before the deadline rush.
- Staffing
- Contractor forms, screens and start dates tracked as one list.
- Home health
- Caregiver orientation booked before the first visit, not after.
- Manufacturing
- Safety training finished before the first shift starts.
- Property management
- An owner's question about a vacancy answered the same morning.
A normal week, seen from the owner's chair.
- Monday's inbox holds a client question you'll only see on Wednesday.
- A new client's forms come back with one box left blank.
- A new hire spends day one without a login.
- None of it is hard. There's just more than anyone can read.
Four we've written out in full.
Each one belongs to a family of similar jobs. Yours will differ in the details.
A monthly gap list
- Suits
- Firms whose clients buy one service and need several.
- Does
- Finds who lacks what, and drafts a note for each group.
- You get
- Clients buy the second service from you.
A first-day readiness list
- Suits
- Firms that start new people every week or season.
- Does
- Runs every onboarding step across HR, payroll, IT and managers.
- You get
- New hires work from day one.
A morning mail read
- Suits
- Owners whose clients write to them directly.
- Does
- Sorts the inbox before you open it, the important few on top.
- You get
- You answer the right client first.
What's it worth? Do the sum yourself.
One job, in hours
Pick one job from the list above. How many land each week, and how long does each take?
About hours a year.
Counted over 48 working weeks. Multiply by the hourly cost of whoever does it today.
Our rule: where it pays, or not at all.
We look at your week before we look at any tool.
If a process already runs fine, we leave it alone.
We'll tell you when AI is the wrong answer.
Your people spend their week on the work that needs them.
Talk to a co-founder about your list.
- Free, and about an hour.
- No access, and nothing to prepare.
- You leave knowing which jobs are worth doing.
Give us your name and work email. A person will write back to set it up.
Got it. A person will read it.
Expect a reply, normally within a working day.
Replies come from a person, normally within a working day.