Webbit
Reduce the admin around expert advice.
Professional services firms sell expertise, but much of the week disappears into intake, document collection, scheduling and chasing. We automate the repeatable administration so advisers and consultants can protect billable time and respond consistently.
Who it is for: Accounting, legal, consulting, architecture and specialist advisory firms where client work depends on documents, appointments and follow-up.
Problems we see
- Client intake is inconsistent: Different team members ask different questions, leading to incomplete files and repeat calls.
- Documents are collected manually: Staff chase identification, financial records or project files across email threads.
- Follow-up depends on the adviser: Next steps and reminders live in personal notes rather than a shared process.
- Routine questions interrupt delivery: Clients ask about status, appointments and document requirements throughout the day.
Example workflows
Structured client intake
Starts when: A new enquiry or engagement request is received.
- Collect contact and matter details with the correct form.
- Screen for conflicts or required service type.
- Create the client and matter record.
- Prepare the engagement checklist for the assigned adviser.
A person decides: Conflicts, scope and engagement decisions remain with the firm.
Result: The adviser starts with a consistent file instead of reconstructing the enquiry from emails.
Document request and chase
Starts when: A matter requires a defined document set.
- Send the correct checklist and secure upload link.
- Track received and missing documents.
- Validate file type and basic completeness.
- Send permitted reminders and flag overdue items.
A person decides: The adviser reviews content and decides whether the file is sufficient.
Result: Document collection is visible, consistent and less dependent on manual reminders.
Client status assistant
Starts when: A client asks for a routine update.
- Identify the client and matter.
- Provide approved status information.
- Answer common process questions from the knowledge base.
- Route anything substantive to the responsible adviser.
A person decides: Advice and sensitive client communication stay with qualified staff.
Result: Routine updates are handled without interrupting deep work.
What changes
- More consistent client onboarding and document collection.
- Fewer interruptions for routine status questions.
- Cleaner matter records and handoffs between team members.
- A repeatable process that new staff can follow.
Works with
- Practice management and matter systems
- CRM and email
- Calendars and booking tools
- Secure document storage
- E-signature platforms
- Accounting and billing systems
Honest limits
- Professional advice, legal judgement and client strategy aren't automated.
- Confidentiality and engagement rules must be reflected in permissions and data flows.
- Legacy practice systems may need manual exports or a phased integration.
Questions
Is client confidentiality at risk?
Access should be limited to the minimum data required, with permissions tied to your systems. We document the data flow and avoid moving client information outside approved services without a clear basis.
Can the assistant answer advice questions?
It can answer approved process and status questions. It shouldn't provide professional advice unless a separately reviewed, regulated workflow exists.
Can it work with our practice management system?
Possibly. We check API or export options and whether the integration can respect your matter and permission structure. Where access is limited, we scope a safer partial workflow.
How do we get started without disrupting client work?
Start with one contained process such as intake or document collection, test it alongside the existing process, and expand only after the team is comfortable.
Home · Industries · Book an Automation Audit