We build AI systems that handle client document collection, deadline tracking, engagement follow-up, and reporting workflows — so your team spends time on billable work, not chasing paper.
Free scoping call — no commitment, no invoice until you approve a written spec.
Six operational gaps that cost your firm billable hours, client retention, and margin — every single year.
Every engagement starts with chasing the same documents. Manually. By email. Every year. It's your team's least billable activity.
Tax deadlines, extension deadlines, filing deadlines — tracked in spreadsheets or memory. One miss is a client relationship and a potential liability.
Quarterly and annual reports assembled by hand from multiple sources. Senior staff time doing work that shouldn't require senior staff.
Proposals sent with no automated follow-up. Work in progress with no system to flag stalls. Revenue stuck in the pipeline.
Time entries not captured, invoices delayed, collections manual. The billing cycle has leaks at every stage.
Busy season creates a predictable capacity crisis every year. No system to redistribute workflow intelligently before it becomes an emergency.
A fully managed system, built to your workflow, live in 30 days. No internal IT required.
Automated client document collection sequences that start weeks before the deadline and escalate until received — your team never chases paper again.
Deadline monitoring with automatic alerts to both staff and clients before anything is at risk — no deadline surprise ever again.
Engagement follow-up sequences that move proposals to signed and work-in-progress to complete — revenue stops stalling in the pipeline.
Monthly client reporting summaries assembled automatically without senior staff involvement — delivered on time, every time, without anyone asking.
The system pays for itself by replacing manual operational overhead — and keeps paying every year after.
| Item | Detail | Annual Cost |
|---|---|---|
| Vanguard Creative System | Standard + Operator tier — fully managed, live in 30 days | $42,500 yr 1 |
| What It Replaces | Client services coordinator + admin (salaries, burden, benefits) | $90–120K + burden |
| Net Year-One Savings | After full system cost — conservative estimate | $48–78K |
| Ongoing Annual Cost | Year 2+ managed operations | $30K /yr |
Busy season used to mean every partner doing admin work nobody should be doing at their billing rate. Now the document collection runs itself, the deadline tracker runs itself, and we go into April without the same chaos we had every year.
Managing Partner, Regional CPA Firm, Louisiana
We map your operation, identify the highest-impact workflows, and deliver a written spec with exact costs and projected outputs — before you commit a dollar.