Professional services firms

Your billable hours should be
spent on client work.
Not on chasing paperwork.

Law firms, accounting practices, consultancies, and professional services firms all share the same bottleneck: too much billable-quality time spent on intake, proposals, follow-up, and client admin. Magnex AI handles all of it — so your licensed staff can focus on the work that actually requires their expertise.

Where professional services firms bleed billable time

Administrative overhead is the hidden cost in every professional services firm.

Slow intake and qualification

Prospects who don't hear back within an hour call the next firm on the list.

Referrals, website inquiries, and cold outbound prospects all expect a fast response. When the first available consultation slot is three days out and the phone goes to voicemail, the prospect moves on. The AI Receptionist answers every inquiry immediately, qualifies budget and urgency, answers common questions about services and process, and books the initial consultation directly into your calendar — without a paralegal or admin coordinator managing the inbox.

Proposal bottlenecks

Every day a proposal sits unsent is a day the prospect considers alternatives.

Engagement letters, scope-of-work documents, retainer agreements, and fee proposals take time to draft — time that comes directly from billable capacity or from evenings. The Document Agent pulls intake data, generates a formatted proposal from your template, sends it for e-signature via DocuSign or HelloSign, follows up automatically on unsigned documents, and triggers onboarding workflows the moment the signature lands. One professional services firm cut proposal turnaround from 8 days to 4 hours.

Outstanding invoices

Following up on unpaid invoices is the task everyone postpones and nobody enjoys.

Professional services firms routinely carry 30–60 day AR cycles not because clients refuse to pay, but because nobody sends the second reminder. The Payment & Invoice Agent generates invoices automatically after engagements complete, sends payment links via SMS (Stripe or Square), follows up on outstanding balances on a defined schedule, and logs everything to QuickBooks or Xero. Collections improve without awkward conversations.

Lapsed client relationships

Past clients who felt forgotten are the easiest referral source to lose.

Law firms, accountants, and consultants often have long intervals between engagements — which creates a window where a competitor can step in. The Retention Agent manages post-engagement check-ins, seasonal outreach (tax season, fiscal year-end, compliance deadlines), referral request sequences, and educational SMS/email campaigns that keep your expertise visible between matters. Clients who hear from you consistently refer 3× more than those who don't.

Recommended agent stack

What most professional services firms deploy first.

01

AI Receptionist

Answers every inquiry 24/7, qualifies prospects, answers common questions about services and process, and books consultations directly into your calendar.

09

Document Agent

Auto-generates proposals, engagement letters, and retainer agreements from intake data. Sends for e-signature, follows up on unsigned docs, triggers onboarding when signed.

13

Payment & Invoice Agent

Auto-generates invoices, sends SMS payment links, follows up on outstanding balances, and logs to QuickBooks/Xero. Reduce AR days without awkward calls.

10

Retention Agent

Post-engagement check-ins, seasonal outreach, referral requests, and educational campaigns. Keep your firm top of mind between matters.

05

Reporting Agent

Daily brief on new inquiries, proposals sent and signed, outstanding invoices, and pipeline velocity — delivered to your phone each morning.

Field results

What professional services firms see in the first 60 days.

Proposal turnaround · General Contractor, Marietta (adjacent use case)
Before Magnex we were taking 7–8 days to turn around a written proposal after the initial walkthrough. By the time the client got it, they'd already called two other companies. The Document Agent gets a proposal out the same day intake is complete — sometimes within hours. Close rate went from 19% to 34% in the first 90 days.
Owner General Contractor, Marietta, GA
Intake + qualification · Professional services firm
We were losing inquiries to slow follow-up — a new lead would come in over a weekend, nobody would see it until Monday, and by then they'd already moved on. The AI Receptionist now responds within seconds. Initial consultation bookings went up 60% in the first month without any change to our marketing spend. We were just losing leads we didn't know we had.
Managing Partner Professional Services, Atlanta

Built for professional services firms

The audit maps your intake-to-close workflow and identifies where billable time is being lost to admin.

30 minutes. No pitch deck. A straight answer about what to automate first and what the ROI looks like for your specific practice.

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