Firms · accounting firm

From writing messages all day to approving drafts

Firms of 10–17 people where most of the business comes in through WhatsApp and email, and where the partner spends about 4 hours a day answering messages. We designed a single inbox with the reply already written, a daily WhatsApp briefing and tracking of onboarding, offboarding and payments. The team approves instead of writing. Everything that goes out is signed by a person at the firm.

Team10–17 peopleCitySpainDuration6–9 weeksStatusDesign case · proposal

Estimate based on figures declared by the client. Not a measured result.

3–6 min → ~20 sto answer a client WhatsApp (from writing to approving)

3 out of 4drafts go out untouched (target)

9–13 h/weekgiven back to the partner

≈ 825 h/yearof capacity freed across the team

Before / after, projected

Answering a WhatsAppWriting, 3–6 min eachApproving, ~20 s

Every morning's cash positionLog in to the bank and check by handBriefing twice a day, by WhatsApp

A new clientEmail by email, ~2 h back and forthChecklist, contract and follow-up handled

An overdue paymentChased from the calendarReminder prepared when it falls due

“What happened with this client?”Search email, WhatsApp and ExcelAnswer with the source in front of you

Profitability per clientNo dataFees against recorded effort

System agents

01Inbox with draftsWhatsApp and email in one place, with the reply written in each person's voice.

02Daily briefingWhat came in, what went out and what is on hand, plus pending decisions, twice a day by WhatsApp.

03Case filesOnboarding, offboarding and documentation, with status and owner.

04CollectionsNotices and reminders prepared when payments fall due.

05Firm copilotAnswers about clients and criteria with the source cited.

Starting point

~4 h/day of the partner spent only answering messages.
100+ WhatsApp messages and ~50 emails a day; ~80% of the business comes in through WhatsApp.
~200 contracts in the book (≈ 65% self-employed, ≈ 35% companies).
The client estimates that 70–80% of the work is mechanical (verbal estimate, not measured).

Estimated impact

Team: 9 people × 25 min/day × 220 days ÷ 60≈ 825 h/year.

Partner: from ~20 h/week on messages and admin, 9–13 h/week are recovered.

The hours do not turn into payroll savings: they are capacity to grow without hiring.

Summarises two accounting-firm projects, so some figures are ranges. Estimate based on figures declared by the firms. Not a measured result.

«I don't know how I cope.»Partner at a firm, diagnostic session

How the human decides

No bot talks to clients; everything that goes out is signed by a person at the firm. Autonomy is earned task by task, revoked with a message, and every action is logged.

Clients published anonymously.

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