SampleNot a real client. The firm is made up and every number is illustrative. Your plan uses your own volumes and hours.
Atlas Programming Solutions
AI workflow plan
Example firm, 12 people
1Summary
Your team spends most of its routine time on three things: chasing documents from clients, retyping intake forms, and answering “where's my file?” calls.
Two of these are good fits for AI and should pay for themselves quickly. One (the billing spreadsheet) isn't worth automating yet.
- 3workflows worth building
- 13–19 hrsa week, estimated, across all three
- 1thing we'd leave alone
2Who we talked to
- Managing partnerGoals, budget and priorities
- Front desk (2)Calls, intake forms and scheduling
- Case managers (3)Documents, follow-ups and file prep
- Billing (1)Invoices and the billing spreadsheet
3How a new case moves today
Each step shows who does it and roughly how long it takes on a typical file. Steps with a gold bar are where AI can help.
- Client calls or emailsFront desk · 5 min
- Intake form retyped into the case system (AI can help)Front desk · 10 min
- Case manager reviews the fileCase manager · 20 min
- Missing documents chased by email (AI can help)Case manager · 30+ min over days
- “Where's my file?” calls answered (AI can help)Front desk · 5 min each
- Work completed and billedCase manager, billing
4Opportunities, ranked by hours saved
| Opportunity | Hours a week | Effort | Build price | Priority |
|---|---|---|---|---|
| Missing-documents agent. Asks clients for what's missing, checks replies, follows up. | 8–12 | Medium | $2,500–$3,500 | Start here |
| Intake to case file. The case is created from the form, with no retyping. | 3–4 | Low | $2,000–$2,500 | Start here |
| Status updates by text, so clients stop calling to ask. | 2–3 | Medium | $2,000–$3,000 | Next |
| Rebuild the billing spreadsheet. | About 1 | — | — | Leave alone |
Hours are illustrative estimates from interviews. Prices are fixed before any build starts.
5Our recommendation
Start with the missing-documents agent
It saves the most time, it touches every open file, and your team already knows which documents each case needs. We'd build it in your existing email and case system, test it on real files with your case managers, and keep a person approving replies for the first few weeks.
- Build price
- $3,000 (fixed)
- Audit fee creditedthe project is $2,000 or more
- −$750
- You pay
- $2,250
6After it's live
- We watch it every week and fix anything that breaks.
- We adjust it as your forms, documents or staff change.
- A short monthly note: what it handled and what we improved.
- Ongoing support is 10% of your build cost per month, with a $500 minimum. You can stop any time.
7Next steps
- Read the plan with your team. Ask us anything in the walkthrough.
- Decide what to build first, if anything. The plan is yours either way.
- If you go ahead, we confirm the fixed price and a start date.
