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A-200 · For professional services firms

Every enquiry that waits a week for a proposal is work another firm wins.

Luxarca answers the calls your partners can’t take, chases the documents every engagement waits on, and drafts the proposal and the time narrative for a partner to check. Your people keep the advice, the scope and the signature.

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ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT DISCOVERY CALLBOOKEDIN YOUR CALENDAR PROPOSALFOLLOWED UP ENGAGEMENTOPENEDIN YOUR PRACTICESOFTWARE TIME NARRATIVEDRAFTED INVOICE FORAPPROVAL NTS ELEVATION A · THE CALL PATH CALL AGENT DISCOVERY CALLBOOKEDIN YOUR CALENDAR PROPOSAL FOLLOWEDUP ENGAGEMENT OPENEDIN YOUR PRACTICESOFTWARE TIME NARRATIVEDRAFTED INVOICE FORAPPROVAL RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a firm loses engagements and hours.

None of these take new software to find. They show up in the call log, the proposal list and the timesheets. The Schematic measures each one before we build anything.

  1. 01 Front desk

    Enquiries arrive while the partners are billing.

    The partner is with a client, the manager is on site, the admin is on another line. In busy season the phone rings all day. A business owner who needs an accountant or an engineer this month calls the next firm.

    Calls and enquiries missed, by hour and day

  2. 02 Front desk

    The proposal takes a week, and the prospect doesn’t wait.

    A partner writes each proposal from an old one they remember, between billable hours. By the time it goes out, the prospect has signed with a firm that replied first.

    Days from first enquiry to signed engagement letter

  3. 03 Front desk

    Every engagement waits on the client’s documents.

    Bank statements, receipts, the trial balance, the site survey. Someone emails for them, then emails again. The work can’t start, and the deadline doesn’t move.

    Engagements waiting on client documents, and for how long

  4. 04 Front desk

    Past clients hear from you once a year, if that.

    The year-end client, the one-off project, the company you set up. Nobody asks about the next piece of work or the referral, so it goes to whoever asked.

    Past clients not contacted in 12 months

  5. 05 Back office

    Time gets written up at month-end.

    Narratives are rebuilt from memory and calendars. The invoice goes out late, the client doesn’t recognise half of it, and a partner writes it down to keep the peace.

    Days from work done to invoice sent, and write-downs by reason

  6. 06 Back office

    The firm has done this work before and can’t find it.

    The model, the memo, the drawing set that solved the same problem last year. It is on a shared drive somewhere, and the person who knew where left.

    Work only one person knows how to find or do

A-202 · How it moves

How an engagement moves through a firm.

We map the firm before we recommend anything. Every engagement passes through the same four stages.

Stage 01Intake02The work03Billing04The next engagement
Respond
Retain
Resell
Route
Reimagine
  1. 01

    Intake

    First call to signed engagement letter. Where the firm wins work, or loses it to a faster reply.

    • New or existing. Sorted on the first call
    • Fit. The kind of work, the size of it, the deadline
    • Proposal. Drafted, sent, followed up to a signature
  2. 02

    The work

    Engagement letter to deliverable. Where the hours go.

    • Documents. Requested and chased item by item
    • Workplan. Started from the approved proposal
    • Status. Updates drafted for a manager to send
  3. 03

    Billing

    Work done to invoice paid. Where realisation is made or lost.

    • Time. Captured as the work happens
    • Narratives. Drafted for the biller to review
    • Write-downs. Decided by a partner, with the reason kept
  4. 04

    The next engagement

    Last deliverable to next enquiry.

    • Recurring work. Year-end and filing dates, called ahead
    • Referrals. Asked for when the client is pleased
    • Prior work. Found and reused across engagements

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every call to the firm, sorts new clients from existing ones, and books the discovery call.

  • New clients: what they need, the kind of work, the size of it, and a call booked with the right partner
  • Existing clients: document questions and deadlines, routed to the right manager
  • Anything that needs advice or a fee passed to a person
  • Busy season, evenings and site days covered
Your client
The call is answered, even in the week before a filing deadline, and ends with a call booked or a message for the right person.
You see
Every call logged with a summary, and the discovery call on the partner’s calendar.
Underneath
Your number forwards to the agent when nobody at the firm picks up.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Follows up every proposal and chases what each engagement is waiting on.

  • Follow-up on every open proposal and unsigned engagement letter
  • Document requests sent and chased, item by item
  • Status updates drafted for a manager to approve
  • No-show recovery for booked calls
Your client
A reminder of the one document still missing, and where to send it.
You see
Which proposals are still open, and which engagements are waiting on the client.
Underneath
Follow-ups set off by proposal dates and each engagement’s document list.
RESELL · CYCLE

Resell · Rate card

Resell — the clients you already have.

Brings past clients back for the next engagement.

  • Year-end and filing-date reminders to recurring clients
  • Past project clients contacted about the next one
  • Referral requests to clients who were pleased
  • Related services offered where they fit — bookkeeping for a tax client, advisory for a bookkeeping client
Your client
A note before their year-end, or when the next piece of work is likely.
You see
Past clients contacted, and who booked a call.
Underneath
Your client list, sorted by service, year-end and last engagement.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries the new client into the firm’s own systems.

  • Client and engagement opened in your practice management software
  • Conflict and independence checks flagged for a partner
  • Engagement letter assembled from intake, sent for signature once a partner approves it
  • Workplan started from the approved proposal
Your client
Signs one engagement letter and isn’t asked for the same details twice.
You see
New engagements opened, conflicts flagged, letters waiting for approval.
Underneath
Intake details written into your practice management software.

A-204 · Back office · Reimagine

Proposals and time narratives drafted from your own past work, for a partner to check.

The first four systems work at the firm’s front door and along the path an engagement takes. Reimagine is the workspace behind them: partners, managers and staff working alongside agents on the work nobody has written down. These are the systems we build there. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Proposal drafting

    Scope, approach and team drafted from the enquiry and from the firm’s past proposals that won. A partner sets the fee and signs.

  2. 02

    Time narratives

    Time entries drafted from calendars, documents and email into narratives a client can read. The biller reviews them, and nothing is invoiced without approval.

  3. 03

    Cross-engagement insights

    Which kinds of work the firm does most, where it runs over budget, which clients come back — drawn from the firm’s own engagement history.

  4. 04

    Prior-work search

    The memo, the model, the drawing set — found across the firm’s own files, with the source attached.

  5. 05

    Status reporting

    Engagement status built from the work actually done, drafted into a client update for a manager to check and send.

  6. 06

    The firm’s methods

    How this firm runs each kind of engagement, written down from the people who know it and kept current.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

We don’t build an AI accountant or an AI engineer. The calls, the chasing and the write-ups run start to finish, so the people you bill out stay on billable work. A partner is brought in when the work needs one: the scope, the fee, the advice, anything that leaves the firm. Not by default.

AI handles

The work that repeats.

  • Answering. Every call, busy season included; says it’s an AI respond
  • Sorting. New or existing, service, size of work respond
  • Booking. Discovery calls on the right partner’s calendar respond
  • Chasing. Open proposals, unsigned letters, missing documents retain
  • Opening. The engagement, in your practice software route
  • Drafting. Proposals and time narratives, for partner review reimagine
  • Finding. Prior engagements, templates, deliverables, with sources reimagine

Brought to your people

The work that needs a partner.

  • Advice. Anything a client could rely on
  • Scope and fees. What the firm takes on, and for how much
  • Sign-off. Returns, financial statements, stamped drawings, reports
  • Conflicts and independence. The system flags one. A partner clears it
  • Write-downs. What gets billed, and what doesn’t
  • The hard conversation. A missed deadline, a fee dispute, bad news

The agent books the discovery call. It never scopes the work or quotes a fee.

Every proposal, engagement letter and deliverable goes through a partner before it leaves the firm.

A-206 · Works with what you run

Built into the software you already run.

Nobody at the firm moves to new software. The systems work inside the tools your staff already use.

Schedule A · Integrations

Software you already run

  • 01

    Practice and project management

    08
    • Karbon
    • TaxDome
    • Canopy
    • Financial Cents
    • Jetpack Workflow
    • CCH iFirm
    • Kantata
    • BigTime
  • 02

    Tax, accounting and audit

    08
    • CaseWare
    • TaxCycle
    • Taxprep
    • QuickBooks Online
    • Xero
    • Sage
    • Hubdoc
    • Dext
  • 03

    Proposals, signing and billing

    08
    • Ignition
    • Proposify
    • PandaDoc
    • Anchor
    • DocuSign
    • Deltek
    • BQE Core
    • Harvest
  • 04

    Documents and drawings

    08
    • SharePoint
    • OneDrive
    • Google Drive
    • Box
    • SmartVault
    • Suralink
    • Autodesk Construction Cloud
    • Bluebeam
  • 05

    CRM and communications

    07
    • HubSpot
    • Salesforce
    • Outlook
    • Google Workspace
    • Microsoft Teams
    • Zoom
    • Calendly
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What partners ask first.

Does this replace our admin staff?

No. It answers the calls they can’t get to — after hours, in busy season, while they’re on another line. They stop chasing documents and spend the day on the clients who need a person.

Will callers know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to your team, or booked for a callback when the office is closed.

Will the agent give advice or quote a fee?

No. It explains how the firm works and what happens next, and it books the discovery call. Anything that needs advice, a scope or a fee goes to a partner.

What about confidentiality, conflicts and independence?

The agent asks only what intake needs: who the client is, what the work is, and how to reach them. Conflict and independence checks are flagged to a partner, who clears them. Nothing leaves the firm without a person approving it.

Can it keep up in busy season?

Yes. It answers every call, however many come in at once. Anything that needs a person is logged for the right one, with a summary.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

Do we have to change our practice management software?

No. We connect to the one you run.

What happens to our phone number?

Nothing. It’s your number. Calls forward to us when nobody picks up, and you can switch the forwarding off yourself.

Where is client information held, and who can see it?

Everything the systems handle is recorded: the calls, their transcripts, the details callers give, and every message sent in your name. It is held in the systems we run for you, not on your office computer. Your team and ours can see it. We don’t sell it or use it for anything else.

Any of it is exported to you when you ask: recordings, transcripts, your client list, the documents collected, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for your business.

Where each kind of record is held, and for how long, is written into the agreement before anything goes live. You can check it against your professional obligations before you sign.

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what the firm is losing: calls missed by hour and day, the days from enquiry to a signed engagement letter, engagements waiting on client documents, and past clients nobody has contacted. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what the firm is losing.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

Book a demo Run the Leak Audit
  1. 01Calls missed, by hour and day
  2. 02Days from enquiry to a signed engagement letter
  3. 03Engagements waiting on client documents
  4. 04Past clients nobody has contacted in 12 months