Situation
Like many fast-growing companies, our client faced a familiar tension: sophisticated client demands were rising, but behind the scenes, the firm’s processes had not kept pace. The staff were missing key information and follow-ups from meetings. There was misalignment in terms of KPIs and accountability. Time entry, the lifeblood of the firm, was often delayed and riddled with mistakes.
The firm was not using outdated systems; in fact, they had current tools in place. The issue was human error and inconsistency. Staff were forced to reconstruct billable time from memory, often days later. Meeting notes got buried in email threads, and leadership lacked a reliable way to view progress across the firm. Administrative work was distracting the team from what mattered most: client service.
Leadership knew automation could help, but only if it was implemented thoughtfully, with safeguards to ensure accuracy, adoption, and compliance.
Solution
Proxxy helped our client streamline high-friction workflows through carefully chosen automation. The goal was not to replace human judgment but to reduce errors, increase consistency, and create clarity across the firm.
- Goal Tracking
KPIs, quarterly goals, headlines, and issues that needed attention were centralized into Ninety.io, eliminating versioning issues and creating a single source of truth. While some manual entry and follow-up remain, leadership finally had visibility across the firm. The real challenge was cultural; ensuring consistent use required coaching, leadership alignment, and accountability practices, all supported by Proxxy. - Meeting Notes
To free attendees from scribbling notes, Proxxy introduced AI-powered notetakers. Meetings could now be automatically recapped and tasks assigned. While occasional corrections were necessary, the shift allowed staff to stay fully engaged, improving both collaboration and accountability. - Time Entry
Time entry was where automation had the biggest impact. Our client adopted Ajax, which compiles draft entries by pulling from email and agency platforms, then learns and improves as employees update and release their time. This reduced the burden of starting from scratch and helped prevent omissions. To ensure compliance, the back office runs entries through a custom GPT that reviews them for accuracy, consistency, and adherence to billing guidelines. This two-step system, automation at the front end and AI review at the back end, reduced mistakes and gave leadership confidence in both revenue capture and compliance.
Outcome
By addressing the root causes of manual chaos, we helped our client create clarity in its operations and culture:
- Leadership gained visibility. Real-time access to firm-wide goals replaced the scramble of reconciling conflicting spreadsheets.
- Staff reclaimed time. Automated drafting and review reduced the burden of administrative tasks, letting employees focus on billable work and client service.
- Meetings became more effective. With note-taking automated, staff engaged more fully, and follow-ups were captured with consistency.
- Time entry improved. Errors dropped as Ajax streamlined the drafting process and GPT ensured compliance, reducing back-and-forth corrections and missed billable time.
- Cultural shift. Automation began to be seen as a supportive partner, not a threat, enabling the firm to work smarter, not harder.
Most importantly, automation became more than a set of tools. It became a new way of working that reduced errors, created clarity, and freed people to focus on the high-value, human side of the business.
