Professional Services
AI Client Intake for Accounting & Tax Firms
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Professional Services
AI Resource Planning
Staff are matched to upcoming engagements by skill and availability, with capacity crunches and bench time flagged in advance.
Staffing decisions often happen in a partner's head or a spreadsheet nobody trusts. AI Resource Planning reads your pipeline, skills and availability data and shows who fits each upcoming engagement, where capacity will run short and who is sitting on the bench. It suggests, and your resourcing lead decides. Nothing is booked or reassigned in your systems without a person choosing it.
- Staffing suggestions for each new project by skill and availability
- Capacity crunches and bench time flagged before plans are locked
- Alerts when anyone is over- or under-booked
$5,400
20–30 working days
Optional maintenance $270/mo
What it is
AI Resource Planning matches your people to upcoming projects and engagements by skill and availability, forecasting where capacity will run short or sit idle before a staffing plan is locked in. It suggests staffing for each new project and alerts you to anyone who is over- or under-booked.
Why businesses buy it
In professional services, people are the product. Overbook your best people and quality and retention suffer. Leave others idle and margin disappears. Firms usually see these problems only after the staffing plan is set and the project is already running. AI Resource Planning puts skills, availability and the pipeline in one view, so partners make staffing calls with the facts in front of them. The Scope Card fixes the data sources, the dashboard and the alerts before you order, and nothing is changed in your systems.
Problems this solves
Staffing plans are made from memory of who is free
The build matches your people to upcoming projects by skill and availability. It suggests staffing for each new project, so managers start from a reasoned option.
Capacity crunches are spotted only when deadlines start slipping
It forecasts where capacity will run short or sit idle before a staffing plan is locked in. Alerts arrive through one channel, such as email or Slack.
Some people are overbooked while others sit idle
Up to five alerts flag anyone who is over- or under-booked. Managers can rebalance before burnout or idle time sets in. Problems surface while there is still time to move work around.
Planning data sits in several tools that never agree
The build reads up to three data sources, read-only, and brings them into one view. Results are checked against three months of your historical data before launch.
A good fit if
Partners currently staff new engagements from memory or a spreadsheet, and finding out who has capacity next month takes several phone calls.
You already track skills, roles and current assignments somewhere, in a practice management system, a spreadsheet or a resourcing tool, even if it is not kept perfectly current.
You want upcoming projects matched to available people by skill before a staffing plan is locked in, with capacity crunches or bench time flagged early.
You are comfortable naming up to 25 metrics or recurring questions, such as utilization forecast by team, and receiving one dashboard or report plus up to five alerts.
Not the right fit if
You need patterns in hours already logged analyzed, not people matched to future work. See AI Timesheet Intelligence, which looks backward instead of forward.
You need scope drift against the original SOW tracked, not staffing forecasts. See AI Scope Management.
You need the actual task reassignment carried out, not a staffing recommendation. See AI Delivery Agent, which acts on delivery work directly.
You need more than 25 metrics or more than three data sources. Add a note at checkout and we quote it, or start from our Custom AI enquiry form.
How it works
- We connect, read-only, to up to three data sources you name, such as your practice management system, project pipeline or a skills spreadsheet.
- You define up to 25 metrics or recurring questions that matter to your firm, such as utilization forecast by team, upcoming bench time, or skill gaps against pipeline work.
- Resource Planning reads each person's current assignments, skills and stated availability, then matches them against upcoming projects and engagements in your pipeline.
- On the cadence you set, it assembles a dashboard or recurring report showing where capacity will run short, where people are likely to sit on the bench, and who fits which upcoming engagement.
- Up to five alerts flag anything urgent between reporting cycles, such as a project starting in two weeks with no one staffed against a required skill.
- We check the results against three months of your historical staffing and utilization data before launch, so the forecasts match how your firm actually allocates people.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- Read-only access to each staffing or practice management system Resource Planning should read from.
- Your own definitions of the key metrics, such as utilization forecast by team and what counts as a skill gap.
- At least three months of historical staffing and utilization data to check the forecasts against.
- The report recipients and the delivery channel they should receive it on.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One decision-maker who can approve the metric definitions and sign off at launch.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, data sources and metric definitions confirmed.
Weeks 1–2
The staffing dashboard or recurring report built against your metrics.
Week 3
Practice management and pipeline systems connected read-only, alert rules configured.
Weeks 3–4
Results checked against three months of your historical staffing data.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $5,400 |
| Express | 15–25 working days | $6,200 |
| Rush | 10–20 working days | $7,000 |
What you receive at handover
- AI Resource Planning, configured and deployed to your environment
- One dashboard or recurring report with up to 25 defined metrics and up to five alerts
- Read-only connections to up to three data sources
- Delivery through one channel, such as email, Slack or a web dashboard
- A test report checking results against three months of historical data
- An admin guide, the recorded handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Can help managers staff projects with more confidence
- Helps spot capacity shortfalls before they hit delivery
- Makes workload easier to balance across the team
- Time to staff a new project
- Compare the time from project approval to confirmed staffing, before and after launch.
- Over-booked people each month
- Count over-booking alerts each month and how many were resolved.
- Team utilization spread
- Compare the gap between the busiest and least busy people for a quarter before and after launch.
Before you start: Record how long staffing a new project takes and how many people were over-booked last quarter.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running AI Resource Planning afterwards costs roughly $20–150/month (AI model usage + hosting/scheduler), billed directly in your own accounts and moving with how many metrics and alerts you run.
AI usage during the build and testing is also billed to your accounts, so you keep ownership of every provider relationship. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes and a monthly allowance of change hours, which covers a new metric, an added alert or a changed skills matrix. It starts after the 30 days of support, bills monthly, and can be cancelled any month.
$270/mo (5% of the build price a month, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A resourcing tool bills per seat whether a staffing plan gets built or not | An ops lead re-staffs projects from memory each cycle | Ours is one fixed price, shown on this page before you buy |
| Scope | A resourcing tool gives you a generic skills grid you configure yourself | Scope depends on the ops lead's time that cycle | Ours is written on the Scope Card before purchase |
| Forecast accuracy | A resourcing tool rarely checks forecasts against your own historical staffing first | Accuracy depends on who built the plan | Ours is checked against three months of your own historical data |
| Delivery | Sign-up is instant, wiring up real staffing rules is not | Typically several weeks before work even begins | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How much does AI Resource Planning cost?
The one-time build price is shown in the price and delivery panel on this page, next to each delivery speed. It covers everything on the Scope Card: the metrics you define, the dashboard or report format, up to five alerts, and a check of the staffing forecasts against three months of your historical data before launch.
How is AI Resource Planning different from AI Timesheet Intelligence?
Resource Planning looks forward, matching people to upcoming projects and engagements by skill and availability before a staffing plan is locked in. AI Timesheet Intelligence looks backward, analyzing hours already logged to flag utilization gaps and unusual entries. One helps decide who works on what next, the other checks what already happened.
Does AI Resource Planning assign people to projects automatically?
No. It produces a dashboard or recurring report showing who fits which upcoming engagement by skill and availability, plus alerts for capacity crunches or bench time. A partner or resourcing lead still makes the final staffing call, and nothing is booked, reassigned or written back into your systems without a person deciding first.
How much does AI Resource Planning cost to run each month?
Roughly $20 to $150 a month in your own accounts, covering AI model usage plus hosting and the scheduler. The figure moves with how many metrics and alerts you run and how often the forecast refreshes. Providers bill you directly. The one-time build price is separate and shown in the price and delivery panel on this page.
How long does AI Resource Planning take to launch?
The price and delivery panel on this page shows the time for each speed, counted from the day your intake is complete and access is verified. Most of the build goes into checking the staffing forecasts against your own historical data, so suggestions reflect how your firm really staffs work rather than a generic model.
What access does AI Resource Planning need to our systems?
It needs read-only access to each data source you name, such as your practice management system, project pipeline or skills spreadsheet, plus at least three months of historical staffing data to check forecasts against. Admin access and API keys are shared by adding our team as a user or creating a key you control, never by email, and nothing connected is given write access.
Can I add a new metric to AI Resource Planning later?
Yes. Adding a metric or an alert within your existing 25-metric limit fits inside the monthly change hours of maintenance. A fourth data source or a change to the staffing rules beyond what's in scope gets a written Change Quote first.
Stop staffing projects from memory and hoping it works out.
Order AI Resource Planning and upcoming projects are matched to available people by skill on a fixed delivery date. The scope above is what you get, in writing, before you pay.
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