Outreach
AI Appointment Setter for Professional Services
Prospective clients are qualified and booked into a partner's calendar with the intake details already gathered.
Partners should spend their time on client work, not on calls with prospects who were never a fit. This edition replies to prospective clients over chat or email, checks them against your service lines and criteria, gathers intake details, and books consultations into partners' calendars. Every booked meeting arrives with the context already captured, so the first conversation starts in the right place.
- Prospects checked against your service lines before booking
- Intake details gathered before the first meeting
- Consultations booked into partners' live calendars
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Appointment Setter for Professional Services engages prospective clients over chat or email, qualifies them against your service lines and criteria, gathers intake details and books consultations into Microsoft 365 or Google Workspace calendars, reading your CRM or practice management system first. Each consultation is logged in your CRM.
Why businesses buy it
Professional firms often lose good prospects to slow replies, while partners still sit through first calls that should never have been booked. Both cost billable time. This edition answers every enquiry promptly, screens it against your criteria and books only the right consultations, with intake details ready. Partners walk into better first meetings, and your firm responds like a larger practice. The written scope covers the channel, the calendar and CRM or practice management connection, and the workflows before you order.
Problems this solves
Partners lose billable time screening enquiries that are not a fit
The setter qualifies prospective clients against your service lines and criteria before anything reaches a partner. Only suitable enquiries are booked as consultations, so partners stay focused on client work.
First consultations start without basic intake details
The setter gathers the intake details you specify during the conversation. Those details are logged in your CRM, so the first meeting can begin with the client's situation already understood.
Enquiries to the general inbox wait days for a reply
Prospective clients get an answer on your chosen channel when they write. The setter books a consultation into Microsoft 365 or Google Workspace calendars once they qualify.
Consultations get booked with the wrong person for the work
The setter reads your CRM or practice management system first. Each consultation is booked with the person who handles that service line, using the workflow templates agreed with you.
A good fit if
Enquiries reach a general inbox or website chat, and a partner or senior manager reads each one before deciding whether to take a call.
You know which work you want, by service line, client size or budget, and want every enquiry screened the same way.
Partners lose time on first calls that a few intake questions would have ruled out or prepared for.
Client records live in a CRM or practice management system, and meetings in Microsoft 365 or Google Workspace calendars.
Not the right fit if
You need new-client information and documents collected and validated after engagement, not prospects booked. See AI Client Intake.
Your prospects are already qualified and just need converting from a reply into a meeting. See AI Meeting Booking Agent.
You want proposals and statements of work drafted after the call. See AI Proposal System.
You want intake, proposals, client reporting and a knowledge base delivered together. See the AI Professional Services OS bundle, with one combined intake.
How it works
- Your service lines, ideal client profile, qualification criteria and ten real enquiries are loaded, with up to 100 documents such as service descriptions and engagement FAQs.
- A prospect writes in through the one channel in scope, chat or email, and the setter answers questions about your services from those documents.
- It reads the CRM or practice management record first, so an existing client asking about new work is routed to their relationship partner rather than treated as new.
- Qualifying questions follow your criteria, such as the service needed, organization size, budget and timing, and borderline cases are held for a person.
- Qualified prospects pick a time from the partner's Microsoft 365 or Google Workspace calendar, and their intake answers are attached to the booking and the CRM record.
- Any outbound follow-up waits for approval, and 50 professional services test scenarios run before launch.
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.
- Admin access to your CRM or practice management system, such as HubSpot.
- Calendar access in Microsoft 365 or Google Workspace for the partners who take first meetings.
- Your ideal client profile, service lines and qualification criteria, including the work you decline.
- Your sales playbook or sample emails, plus the intake questions you want answered before a call.
- Ten real enquiries or email exchanges.
- The person who reviews borderline prospects, and one decision-maker for sign-off.
- 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; service lines, criteria and routing to partners agreed.
Weeks 1–2
Enquiry handling, qualifying questions and intake capture built from your playbook.
Week 3
CRM or practice management system and partner calendars connected.
Weeks 3–4
50 professional services test scenarios run, including existing-client and out-of-scope enquiries.
Week 4
Your review and two rounds of changes.
Go-live
Live with a recorded handoff; 30 days of support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- The setter configured on one channel and connected to your CRM or practice management system and calendar
- A Professional Services intent library and workflow templates set to your service lines
- A test report covering 50 consultation scenarios
- Admin guide and recorded handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can protect partner time for billable work.
- Helps prospective clients get a consultation booked sooner.
- Makes first meetings more productive.
- Enquiry-to-consultation rate
- From your CRM, compare consultations booked with new enquiries for the month before launch and the month after.
- Partner time spent screening
- Use a business development timesheet code, or partner estimates, for a month before and after launch.
- Consultations that become engagements
- Track consultations that led to a signed engagement in your CRM, comparing matching periods.
Before you start: Record last month's enquiries, consultations booked and engagements won. Ask partners to estimate weekly time spent screening.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid for once. AI model usage and hosting run at roughly $50 to $250 a month in your own accounts, on top of your CRM, practice management and Microsoft 365 or Google Workspace plans. Cost tracks the number of enquiries handled.
AI usage during build and testing is billed to your accounts too.
Ask about running costsCustom requirements
If you need chat and email covered together, a document store connected as a third system, or more than six workflows, add a note at checkout. A written Change Quote follows, and nothing extra starts until you accept it. Larger or bespoke projects go through the Custom AI request form.
Request a custom versionKeep it running
For this edition we recommend monthly maintenance: monitoring, fixes and a monthly allowance of change hours, for things such as a new service line or revised qualifying questions. It starts after the 30 days of support.
$249/mo (the minimum fee, 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 scheduling link costs little but books anyone who clicks | A business development consultant bills a monthly retainer | Ours is one fixed price, shown before you buy |
| Screening | No screening before the meeting | Depends on the person doing it | Ours applies your criteria to every enquiry |
| Existing clients | Treats everyone as new | Relies on someone's memory | Ours checks the CRM and routes to the relationship partner |
| Delivery | A link is live today, unscreened | Usually several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How does the Professional Services setter decide who gets a partner's time?
By the criteria you set at intake, such as service line, organization size, budget and timing, plus anything that rules an enquiry out. Every prospect is asked the same qualifying questions. Clear fits are booked, clear misfits are logged with the reason, and borderline cases are held for the person you name.
Can the setter book into Microsoft 365 or Google Workspace calendars?
Yes, one calendar platform counts as one of the 2 connected systems, with your CRM or practice management system as the other. It reads partners' live availability and books inside the meeting lengths and buffers you set. A second calendar platform is the Additional Calendar Integration add-on.
Does the setter recognize our existing clients?
Yes. Before replying it reads the contact's stage, owner and history in your CRM or practice management system. An existing client asking about new work is routed to their relationship partner, and the conversation is logged against their record instead of creating a duplicate contact.
Will it quote fees to prospective clients?
Only what your documents say it may share, such as published starting fees or how pricing works for a service line. Engagement-specific fees stay with your partners. For drafting proposals and pricing after the first meeting, see AI Proposal System, which works from discovery notes and your templates.
When can the Professional Services setter go live?
The standard delivery time is fixed and shown next to this page, with express and rush options available. It starts from a verified intake, due within 72 hours of ordering, and each day of delay moves delivery by 3 working days. Calendar and CRM access are the items worth arranging first.
What will the setter cost the firm to run each month?
Roughly $50 to $250 a month in your own accounts for AI model usage and hosting, plus your existing CRM and productivity subscriptions. Cost follows conversation volume rather than meetings booked. Monthly maintenance is optional. It starts after the post-launch support period and covers monitoring, fixes and change hours for a new service line or revised qualifying questions.
Protect partner time from calls that should not happen.
Order AI Appointment Setter for Professional Services and partners meet only the prospects who fit, with intake details already gathered.
Works well with
Professional Services
AI Proposal System
Produces proposals, SOWs and pricing from discovery notes and templates.
