Professional Services
AI Client Intake for Accounting & Tax Firms
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Professional Services
AI Client Communication
Client emails, check-ins and meeting follow-ups draft themselves in your firm's voice, ready for a quick edit and send.
Good client communication takes time your senior people rarely have. Follow-ups go out late, check-ins get skipped and tone varies from person to person. AI Client Communication drafts emails, check-ins and meeting follow-ups from a short brief or your notes, in your firm's own voice, with actions and owners listed. Every draft waits for a person to review and send it.
- Meeting follow-ups drafted with actions and owners listed
- Client emails written in your firm's tone of voice
- A person approves every draft before it is sent
$2,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Client Communication drafts ad-hoc client-facing emails, check-ins and meeting follow-ups in your firm's own voice, from a short brief or a set of notes, ready for a person to review before it's sent. Meeting follow-ups list the agreed actions and owners, so nothing discussed is lost.
Why businesses buy it
Clients judge a firm partly on how it communicates. A follow-up that arrives days late, or a delay explained badly, can undo good work. Yet writing those messages well takes your most experienced people away from billable time. AI Client Communication gives them a strong first draft from a few notes, in the voice you agreed, so the message goes out promptly and sounds like you. The Scope Card fixes the message formats, the destination and the approval step before you order, so you know exactly what you get.
Problems this solves
Meeting follow-ups go out late or not at all
The build drafts meeting follow-ups from a short brief or a set of notes. Each one lists the agreed actions and owners, ready for a person to review before sending.
Client emails sound different depending on who writes them
Drafts use your firm's own voice, built from your brand profile and up to 20 reference examples. Clients hear one consistent firm. Junior staff can write with the same confidence.
Partners put off routine check-ins because writing takes time
Check-ins and ad-hoc emails are drafted from a few lines of notes. A person reviews and sends, so the partner spends minutes, not an evening.
Actions agreed in meetings are forgotten by the next call
Follow-ups list each agreed action and its owner, so nothing discussed is lost. Drafts land in one agreed destination, such as your inbox. Clients get a clear record.
A good fit if
Account leads currently write the same kinds of client emails from scratch each time, a project update, a delay explanation, a meeting recap, and it eats real time.
You already have brand guidelines, tone-of-voice examples and 10 to 20 reference messages you're happy with, that a build can learn from.
You want a short brief or a set of notes turned into a draft message, ready for a named approver to edit and send, not a fully automated inbox.
You're comfortable with one generation pipeline, up to three output formats, and 25 sample outputs reviewed before anything goes live.
Not the right fit if
You need a recurring, structured performance report on a set cadence, not situational messages drafted as they come up. See AI Client Reporting.
You need the formal proposal or SOW itself drafted, not day-to-day client communication. See AI Proposal System.
You need a searchable firm-wide knowledge base of methods and templates, not messages drafted for a single client interaction. See AI Professional Services Knowledge Base.
You need more than three output formats or more than one destination system. Add a note at checkout and we quote it, or start from our Custom AI enquiry form.
How it works
- A brief or a set of notes comes in, whatever form it takes today: a few bullet points, a call summary, or a short instruction about what the client needs to hear.
- Client Communication matches the request against your brand profile and up to 20 reference examples, so the draft reads in your firm's own tone rather than a generic template.
- A draft is produced for the situation at hand, a project update, a delay explanation, a check-in, or a meeting follow-up, in up to three output formats such as email, a chat message or a short document.
- It's delivered to the destination you chose, your inbox, CRM or shared drive, for the named approver to review and edit before anything reaches the client.
- Nothing sends itself. Every draft waits for a person to check tone, facts and timing before it goes out, which matters most for the messages clients remember.
- We run 25 sample outputs for you to review and approve before launch, so the drafting style is proven before it's used on a live client message.
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.
- Your brand guidelines and tone-of-voice examples.
- 10 to 20 reference messages or emails you'd be happy to see it draft like.
- Access to the destination the drafts should reach, such as your inbox, CRM or drive.
- The list of message types to start with, such as project updates, delay explanations or meeting follow-ups.
- The name of the person who approves every draft before it's sent.
- 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 reference examples 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, brand profile and reference examples confirmed.
Weeks 1–2
The generation pipeline built against your message types and tone.
Week 3
Destination system connected and approval routing configured.
Weeks 3–4
25 sample outputs produced for your review.
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 | $2,900 |
| Express | 15–25 working days | $3,400 |
| Rush | 10–20 working days | $3,900 |
What you receive at handover
- AI Client Communication, configured and deployed to your environment
- Prompt and guardrail settings using your brand profile and up to 20 reference examples
- One generation pipeline with up to three formats, such as emails, check-ins and follow-ups
- Delivery to one agreed destination, such as your inbox
- A test report covering 25 sample outputs reviewed and approved by you
- An admin guide, the recorded handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Can help follow-ups reach clients sooner after meetings
- Helps every client email sound like your firm
- Makes it easier to keep track of agreed actions
- Time from meeting to follow-up sent
- Compare meeting times with follow-up send times for a month before launch and a month after.
- Meetings with a written follow-up
- Count meetings followed by a written recap, from your calendar and sent folder, before and after.
- Edits needed per draft
- Note how heavily reviewers edit drafts in the first months to judge fit with your voice.
Before you start: Record how many recent meetings had a written follow-up and how long they took to send.
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 Client Communication afterwards costs roughly $20–150/month in AI model or media-generation usage, depending on volume, billed directly in your own accounts as the number of drafts each month changes.
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, model and platform updates, a monthly health report and monthly hours for changes such as new reference examples, an updated tone or a new message type. It starts after the 30 days of support, bills monthly, and can be cancelled any month.
$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 | An email-writing tool bills per seat whether a message goes out that week or not | A freelance copywriter charges by the message | Ours is one fixed price, shown on this page before you buy |
| Scope | An email-writing tool gives you a generic template you rewrite yourself | Voice depends on the writer you hired | Ours is written on the Scope Card before purchase |
| Brand voice | An email-writing tool defaults to its own generic tone | Voice depends on who's available that week | Ours is trained on your brand profile and reference examples |
| Delivery | Sign-up is instant, tuning it to sound like your firm 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 Client Communication 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 generation pipeline, up to three message formats, your tone-of-voice profile and 25 sample outputs reviewed with you before launch. Once your Scope Card is confirmed, that price is fixed.
How is AI Client Communication different from AI Client Reporting?
Client Communication drafts ad-hoc, situational messages, such as a delay explanation, a check-in or a meeting follow-up, whenever the need comes up. AI Client Reporting assembles a structured performance report from your project data on a fixed weekly or monthly cadence. One is flexible and written per situation, the other is a recurring, data-driven document.
Does AI Client Communication send messages to clients automatically?
No. Every draft goes to the destination you chose, your inbox, CRM or drive, for the named approver to review and edit first. Nothing reaches a client without a person checking tone, facts and timing, which is why we test 25 sample outputs with you before launch rather than sending straight from the model.
How much does AI Client Communication cost to run each month?
Roughly $20 to $150 a month in your own accounts for AI model usage, depending on how many messages you draft. You pay the provider directly, and we add no markup. The build is a one-time price, shown in the price and delivery panel on this page, and monthly maintenance is optional.
How long does AI Client Communication 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 tuning drafts against your real reference messages, so the output sounds like your firm before the 25 sample outputs reach you for review.
What information does AI Client Communication need from us?
It needs your brand guidelines and tone-of-voice examples, 10 to 20 reference messages or emails you like, access to the destination system, and the name of the approver who checks every draft. Admin access and API keys for any connected system are shared by adding our team as a user or creating a key you control, never by email.
Can I add a new message type to AI Client Communication later?
Yes. Small changes, such as new reference examples or an updated tone, fit inside the monthly change hours that come with maintenance. A whole new output format beyond the three in scope is a bigger change and gets a written Change Quote first.
Stop writing the same client email from a blank page.
Order AI Client Communication and client emails and follow-ups draft themselves in your voice on a fixed delivery date. The scope above is what you get, in writing, before you pay.
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