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AI Client Intake for Accounting & Tax Firms
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Professional Services
AI Scope Management
Client requests are checked against the original SOW, with scope creep flagged and change orders drafted automatically.
Scope creep rarely arrives as one big request. It is a series of small asks that each seem too minor to charge for. AI Scope Management compares incoming client requests with the signed SOW, flags anything outside it and drafts a change order for a partner to review. You decide whether to send it, adjust it or absorb the work.
- Client requests compared against the signed SOW automatically
- Change orders drafted for partner approval before work starts
- Scope alerts on every active project
$4,400
20–30 working days
Optional maintenance $249/mo
What it is
AI Scope Management checks incoming client requests against the original SOW, flags anything that drifts beyond what was agreed, and drafts a change order for a partner to review before extra work begins. Scope alerts on each active project keep partners aware of drift as it happens.
Why businesses buy it
Unbilled extra work is one of the quietest ways a services firm loses margin. Team members want to be helpful, nobody checks the SOW, and by the end of the engagement the hours are gone. Raising a change order late also makes for an awkward client conversation. AI Scope Management catches drift when the request arrives, so partners can discuss it early and fairly. The Scope Card lists the data sources, the change order format and the alerts before you order, so the build itself has no scope creep.
Problems this solves
Extra client requests get done without anyone checking the SOW
The build checks incoming client requests against the original SOW. It flags anything that drifts beyond what was agreed, before extra work begins. Your team knows where it stands with each client.
Writing change orders is awkward, so they rarely get written
For flagged requests, the build drafts a change order for a partner to review. The partner decides whether to send it, starting from a ready draft.
Partners discover scope creep only when a project overruns
Scope alerts on each active project keep partners aware of drift as it happens. Alerts arrive through one channel, such as email, Slack or a dashboard.
Teams read the same SOW in different ways
Requests are checked against the same SOW every time, using up to 25 defined rules or questions. Results are tested against three months of your historical data.
A good fit if
Requests that fall outside the original SOW currently slip into delivery unnoticed, and the extra work only surfaces when margin looks thin at the end of the engagement.
You already have signed SOWs or engagement letters that define what each project includes, even if they are not stored in one consistent place today.
You want incoming requests, emails or meeting notes checked against the agreed scope, with anything that drifts beyond it flagged and a change order drafted for review.
You are comfortable naming up to 25 metrics or recurring questions, such as how many requests per engagement fall outside scope, and receiving one dashboard or report plus up to five alerts.
Not the right fit if
You need staff allocated to upcoming projects by skill and availability, not scope tracked against a SOW. See AI Resource Planning.
You need timesheet and utilization data analyzed, not client requests checked against agreed scope. See AI Timesheet Intelligence.
You need the change order itself sent and the extra work actually coordinated, not just drafted and flagged. See AI Delivery Agent.
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 project management tool, inbox or a shared drive holding signed SOWs.
- You define up to 25 metrics or recurring questions that matter to your firm, such as requests per engagement that fall outside scope, or hours logged against work never in the SOW.
- Scope Management reads incoming requests, emails and meeting notes against the agreed SOW for that engagement, checking each one against the deliverables, hours and timeline originally signed.
- When a request drifts beyond what was agreed, it drafts a short change order in your format, scope, extra hours and price, ready for a partner to review before it goes to the client.
- On the cadence you set, it assembles a dashboard or recurring report showing which engagements are drifting and how often, so patterns are visible across your whole client base.
- We check the results against three months of your historical engagement data before launch, so what counts as scope creep matches how your firm actually defines it.
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 system holding signed SOWs, requests or project communication.
- Your own definitions of the key metrics, such as what counts as scope creep on an engagement.
- At least three months of historical engagement data to check the flags against before launch.
- 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 scope-tracking dashboard and change order format built against your SOWs.
Week 3
Project and communication systems connected read-only, alert rules configured.
Weeks 3–4
Results checked against three months of your historical engagement 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 | $4,400 |
| Express | 15–25 working days | $5,150 |
| Rush | 10–20 working days | $5,950 |
What you receive at handover
- AI Scope Management, configured and deployed to your environment
- SOW checking with up to 25 defined rules, plus up to five scope alerts
- Change order drafts for partner review
- Read-only connections to up to three data sources, delivered through one channel
- 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 you bill for work that would otherwise be absorbed
- Helps partners raise scope changes early and calmly
- Makes scope drift visible on every active project
- Change orders raised
- Count change orders per quarter from your records, before and after launch.
- Out-of-scope requests flagged
- Track flags each month and how many led to a change order or a decision to absorb.
- Projects over budget
- Compare the number of projects that overran budget in the quarter before launch and the quarter after.
Before you start: Record how many change orders you raised last quarter and how many projects ran over budget.
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 Scope Management 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 change hours each month for work such as a new metric, an added alert or an updated change-order format. 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 | A project-tracking tool bills per seat whether scope creep gets caught or not | An account lead reviews requests against the SOW by hand | Ours is one fixed price, shown on this page before you buy |
| Scope | A project-tracking tool is a generic board you configure yourself | Scope checking depends on who remembers to do it | Ours is written on the Scope Card before purchase |
| Change orders | A project-tracking tool leaves the change order for someone to write | Format depends on who drafts it that week | Ours drafts the change order automatically for a partner to review |
| Delivery | Sign-up is instant, teaching it your SOW format 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 Scope Management 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 scope checks you define, your change order format, up to five alerts, and a check against three months of your historical engagement data before launch. That price holds once your Scope Card is confirmed.
How is AI Scope Management different from AI Resource Planning?
Scope Management checks incoming client requests against the original SOW and flags anything that drifts beyond what was agreed. AI Resource Planning matches people to upcoming engagements by skill and availability instead. One protects engagement margin by catching scope creep early, the other makes sure the right people are staffed from the start.
Does AI Scope Management send the change order to the client?
No. Every drafted change order goes to the partner or account lead you named for review, not straight to the client. It sets out the scope that drifted, the extra hours involved and a suggested price, but a person decides whether to send it, adjust it, or absorb the extra work without charging.
How much does AI Scope Management 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 active projects and requests it checks and how many alerts you run. You pay providers directly. The one-time build price is shown in the price and delivery panel on this page.
How long does AI Scope Management 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 teaching it your firm's SOW structure and change order format, then testing the flags against past engagements where scope did and did not drift.
What access does AI Scope Management need to our systems?
It needs read-only access to each data source you name, such as your project management tool, inbox or a drive holding signed SOWs, plus at least three months of historical engagement data to check flags 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 Scope Management later?
Yes. Adding a metric or an alert within your existing 25-metric limit fits inside the monthly change hours that come with maintenance. A new change order format or a change to the reporting cadence beyond what's in scope gets a written Change Quote first.
Stop discovering scope creep after the margin is already gone.
Order AI Scope Management and requests are checked against the SOW with change orders drafted on a fixed delivery date. The scope above is what you get, in writing, before you pay.
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