AutoProbaho

Industry

CRM for professional services that turns enquiries, projects and hours into billed work

Consultancies, law and accounting firms, agencies and engineering practices sell expertise and time. Their operations — leads, proposals, engagements, deliverables, hours, invoices — usually live in email, Excel and a dozen folders. AutoProbaho builds CRM, client portal, project and billing systems for service firms, so that every engagement is visible from first enquiry to final payment.

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Proposals in email, hours in memory, invoices at month-end

A typical firm handles new enquiries in partners' inboxes and phones, writes proposals from the last similar document, and tracks engagements in a shared spreadsheet that is rarely current. Time is reconstructed at month-end from calendars, documents are exchanged with clients over email attachments, and invoices are raised late because nobody is sure what has been agreed, delivered and approved.

The consequences are unbilled work, slow collections, deadlines discovered late, and clients who cannot see the status of their own matter or project. Generic CRMs are built for product sales, not for engagements with milestones, retainers, compliance deadlines and document trails — so they get abandoned after a few months.

Who this is for

  • Management, tax, audit and accounting firms with recurring compliance work
  • Law firms and chambers managing matters, hearings and documents
  • Marketing, design and IT agencies running client projects and retainers
  • Engineering, architecture and surveying practices delivering staged deliverables

Current pain points

  • Leads and proposals are personal, not institutional

    Enquiries live with whoever received them; follow-ups and proposal versions are scattered.

  • Engagement status is unclear

    Which deliverables are due, who is working on what and what the client has approved is answered by asking around.

  • Time and expenses are reconstructed

    Hours are recalled at month-end, so effort per client and profitability per engagement are guesses.

  • Compliance deadlines are tracked by hand

    Filing dates, hearings and renewals sit in personal calendars and spreadsheets.

  • Clients cannot self-serve

    Documents, invoices and status are requested by email or phone and answered manually.

What AutoProbaho builds

  1. Service-firm CRM

    Leads, contacts, organisations, pipeline stages, proposals with versions and approvals, conversion tracking.

  2. Engagement and matter management

    Engagements with milestones, tasks, responsible staff, deadlines, documents and client approvals.

  3. Time, expenses and billing

    Time capture on desktop and mobile, expenses, retainers and fixed fees, invoices generated from approved work, collections follow-up.

  4. Client portal

    Clients see status, documents, invoices and requests; upload files and approve deliverables securely.

  5. AI-assisted document and reporting workflows

    Draft proposals and reports from templates, summarise inbound documents, and deliver management dashboards on utilisation and receivables.

Modules & capabilities

  • Lead & proposal pipeline

    Enquiry capture from web, email and referrals; proposal templates; version history; win/loss reasons.

  • Engagements & matters

    Scope, milestones, tasks, staffing, deadlines, notes and document links per engagement.

  • Compliance calendar

    Recurring filings, renewals, hearings and statutory dates with reminders and responsibility.

  • Time & expenses

    Timers and timesheets, expense capture with receipts, approval before billing.

  • Billing & receivables

    Retainers, fixed fees, hourly billing, invoices, statements, ageing and reminders.

  • Document management

    Versioned documents per engagement, templates, e-signature links, retention rules.

  • Client portal

    Secure login, status, documents, invoices, requests and approvals for each client.

  • Utilisation & profitability reporting

    Hours by staff and client, realisation, engagement margin, pipeline and receivables dashboards.

Interactive demonstration

Example workflows

Enquiry to engagement

  1. 1Enquiry arrives from website, referral or email and enters the pipeline
  2. 2Partner qualifies and assigns; proposal is drafted from a template
  3. 3Proposal is sent, tracked and revised with version history
  4. 4Acceptance converts the proposal into an engagement with milestones
  5. 5Client receives portal access and the kick-off checklist

Work to invoice

  1. 1Staff log time and expenses against tasks
  2. 2Manager reviews and approves entries weekly
  3. 3Milestone completion or period-end triggers a draft invoice
  4. 4Invoice is approved and sent with supporting detail
  5. 5Payment is reconciled and reminders run for overdue items

Compliance deadline

  1. 1Recurring obligation is set up per client with lead time
  2. 2Reminder goes to the responsible staff and client
  3. 3Documents are requested through the portal
  4. 4Work is completed and filing evidence stored
  5. 5Next occurrence is scheduled automatically

Integrations

  • Email and calendars (Google Workspace / Microsoft 365)
  • Accounting software (Tally, QuickBooks, Xero, DATEV, lexoffice)
  • WhatsApp Business for client updates
  • E-signature services
  • Cloud storage (Google Drive, OneDrive, SharePoint)
  • bKash, Nagad, bank transfers and card payments
  • Website forms and LinkedIn lead capture
  • n8n workflow automation and AI services

Implementation process

  1. 01

    Map your engagement lifecycle

    We follow one engagement from enquiry to final payment and note every email, sheet and folder involved.

  2. 02

    Choose the first module

    Usually pipeline plus engagements, or time and billing — wherever revenue leaks most.

  3. 03

    Prototype with partners and staff

    Screens are reviewed with the people who will log time, approve work and talk to clients.

  4. 04

    Migrate and go live

    Contacts, open engagements and templates are imported; one team or practice area goes live first.

  5. 05

    Add portal, automation and dashboards

    Client portal, document automation and utilisation reporting follow.

Expected business outcomes

  • Every enquiry followed up

    Leads and proposals belong to the firm, with clear next steps and owners.

  • Engagements visible to everyone

    Status, deadlines and responsibilities are seen without asking.

  • Work billed as it is done

    Time and milestones flow into invoices; unbilled work and overdue items are visible.

  • Clients served through the portal

    Fewer status emails; documents and approvals in one secure place.

Security & ownership

  • Client confidentiality

    Engagement-level access so staff see only their clients; portal isolation per client; audit log of document access.

  • Professional and data-protection duties

    Retention rules, encrypted storage and hosting in your own account; DSGVO/GDPR-aligned processing for European firms.

  • Approval and audit trail

    Time approvals, invoice approvals and document versions are recorded with user and time.

Frequently asked questions

Because it is built around engagements, deadlines and billing — the way your firm works — and staff use it because their time and invoices depend on it.

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Case Studies

See every engagement from enquiry to payment

Book a free consultation. We will map how your firm wins, delivers and bills work today and propose the first module that stops revenue leaking.

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