New-inquiry intake
Reads each inquiry and writes a short summary: matter or service type, key dates, and every person and company named, ready for your conflict or fit check. Drafts a holding reply that gives no advice.
For CPA, law and other professional firms
We take the chasing. You keep the judgment.
Your staff spend hours a week on work that needs care but not a license: reading inquiries, chasing documents, sending reminders, booking meetings and answering “where does my file stand?” Workahead builds automations that do that work for you, inside the email, calendar and practice software your firm already uses, built on Claude or ChatGPT, whichever fits your team. A person approves every message before it reaches a client, and the hours go back to client work and growing the practice.
- First step
- $295 auditcredited within 30 days
- Setup
- Starts at $1,995one-time, final price in your proposal
- The new habit
- Approve draftsnothing reaches a client unapproved
Where time goes
The work that needs care, but not your license.
01
Documents arrive one at a time.
Tax season and new matters run on “we’re still missing…” emails. Someone keeps the list in their head and sends the reminder by hand, if they remember.
02
Every inquiry is read three times.
Once to see what it is, once to pull out names and dates, and once more to write a reply that says nothing that sounds like advice.
03
“Where does my file stand?”
Status calls and emails interrupt preparers and paralegals all day. The answer is already in your system; somebody has to go look it up.
04
Engagement letters by copy and paste.
The approved template exists. Filling in the client, scope, fees and dates from the intake notes still takes 20 minutes and invites mistakes.
What we set up
Automations we set up for professional offices.
Document collection
Keeps the checklist per client and drafts the follow-up for what is still missing, on the schedule you set. Clients upload through the portal you already use.
Client reminders
Drafts reminders for deadlines and appointments your staff have entered: organizer due dates, signature requests, upcoming meetings. It does not decide what a deadline is.
Scheduling
Offers open times from your calendar, drafts confirmations and reschedules, and sends a prep list before each meeting.
Engagement letter prep
Fills your approved engagement letter template from the intake notes and flags blanks. A partner or attorney reviews, edits and sends it.
Status updates
Reads the status your staff keep in the practice management system and drafts a plain-language update for the client who asked.
Weekly usage-and-savings audit
Standard on every setup. Each Monday a one-page report lands in a leadership folder: what each automation handled, how many drafts were approved or rejected, hours saved at the standard times you agreed, and what the AI subscription cost that week.
Adoption first
Built into the tools your staff already open.
Software that asks staff to log into something new gets ignored by March. These automations deliver into the places your team already works: drafts in Outlook or Gmail, notes in your practice management system, files in your document folders, holds on your calendar. The only new habit is reviewing and approving.
Drafts, not sends. Every client-facing message waits as a draft until a person approves it.
Your templates. Wording comes from your approved letters and replies, not from scratch.
Staff training. Short sessions on approving, editing and flagging a bad draft so it gets fixed.
Approval and data handling
Human approval and careful data handling, by design.
A person approves what clients see.
Replies, reminders, status updates and engagement letters are drafts until your staff approve them. Nothing is sent automatically unless your firm decides it should be.
Access to agreed places only.
We agree in writing which mailboxes, folders and systems the automations can read, and set it up with only that access.
Sensitive details stay where they are.
Tax IDs, account numbers and similar details stay in your portal or practice software. The automations work from what they need for the task.
No advice in drafts.
Holding replies and updates are written to avoid legal or tax advice. Questions that need judgment are routed to the professional responsible.
Workahead does not provide legal, tax or compliance advice and does not certify compliance with any rule or standard. Your firm decides what its professional and data-handling obligations require; we build the setup to the rules you give us and document what each automation can access.
A week in production
What a Monday looks like.
07:00 · WEEKLY AUDITLast week’s report saved to the leadership folder: 61 drafts, 54 approved, about 9 staff hours saved at agreed standard times.
08:10 · INTAKETwo new inquiries summarized with every party named. Holding replies drafted. Waiting for the conflict check.
10:30 · DOCUMENTS14 clients still missing items. Follow-ups drafted, each listing exactly what is outstanding.
13:00 · STATUSA client asked about their file. Update drafted from the status your staff logged on Friday. Awaiting approval.
15:30 · ENGAGEMENTEngagement letter filled from Thursday’s intake notes. Fee line left blank for the partner.
Investment
Starting prices.
Final price in your proposal.
Most firms start with the AI Agent Usage & Cost Audit ($295, credited toward the setup if you go ahead within 30 days): a written plan for which work to set up first and what it should save. The setup starts at $1,995, one-time. How many tools we connect, how clean your records are and the rules your firm sets all affect the price. You get a final proposal and approve it before we start.
Compare AI engagements →Agent setup
Starts at $1,995
One-time. No monthly fee from us.
- AI Agent Usage & Cost Audit$295Credited toward the setup if you go ahead within 30 days.
- Weekly usage-and-savings auditIncludedA Monday report to your leadership folder, standard on every setup.
Before you start
Common questions.
Does it give legal or tax advice?
No. The automations draft administrative work: intake summaries, reminders, scheduling, letters from your templates and status updates. Questions that need professional judgment are routed to your staff.
Do you guarantee compliance?
No. We don’t give compliance advice or certify compliance with any rule. We build to the access and approval rules your firm sets, and we document what each automation can read and do so your firm can review it.
Which AI does this use?
Claude or ChatGPT, whichever fits your team, on a business plan your firm owns. If your firm already pays for one, we usually build on it. What matters is that the work gets done and your staff approve what goes out.
Will anything go to a client without review?
Not unless your firm decides it should. Every client-facing draft waits for approval, and every send is logged.
What if staff don’t use it?
The weekly usage-and-savings audit shows it within a week: approval rates, rejected drafts and hours saved. We use it to fix the wording or retire an automation nobody needs.
What does it cost?
The AI Agent Usage & Cost Audit is $295, credited toward the setup within 30 days. The setup starts at $1,995, one-time, with a final price in your proposal before work starts. AI subscriptions are billed separately by the provider.
Free tools
Put a number on it first.
What AI seats and setup would cost against the office hours drafts could give back, plus a usage calculator for teams already running scheduled tasks.
Claude Cowork cost and time-back calculatorWhat Claude seats and setup would cost a small office, against the hours and money you’d get back when AI drafts the quotes, follow-ups, reminders and owner reports.→Claude Cowork usage calculatorWhich Cowork scheduled tasks eat most of your Claude plan, and which changes cut usage without dropping the work you rely on.→All free tools →
Next step
Get the hours back for client work.
Start with how a normal week runs. The six-minute walkthrough shows which office work repeats, how many hours it takes and what it costs in wages. No client details needed.