AI consultancy Nelson

Professional services and clinics

Short of experienced staff, and the admin still lands on the few you have

We build software for small practices and clinics that takes routine admin, document chasing and record keeping off your senior people, so more of their week goes on clients and patients. Advice, clinical decisions and compliance calls stay with you.

1 · Where the money and the hours go

The work you cannot charge for lands on the people you cannot spare

You have had a job ad up for an intermediate for months and the recruiter has nobody who wants to move to Nelson. It is April, provisional tax and year-end are landing together, and half the clients still have not sent their records. A new client cannot be onboarded until the ID and verification documents arrive, and someone has to keep chasing them. At the clinic, the front desk is fixing an ACC invoice that came back while the phone rings and a DNA leaves a gap in the afternoon. None of it is chargeable, and it all falls on the people you can least spare.

A practice or clinicTodayWith the software in place
Short-staffed weekSeniors and the owner do junior and admin work on top of their own. New enquiries wait until someone has a moment.Routine intake, reminders and file preparation are done before staff pick the job up, and enquiries get a same-day reply from information you have approved. Anything that needs judgement goes to a person.
Onboarding and AML/CFT recordsID and verification documents arrive by email in pieces, and someone goes through the folder to work out what is still missing before work can start.One list per client shows what your own checklist needs, what has arrived and what is outstanding, with a record of who checked what. Your compliance officer still makes the risk calls.
Busy season (accountants)Missing records surface in April when the deadline is close, and chasing is done one email at a time.Clients are asked for records early, gaps are visible across all jobs, and reminders go out on a schedule you set.
Billing and lock-upTime is invoiced when there is a gap, reminders are ad hoc and payments are matched by hand.Invoices are drafted from recorded time for you to approve, reminders go out on your schedule, and payments are matched in Xero, so WIP and debtors are visible.
Clinic front deskACC claim details are checked by eye, rejected invoices are reworked, and recalls and reminders depend on someone remembering.Claim details are checked as complete before submission, reminders and recalls go out from your PMS data, and staff handle the exceptions.

We cannot hire you a senior or lift ACC rates. We can take the routine work off the experienced people you have. Advice, clinical decisions and compliance calls stay with your professionals.

Watch it happen Try it yourself

2 · Automate the process

Watch a new client from enquiry to paid

A new cafe owner books an accounting practice to set up Xero and catch up her books. Watch it go from the website booking to the payment matched in Xero, with a voice-over. Or have one written for your own practice. The businesses, people and prices are made up.

  1. Booking: the customer fills in the form on the website.
  2. Chat: the AI assistant asks the questions a good office person would ask.
  3. Plan: the chat becomes a job sheet with tasks, materials and a time estimate.
  4. Quote: priced from the price list, approved by the owner, then sent.
  5. Schedule: booked into the first free time and confirmed by the customer.
  6. Updates: texts go out as the work moves.
  7. Paid: the payment is matched to the invoice in Xero.

Try it yourself

Live demos set up for your kind of business

Each demo opens on an example that fits this page. They are illustrations: a business version needs your own rules, information and agreed connections.

Enquiries for an accounting practice

Ask a fictional accounting practice about an appointment and see what the assistant collects. It takes details and books a call. It does not give tax, legal or financial advice, and it is not clinical triage.

Try it as a practice

Invoice inbox with a software bill

See a practice-software subscription bill read, checked and prepared for your accounts, using non-confidential sample information.

Try the invoice inbox

3 · Stand apart

Then add something the others do not have

Once the routine work runs by itself, the same records can do more for you and your customers. These are possibilities we can scope around your service.

Onboarding and AML file checker

Collects ID and verification documents through a client upload link, checks them against the practice's own onboarding checklist, flags gaps and keeps an audit log. Supports the compliance officer and the practice's AML/CFT programme; it does not set risk ratings or certify anything.

Busy-season records chaser for accountants

Ahead of year-end and provisional tax dates, sends each client a list of the records still needed, tracks what has come in across all jobs, and shows the partner which jobs are blocked. Works alongside the practice management system you already use.

Unbilled WIP and late payer view

Pulls recorded time and invoices together to show work done but not billed and debtors running late, with draft reminders for the owner to approve before anything is sent.

Clinic front-desk assistant

Reads appointment and patient data from the clinic's existing PMS (where it has an API) to check ACC claim details are complete before submission, send reminders and recalls, and draft routine letters for staff to check. It does not triage, diagnose or make clinical decisions.

First step

A sensible first project

Begin with a low-sensitivity internal process, such as finding approved procedures or preparing a routine enquiry handover.

Use sample or suitably de-identified information while assessing the approach. Agree data access and handling before extending the system to confidential client or patient material.

Questions

Questions before you start

Will it make decisions for our clients or patients?

The starting point is administrative support. Professional advice, clinical decisions and other consequential judgements remain with your responsible staff.

What about confidential information?

We need to agree what information the system needs, who can access it and which services will process it before implementation.

Can it connect to our practice software?

That depends on the product, its permissions and supported interfaces. We check this before including a connection in the project scope.

See all industries · See all live demos

Based in Nelson, working with businesses across Nelson Tasman and the top of the South. Meet the team