AI Agents for Operations & Billing

A mid-sized firm closes the month with the same 3 days every time. Attorneys reconstruct their time from calendar entries, email threads, and memory. The office manager chases missing entries by walking between offices. Invoice generation turns up scope creep on a third of the matters and nobody can trace where it came from. Write-offs pile up. Realization rates slip. The same 3 days happen next month.

With an operations team of agents in place, the monthly scramble disappears. A time-capture agent watches calendar, email, and document activity and proposes entries. Attorneys review and confirm weekly, not at month end. Before bills go out, the billing reconciler runs invoice QA: scope creep flagged, narrative quality checked, write-off candidates surfaced, practice management system and accounting sync verified.

The inbox and meeting side scales the same way. An inbox triage agent sorts and labels every incoming email by priority, action, and FYI. A meeting prep agent assembles prep briefs before every meeting. A vendor coordination agent schedules court reporters, process servers, interpreters, and experts without the paralegal owning the chase.

Operations is the work that falls between cracks. It's not a client matter. It's not a billable hour. It's the scheduling, the coordination, the follow-up, the administrative overhead that keeps the firm functioning. Most of it is repetitive and pattern-driven. Agents handle the repeatable pieces so your team spends their time on the work that needs a human.

Billing is pattern recognition and data reconciliation. Time entries match calendar events match email activity match document access. Invoices match scope match engagement letter terms. Write-downs match partner authorization. All pattern work. The judgment calls stay with the partners: which write-down to authorize, which scope creep to swallow, which client to push back on. The reconciliation that surfaces those calls moves to the agent. Agents draft and reconcile; they never move money, touch trust accounts, or release invoices without attorney approval. Runs in the cloud account agreed in your Blueprint, which specifies access, provider processing, and retention. Arrange the applicable BAA before handling PHI.

Blueprint is 2 to 3 weeks. We audit your current time capture, billing, and operations processes, identify the highest-leverage agent, and map the engagement. You leave with a prioritized roadmap.

Orchestrate and Automate make up the Build, typically 4 to 8 weeks. Time capture and inbox triage are usually the first 2 agents because they pay back fastest and are the lowest-risk. We connect to your calendar, email, document storage, and practice management system, and run in shadow mode while we tune. Billing reconciler, vendor coordination, and subpoena management follow in the same engagement or the next one.

Optimize is optional ongoing operation under the Run service. You may instead operate the completed build yourself. We monitor the agents, refine billing rules and inbox priorities as your team gives feedback, add new agents as your needs grow, and absorb the work of keeping the fleet running. You get a monthly review.