Client intake-to-delivery handoff exceptions

A representative scenario based on a recurring bottleneck in professional services firms: a new client signs, but the handoff from intake to actual delivery stalls across disconnected tools, delaying billable work.

All records, client names, and data points in this example are simulated to demonstrate our architectural approach. No commercial data is used.

Operational Challenge

A new client has signed, but billable work can't start until conflict checks clear, the engagement letter is signed, and the matter is set up in the delivery and billing systems. Someone has to manually chase each step, and firms typically lose real time here before any billable work begins.

Systems Integrated

CRM: client and opportunity records
E-signature / engagement tool: signed engagement letters and consent
Project or matter tracking: delivery setup and milestones
Billing / PSA system: time, billing, and profitability tracking

Architectural Approach

Exception Map

The stalled handoff is flagged: a pending conflict check, an unsigned engagement letter, a missing document. We document what has to clear before delivery can start.

Context Map

The integration layer checks the CRM, e-signature tool, and document checklist together, showing exactly which step is blocking the handoff instead of requiring a manual status check across each tool.

Decision Rulebook

Business logic classifies what's blocking (conflict check, signature, missing document) and drafts the next action: a reminder, an escalation, or, once everything clears, the matter and billing setup itself.

Human Approval Flow

A partner or engagement lead reviews and approves the recommended action, and specifically approves matter creation and billing setup once all prerequisites clear. No matter goes live without this authorization.

Measurement Report

We track time-to-billable-start and where handoffs typically stall against an established baseline, so a recurring bottleneck (like conflict checks or a specific document type) becomes visible instead of being chased manually every time.

Where AI Fits

AI checks conflict-check status, signature status, and document completion together, classifies what's blocking the handoff, and drafts the next action, including the matter and billing setup once every prerequisite clears. It does not create a matter, set up billing, or contact a client on its own. A partner or engagement lead approves every step first.

Illustrative Outcome

Example estimate only. Not a commercial outcome. In this representative scenario, checking every handoff step together turns a manually-chased, multi-tool process into a drafted next action ready for review, shortening the gap between signature and billable work.

Related Capabilities