Xcope agentProfitability by fixed fee
Recorded hours matched against each client's fixed fee, quarter by quarter.
Put AI to workin professional services.
Every client's deadlines tracked and documents requested in good time, from the software your firm already uses.
The challenge
At many firms, margin disappears into hours that are never invoiced.
At an accountancy practice, a law firm or a consultancy, time recording and billing rarely talk to each other, and client documents arrive by email. Knowing what each client earns you means matching them up by hand, and that usually waits until quarter end.
- 01
Hours logged from memory
Time goes in on a Friday, from memory, and some of the work is never recorded at all. The fixed fee stays the same while the client keeps asking for more.
- 02
Deadlines in personal diaries
Tax filings, court deadlines and project deliverables are tracked in diaries and loose spreadsheets. Meeting a deadline depends on someone remembering it in the right week.
- 03
Documents forever being chased
Bank statements and purchase invoices are requested by email, one at a time, and chased again days later. Part of every month goes on running after what is missing.
Day to day
Questions that finally get answers
Which court deadlines fall in the next two weeks?
How many hours went unbilled last quarter?
Which proposals we sent are still waiting for a reply?
Which projects are over their hours budget?
Which clients changed VAT scheme this year?
AI at work
Before you renew a fixed fee, you know how many hours it really took.
AI matches time records against billing and the filing calendar to show how profitable each fixed fee is and what is still due. It also asks clients for whatever is missing and finds past opinions, templates and proposals in your internal archive.
Past proposals
Proposals, opinions and templates found in the internal archive, with the outcome of each one.
This month's filings
Tax filings and deliverables by status, so the team can see where the hold‑up is.
Monthly billing
Hours checked and extra work separated out before each invoice goes for approval.
Illustrative figures.
The data you already have, put to work
We connect to the systems you already have, without replacing them, and you decide which data each agent can read.
Works with what you already use
ERP, CRM, email and documents stay where they are, and nobody has to move to a new system.
Reads and cross‑checks your data
Brings together what is scattered today and finds what does not add up.
Proposes, you approve
Every sensitive action goes to whoever has the authority to approve it.
Acts and keeps a record
Works inside your team's systems and records where every decision came from.
The first agent is usually the one that asks clients for documents.
It is the most repetitive job of the month and the easiest to measure. Profitability by fixed fee comes next, once time recording and billing are connected.
- 01
Assessment
We map the operation and the data and choose what reaches production first.
- Data sources mapped
- Opportunities assessed
- Scope and plan agreed
- 02
First system in production
We build in the tools you already use and put the system to work on real cases.
- Time recording and billing connected
- Document request agent in production
- 03
A team that runs it
Your team takes the system over and we choose the next process together.
- Client managers trained
- Next process chosen
Does it work with our accounting software?
In most cases, yes. We connect through the API when the software has one, to the database when it runs on your own servers, or to scheduled exports of trial balances, statements and time records. The route for yours is settled during the diagnosis.
What about professional confidentiality?
Client documents stay on your infrastructure, with access by team and by client and a log of who looked at what. Access is set up with you to respect your professional body's confidentiality rules and the GDPR.
Does AI sign returns or give opinions?
No. It prepares drafts and flags what is missing, and whoever holds professional responsibility reviews and submits each return, opinion or filing.
Does it also work for law firms and consultancies?
Yes. At an accountancy practice it usually starts with documents and filings; at a law firm, with court deadlines and searching past opinions and templates; at a consultancy or an engineering firm, with hours per project against budget.
Which clients cost you more hours than they pay for?
Bring that question to a 30-minute call and leave with a clear idea of how to answer it from the data you already have.
Book a callNot ready for a call yet. I would rather send a question.
Write down the question your operation cannot answer today. We will reply by email with how to get there.
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