Two Real-World Use Cases You Can Start With Today. No Tech Team Required!
AI is everywhere. And if you’re running a professional services firm, whether it’s accounting, finance, ops, creative, or consulting, you’ve probably asked yourself: “This all sounds great… but what can AI actually do for my team?”
Here’s the good news: you don’t need a complete transformation or a data scientist. You just need to pick one or two time-consuming, inconsistent processes and use AI to simplify them.
Here are two real-world use cases you can roll out using tools you already have (Google Drive, ChatGPT, Slack, Zapier).
Use Case 1: Save Time and Improve Consistency in Your Client Communication
Use AI to write better discovery summaries and proposals in half the time, and keep your messaging consistent across the team.
The Problem: Client communication is often inconsistent.
Some consultants write beautiful proposals. Others forget the key insights from discovery. Follow-ups are late or incomplete. The result? Clients feel like they’re starting over each time, and the team spends hours recreating the wheel.
The Solution: You can use AI to create a repeatable system for:
- Summarizing discovery calls
- Drafting proposals
- Keeping your tone and messaging consistent over time
This system ensures that no matter who’s writing, your clients feel heard, your proposals hit the mark, and your team saves hours.
How It Works:
Step 1: Organize Your Client Files in Google Drive
Create a folder for each client:
/Clients
/[Client Name]
/Discovery
/Proposals
/Meetings & Notes
/Client Memory (Optional)
This becomes your one-stop shop for all client-facing content and internal references.
2. Capture and Transcribe Discovery Calls
Use AI-powered tools like Fathom or Otter.ai to record and transcribe client meetings. Store these transcripts in the appropriate folders.
3. Summarize with ChatGPT
Input the transcript into ChatGPT with a prompt like:
“Summarize the client’s top 3 pain points, desired outcomes, emotional drivers, solutions they have tried before and key decision-makers.”
Save the summary in the ‘Client Memory’ folder or integrate it into a Custom GPT for that client.
4. Choose Your Memory System
- Client Memory Folder: A human-readable reference for team members, useful for onboarding and handovers.
- Custom GPT: Train a GPT model with client-specific data to assist in drafting proposals and communications.
5. Draft Proposals Using AI
Store successful proposals by industry and service type. Use ChatGPT to draft new ones using this format:
“Create a proposal for [Client X], a healthcare company, based on our ‘Fractional COO’ service. Use the tone and structure from our previous proposal to [Client Y], highlighting outcomes like improved operational efficiency.”
Benefits
- Consistent and efficient client communication
- Reduced time spent on drafting documents
- Enhanced team collaboration and knowledge sharing
Use Case 2: Use AI Agents to Prep Your Client Health Checks or Quarterly Business Reviews
Agentic AI becomes your “virtual analyst” to gather data, write summaries, and surface risks before they become problems
The Problem: Preparing for QBRs can be time-consuming, often involving gathering data from multiple sources and creating reports under tight deadlines. This creates drag for your team and frustration for your clients.
The Solution: Agentic AI allows you to offload 80% of the prep work.
It can:
- Pull in financial and project data
- Identify what’s changed since the last check-in
- Flag risks or missed targets
- Generate a QBR summary and suggested agenda
- Even prepare a follow-up summary after the meeting
Your team can then focus on strategy.
How It Works
Step 1: Gather Your Inputs
Before a review, collect the following and drop these into a shared folder or document. No need to integrate tools right away, just organize your ingredients:
- Financials from Xero, QuickBooks, or Google Sheets
- Recent meeting notes or Slack messages
- Project updates from Monday, Asana, or Notion
- Any client feedback (surveys, email comments)
Step 2: Run a Smart Prompt in ChatGPT
Use this prompt: “Analyze the client’s data from the past quarter. Summarize key changes, identify risks, suggest focus areas for the upcoming quarter, and draft a QBR agenda.”
You’ll get a clean, client-ready draft in minutes. Your team can then spend their expert time reviewing the draft, ensuring accuracy, and adding context.
Pro-Tip
The value of Agentic AI = 80% prep work off your plate, but only if the data is structured and accessible! Google Drive, Notion, or Airtable make it easy for non-technical teams
Benefits
- Review prep time drops from 4–6 hours to 1
- Clients get proactive updates (not just reactive reports)
- Your team looks organized, strategic, and in control
- Issues are flagged early, not after something breaks
A quick note on confidentiality: Before using AI tools like ChatGPT, make sure you understand how your data is handled. ChatGPT Pro with custom GPTs currently does not train on your data. Avoid uploading sensitive client information into free or public versions, and when in doubt, use anonymized summaries or check with your client first. Innovation is important but it should always go hand in hand with responsibility.
