Case Study

Streamlining Client Proposal Generation for a Legal Advisory Firm

DataCactus streamlined client proposal generation for a leading legal and tax advisory firm by automating manual tasks, significantly reducing proposal creation time from over an hour to just minutes. Our integrated solution provided professional, branded documents, enhanced client engagement analytics, and enabled efficient scaling without additional administrative resources.

Background

Client: A legal and tax advisory firm specializing in civil, commercial, and business law
Industry: Legal Services
Challenge: Time-consuming manual process for creating personalized proposals and tax analyses

Challenge

Our client, a growing legal and tax advisory firm, was facing significant inefficiencies in their client proposal process. The firm provides comprehensive legal and tax support, starting with thorough analyses of each client's situation. The advisors' work involved detailed calculations, creating reports, and preparing customized offers.
The main pain points in their process included:
• Manual creation of personalized proposals taking over an hour per client
• Time-consuming copy-pasting of data between Excel sheets and documents
• Manual screenshot creation from tax calculators for inclusion in proposals
• Tedious PDF form filling for each new client
• Lack of professional formatting for client-facing documents
• No tracking capabilities to monitor proposal engagement (opens, clicks)
• Difficulty scaling operations without adding more staff
As the firm continued to grow, these manual processes became increasingly burdensome. Each new client required significant administrative time that could have been dedicated to more strategic activities. The firm knew they needed to optimize their workflow but wanted to maintain the professionalism and personalization that distinguished their services.

Solution

After a detailed analysis and mapping of the client's processes, we designed and implemented a comprehensive automation solution focused on streamlining the proposal generation workflow. Our approach included:

1.Structured Data Collection System
• Development of interactive forms for consultants to systematically gather client information
• Standardization of the data collection process to ensure consistency

2.Automated Communication Between Team Members
• Implementation of direct data transfer between consultants and tax advisors
• Instant notification system alerting advisors when new client information is available

3.Tax Analysis Automation
• Integration with tax calculator tools
• Automatic generation of calculations based on client data

4.Professional Proposal Generator
• Creation of a system that automatically produces branded PDF proposals
• Integration of all client data, tax analyses, and recommendations into a cohesive document
• Professional formatting with consistent branding elements

5.Client Engagement Analytics
• Implementation of tracking capabilities to monitor proposal opens and interactions
• Dashboard providing visibility into client engagement with proposals
The solution leveraged two primary tools - Power App for interactive forms and data storage, and Power Automate for workflow automation and data transfer between systems.

Implementation

The entire development and implementation process was completed in 5 days, divided into the following stages:

1.Process Analysis and Mapping
◦ Detailed interview with stakeholders
◦ Identification of bottlenecks and automation opportunities
◦ Documentation of current workflow

2.System Design
◦ Selection of appropriate tools (Power App, Power Automate)
◦ Creation of data structure and relationship models
◦ Design of automated workflows

3.Development and Configuration
◦ Setup of interactive forms for data collection
◦ Configuration of automated data transfer between platforms
◦ Development of proposal generation templates
◦ Integration of analytics capabilities

4.Testing and Refinement
◦ Thorough testing of all automated workflows
◦ Refinement based on user feedback
◦ Performance optimization

"The automation system has transformed our proposal process. What previously took hours of manual work now happens with just a few clicks. Not only has this saved us valuable time, but it has also elevated the professionalism of our client communications. The system paid for itself within the first month through efficiency gains alone."

Owner, Legal and Tax Advisory Firm