# Client intake, contracts and expenses without the email chains

> Professional services workflow software for agencies, consulting, accounting and law firms: client intake by link, contract review, proposals and expenses.

Agencies, consultancies, accounting and law firms sell time and judgment. The internal work around it, onboarding a client, reviewing a contract, approving a discount on a proposal, reimbursing travel for an engagement, is small per case and constant across the year.

In a firm of twenty or a hundred people, that work runs on email and a shared drive. Partners approve from their phones between meetings, documents arrive in five versions, and when a client asks what was agreed, someone has to dig through old threads.

## Where the work gets stuck

### Client data collected by email

Today: A new client sends their legal name, EIN and W-9 across several emails, and someone retypes all of it into the billing system.

With a process: Customer onboarding sends the client a secure link to fill in their own company data, then finance approves the registration.

### Contracts reviewed in reply-all

Today: The draft goes back and forth and nobody is sure which version was approved or who signed off on the risky clauses.

With a process: Contract review moves from request to legal review, negotiation, director approval and filing, with each version attached to its own step.

### Discounts given on a call

Today: A partner agrees to a lower fee on a call and the rest of the firm finds out when the invoice goes out.

With a process: A sales proposal with line items lets the discount decide who approves, and the proposal PDF is ready to send once it is approved.

### Partners as the bottleneck

Today: Approvals wait for the one person who is traveling, at a client site or in court.

With a process: Partners approve from the email, with a confirmation page first, and out-of-office delegates take over their steps while they are away.

## Processes to start with

- [Customer onboarding](https://easy.wf/templates/customer-onboarding.md): The client fills in legal name, EIN, billing address and W-9 through a secure link, so nobody retypes it.
- [Contract review](https://easy.wf/templates/contract-review.md): Engagement letters and client contracts go through legal review, negotiation and approval, and the signed version is filed with its expiry date.
- [NDA request](https://easy.wf/templates/nda-request.md): Get a confidentiality agreement reviewed, sent and filed before a prospect shares sensitive information.
- [Sales proposal](https://easy.wf/templates/sales-proposal.md): Build a fee proposal with line items, let the discount decide who approves and issue the proposal PDF.
- [Conflict of interest declaration](https://easy.wf/templates/conflict-of-interest-declaration.md): Staff declare relationships that may conflict with a client engagement, and only compliance sees the details.
- [Expense reimbursement](https://easy.wf/templates/expense-reimbursement.md): Staff submit client travel and meals with receipts, the manager approves and finance pays them back.
- [Travel request](https://easy.wf/templates/travel-request.md): Plan a client visit with its estimated costs, get it approved and keep tickets and receipts on the same request.
- [Content approval](https://easy.wf/templates/content-approval.md): Agencies send a post, ad or campaign piece for review, with a legal check when it mentions prices or product claims.
- [Visitor sign-in](https://easy.wf/templates/visitor-sign-in.md): Clients and other visitors sign in on their own phone from a QR code at reception, accept the visitor rules, and reception lets the host know.

## What matters most

- Guest steps: Clients fill a step from an email link without an account, and they never count as users.
- Approve from the email: Approvers answer straight from the email, with a confirmation page first so mail scanners cannot approve anything.
- Out-of-office delegates: When a partner is out, a delegate receives their steps automatically.
- Signatures: Declarations and acceptances are signed with a typed name, kept with the date in the timeline.
- Generated PDFs: Proposals and other documents are generated as PDFs from your own template, with your logo and a verification code.
- Full timeline: Every request keeps a tamper-evident record of who did what and when, useful when a client asks what was agreed.

## Questions

### Is Easyflow practice management or time tracking software?

No. It does not track billable hours, manage matters or send invoices. It runs the internal requests and approvals around client work.

### Can clients follow their request?

Yes, when it starts from a public form: the requester gets a tracking page and email updates as it moves. Clients can also fill a guest step from an email link.

### Can we keep conflict declarations confidential?

Yes. The ready-made conflict of interest declaration is set up so the manager is notified while only compliance sees the details.

### Does it replace our e-signature tool for client contracts?

Probably not. Signatures in Easyflow are a typed name plus acceptance, recorded in the timeline. If your contracts need a dedicated e-signature service, keep using it and attach the signed file to the contract review.

Page: https://easy.wf/industries/professional-services