Artificial intelligence is beginning to find a specific space in consultancies and agencies. Not so much to replace the professional’s judgment as to reduce previous time-consuming tasks: organizing files, locating information and knowing which clients need attention before a fiscal, labor or accounting closing.
In a firm that manages many companies, the problem is rarely a single task. The difficulty appears when contracts, payrolls, registrations, taxes, documents, incidents and queries coincide on the same dates. That’s where AI consulting software can add value: not just by storing information, but by helping the team see what needs attention and what can be resolved sooner.
DocuDocu starts from that idea. The platform seeks to connect the company and its consultancy so that both work on the same information. When the company uploads documentation, it is available for advice in real time, so that the office can consult it, detect what is missing and act without waiting for everything to arrive at once.
Consulting software that connects the office with the company
In many relationships between a company and consultancy, information still travels by mail, courier, shared folders or specific shipments. This requires requesting documents, checking versions and reconstructing what happened before starting professional work.
DocuDocu’s proposal is to function as a common point between both. The company uploads the information and documentation of its activity and the consultancy can access them in real time from their work environment. Thus, the dispatch does not depend solely on the client’s last-minute shipment and can act on the information from the moment it is available.
Anticipate peak workloads
One of the common problems of a consultancy is that an important part of the documentation arrives when the end of a quarter or a relevant deadline approaches. Invoices, receipts, contracts or incidents accumulate and force the team to concentrate many checks in a few days.
When the company uploads documentation, the consultancy can see it in real time and check what is complete and what is missing. This allows for early revisions and prevents all work from being concentrated only at the end of the period.
“In a consultancy, many times the problem is not the amount of work, but that too many tasks arrive at the same time. Having visibility in real time allows us to anticipate and better distribute that load.”
AI comes in for repetitive tasks
Much of an office’s time is still spent on actions that provide little professional value in themselves: downloading documents, identifying them, classifying them, checking which client they belong to, or moving data from one place to another.
With AutoDocu, DocuDocu helps interpret and organize files. An invoice or payroll can enter the system, be classified and associated with the company, the worker or the corresponding period. The relevant data becomes available for the professional to review.
The idea is not that an AI makes tax, accounting or employment decisions. Its function is to reduce the mechanical work that occurs before those decisions.
“Artificial intelligence makes sense when it eliminates mechanical steps. The tax, labor or accounting criteria continue to be the advisor’s. Technology should help you get to the information you need sooner.”
A traffic light to know which client needs attention
Another of DocuDocu’s proposals for offices is a portfolio traffic light. It allows you to consult by company the status of areas such as workers, contracts, payroll, Social Security, expenses, bank or taxes.
The usefulness is to first detect where there is an incident, missing information or there is a pending task. Afterwards, the manager can enter the details of the client that needs attention.
Along with this portfolio vision, the system allows you to gather pending items from different companies in the same work list. Instead of opening a business, reviewing it entirely, and moving on to the next, the team can focus on what needs resolution.
When a message becomes a task
An email, a call or a WhatsApp message are also part of the office’s work. A query may require reviewing a document, requesting additional information, or assigning an action to another person on the team.
DocuDocu suggests that these communications can be associated with a person responsible and a status, for example received, assigned, under management or resolved. AI can also help summarize communications and highlight important points or next actions.
A free modality for consultancies and agencies
DocuDocu has a specific modality for offices in which the consultancy can use DocuDocu Premium at no cost, with access to the client management panel and its own Premium account.
Free access refers to the office’s access and does not mean that all of its clients’ accounts are free. The objective is that the consultancy can get to know the tool from the inside and assess how it fits into the daily relationship with its portfolio.
Technology for the advisor, not instead of the advisor
The advance of artificial intelligence has opened the debate about which professional tasks can be automated. In consulting, however, an important part of the value continues to be in interpretation, professional responsibility, knowledge of the client and decision making.
Therefore, the most useful role of technology is in facilitating prior work: that the information arrives sooner, is better organized and allows us to clearly know what needs attention.
DocuDocu’s strategy sums it up in a simple idea: “Technology for the advisor. Not instead of the advisor”.
For an office, gaining efficiency can begin by stopping looking for what is happening with each client and starting the day knowing what is pending, what information is already available and where it is worth devoting professional judgment.