Onboarding that chases documents so your team doesn't
Intake, document collection, reminders and status tracking, automated from signature to kickoff.
Your custom strategy and systems, delivered in under a month. Your named people using them every week by day 30. Or we keep working for free until both are true.
Drawn from this system's own stages. A dashed ring marks a stage where a person acts.
01How it runs
Stage by stage.
- 01
Intake
Structured intake that captures everything once and writes it everywhere it needs to go.
- 02
Document requests
The system knows what each engagement needs and asks for exactly that, automatically.
- 03
Reminders
Escalating sequences that pursue missing items politely and relentlessly until every document is in.
- 04
Verification and filing
Incoming documents checked for completeness and filed in your storage, in your structure.
- 05
Status dashboard
One view of every onboarding in flight, so nobody asks an inbox where things stand.
- 06
Handoff
When the file is complete, the kickoff triggers itself and the delivery team gets everything in one package.
A person acts here
02What it does
Four jobs it takes on.
Intake to kickoff
Everything captured once at intake and written everywhere it needs to go.
Document chase
Escalating reminders pursue missing files politely until every one is in.
Conflict checks
New matters screened against your existing book before a lawyer touches the file.
Regulated document packs
Engagement letters and compliance packs assembled from verified parameters, released by a person.
What it replaces
The gap between signed and started eats goodwill.
The client said yes weeks ago. They are still waiting for a kickoff because three documents are missing.
Document chasing is a full-time job nobody was hired for.
Polite reminder number four, written by hand, by your most expensive admin.
Nobody knows where any file stands.
Status lives in someone's inbox. When they are away, onboarding stops.
Intake data gets typed twice.
Once into the form, once into the system. Errors ride along both times.
Compliance checklists are remembered, not enforced.
ID checks and engagement letters happen when someone recalls them. That is not a process, that is luck.
03Proof
Where it runs.
No client story is published for this system yet, so there is no figure to show for it. What runs under every system is measured:
How this was measured
Automated runs are the custom systems working on their own: scheduled missions, loops and curators. Advizr staff and test accounts are left out. Each bar is one client, unnamed.
Measured at the four client tenants on the Advizr Platform, last 30 days
04What is included
In the build.
- Intake forms, request logic and reminder sequences built for your engagement types
- E-signature flow wired in
- A status dashboard in the Platform your team already uses, not another login
- Team training plus monitoring and iteration after launch, inside the monthly partnership
05How it is built
Five layers under every system.
The same five layers sit under all 14 systems. Here is each one in this system's own terms.
Retrieval
Your engagement letters, intake requirements and prior client files are indexed, so the system knows what a complete file looks like for this kind of client instead of asking for a generic checklist.
- pgvector
- Full-text BM25
- Document layout extraction
Agents and orchestration
Intake chase, document extraction and pack assembly run on a schedule. The agent knows what is missing and who owes it, and escalates to a person when the gap stops moving.
- agent-worker
- Scheduled runs
- Escalation handoff
Evaluation
Extraction is graded field by field against files your team has already onboarded, so nobody has to trust that it reads a statement or an ID correctly.
- Eval graders
- Field-level accuracy
- quality-worker
Models
Document models for intake forms, statements and identification. Frontier models for drafting engagement letters from parameters. Rules for the completeness check, because that should be deterministic.
- Document layout extraction
- Frontier models through one gateway
- Deterministic rules
Data boundary
Client data lands in your own database from the first upload, before anyone has decided whether the client is onboarding at all, and that database is one part of the isolated infrastructure each client gets. Who can open a client's files follows the role they hold, and every action leaves a record.
- Supabase row-level security
- Per-engagement scoping
- Training off without your consent
Named tools in this buildSupabase, PandaDoc, Slack, Integration catalog
06How we build it
In this order.
- 01
Define done before automating the chase.
Most onboarding delay is nobody agreeing what a complete file is. We write that down first, which is usually the highest-value hour of the engagement.
- 02
Automate the chase, measure the gap.
Reminders and document extraction run on a schedule. Time-to-complete is measured against the baseline recorded in step one.
- 03
Assemble the pack last.
Engagement letters and document packs generate from verified parameters. A person releases every one.
What we will not automate
Signing, filing, or accepting an incomplete file as complete. The system tells you what is missing, it does not decide the risk is acceptable.
07Questions
Straight answers.
What happens when a client just doesn't respond?
The sequence escalates on a schedule you set: different channel, different tone, then a flag to a human. The system never gives up silently and never harasses. You define both thresholds.
Where do the documents live?
In your storage, in your accounts, in your folder structure. We build the chase, not a new place your files go to die.
How is client data protected?
Designed to respect PIPEDA and BC PIPA: least-access principles, client data kept in your own database on isolated infrastructure, and no client information used to train models unless your team turns that on.
Does it work with our CRM or practice management system?
We build into the stack you already run rather than replacing it. If your system has an API or an export, we can usually wire it in.
Can it run conflict checks?
For law firms, yes. The intake agent gathers case information and runs the conflict check against your practice management records before a lawyer touches the file. Nothing opens a matter on its own.
Built alongside it
Run your whole company on AI.
Tell us how your business runs. If we're not the right fit, we'll say so on the call.
Your custom strategy and systems, delivered in under a month. Your named people using them every week by day 30. Or we keep working for free until both are true.
The AI operating layer for enterprises.