A boutique engineering consultancy, faced challenges in managing client inquiries, project workflows, and invoicing processes.

Our client, a boutique structural engineering company specializing in technical design services, faced challenges with their fragmented client acquisition and project management processes. Their team was spending excessive time on manual administrative tasks, including responding to inquiries, creating quotes, tracking project progress, and managing invoices. Without a centralized system, information was siloed across email threads, spreadsheets, and disconnected tools, leading to delays, miscommunication, and missed opportunities. The inconsistent process for client onboarding and project tracking was affecting their ability to scale operations while maintaining quality service delivery.

Our client partnered with our automation agency to implement an intelligent workflow automation system, transforming their operations with a seamless, AI-powered solution. We streamlined the lead capture process by implementing an AI-driven system that analyzes incoming inquiry emails, automatically drafts appropriate responses, and stores communications in a vector database for easy future reference. Additionally, we automated client information collection through Typeform integration with custom API connections, creating tailored forms for each client and collecting necessary documentation and project requirements effortlessly. We then developed an intelligent proposal generation system that uses collected client data to create customized quotes and technical specifications, improving both speed and accuracy. To maintain brand consistency, we implemented a Retrieval-Augmented Generation (RAG) agent communication system, drafting emails in the company’s unique communication style and language patterns. A custom ClickUp workspace was created with specialized spaces for Sales, Clients, Engineers, Resource Management, and Finance, ensuring structured data across all project stages. We also built an intelligent engineer self-assignment system that allows engineers to automatically claim projects based on skill match, availability, and project requirements, optimizing workload distribution. Furthermore, we integrated an automatic scheduling system to coordinate site visits based on assigned engineer availability and client preferences. We connected ClickUp with QuickBooks to automate invoice generation, delivery, and payment tracking, streamlining financial processes. By deploying AI agents to handle repetitive tasks like drafting emails, generating quotes from templates, and creating project reference numbers, we freed up valuable time for more critical tasks. Finally, we introduced human-in-the-loop controls, providing specific approval touchpoints that allow the client to maintain direct oversight, review, and adjust critical communications, quotes, and project assignments before finalization.

By implementing our intelligent workflow automation system, the structural engineering firm transformed their operations from a fragmented, manual process into a streamlined, efficient workflow. The automation of administrative tasks allowed their engineering team to focus on delivering high-quality technical designs rather than paperwork. The AI-powered communication system with RAG agents ensured consistent, on-brand messaging while dynamic Typeform integration accelerated information gathering and proposal generation. The self-assignment system for engineers optimized resource allocation, while the automated calendar integration eliminated scheduling conflicts for site visits. The strategic implementation of human-in-the-loop controls at key decision points preserved the client's oversight where desired while eliminating repetitive administrative burdens. This balanced approach ensured that the client maintained control over critical business decisions while benefiting from comprehensive automation elsewhere. The centralized ClickUp environment provided complete visibility of their sales pipeline, project status, resource allocation, and financial position. The automated invoicing through QuickBooks integration dramatically improved cash flow management and reduced payment delays. This case study demonstrates how strategic automation can optimize structural engineering operations, enhancing both productivity and profitability while improving client experience through faster response times, personalized interactions, and more consistent service delivery.

ARCHITECTURE OVERVIEW

Snippet of the system's architecture