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Kylon use case · Consulting firms

Every client engagement, from first call to the next phase.

Your firm gets one Room per engagement and an App that keeps the pipeline, proposal, workplan, workshop, findings and hours in one place. The agent reads call notes, board exports and project hours, and drafts the proposal, charter, readout and invoices in the tools you already use. Nothing reaches the client until the partner says ok.

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The tools you have open today
A PandaDoc proposal for Pinecrest Freight, the readout baseline and Harvest hours, each with a Kylon result underneath

Northfield Advisory, Pinecrest Freight, their people, sites and numbers are made up for the film, and product names and logos belong to their owners.

Step by step

One engagement, from the discovery call to the next phase.

Seven steps from the film: how a small firm does each one today, what Orin does in the Room, and who decides.

  1. 01Discovery

    Turn the first call into a deal

    Today
    The call is booked on Cal.com, the notes sit in Read AI, and someone copies the deal into the CRM by hand.
    In Kylon
    OrinEngagement opsRuth Calder, COO of Pinecrest Freight, books a discovery call on Cal.com. Orin reads the Read AI report: dock scheduling runs on phone calls and spreadsheets at 3 sites, and Ruth wants a 6 week diagnostic. Orin adds the $36,000 deal to the Pipeline tab.
    Who decides
    LeahLeah reads the notes and tells Orin to draft the proposal.
    Pipeline tab of Northfield Desk: deal stages with Pinecrest Freight at $36,000 and the Read AI meeting report
  2. 02Proposal

    Draft the proposal

    Today
    Scope copied from call notes into a proposal template, with the pricing table typed line by line.
    In Kylon
    OrinEngagement opsSam points Orin to the scope in the call notes. Orin drafts the proposal in PandaDoc: interviews at 3 sites for $9,000, a process map for $12,000, a workshop and 90 day roadmap for $15,000. $36,000 fixed, half at signing.
    Who decides
    LeahLeah sends the proposal, and Ruth signs it on Friday, Feb 5.
    Proposal tab: a PandaDoc style document with the pricing table totaling $36,000 and Ruth Calder as signer
  3. 03Kickoff

    Plan the work and write the charter

    Today
    A workplan built task by task in Asana and a charter in Docs, where a hopeful savings number can slip into the success measures.
    In Kylon
    OrinEngagement opsOrin builds the Asana workplan, 6 weeks and 14 tasks with the readout on Fri, Mar 12, and drafts the charter. Leah takes out the promised 30% cut in dock wait and $180,000 a year in savings. Orin saves her note as an engagement rule: never promise savings we have not measured, say what we will measure.
    Who decides
    LeahLeah approves the charter before it is shared with Ruth.
    Workplan tab: an Asana style timeline with milestones and the project charter with the success measures rewritten
  4. 04Workshop

    Sort the workshop output

    Today
    A board full of sticky notes and votes, and action items typed up from the recording afterward.
    In Kylon
    OrinEngagement opsSam drops the board export into the thread. Orin sorts 38 stickies into 4 clusters with dot votes, with dock bookings by phone on top at 9 votes, and pulls 7 action items with owners and due dates from the Read AI notes.
    Who decides
    SamSam owns the workshop output and hands the dock logs to Mei.
    Workshop tab: sticky notes in four clusters with vote counts and a table of action items with owners and due dates
  5. 05Readout

    Write the readout

    Today
    Dock logs in a spreadsheet, a process map drawn by hand, and a readout email written from scratch.
    In Kylon
    OrinEngagement opsOrin maps the process in 4 lanes with 3 pain points and sets the baseline from Mei's dock log analysis: 47 minute average dock wait, 11 touches per load, 82% of 1,240 loads booked by phone, 312 overtime hours a month. It drafts the readout email from Leah's Gmail with the engagement rule applied.
    Who decides
    LeahLeah sends the readout email to Ruth.
    Findings tab: a four lane process map with three pain points and the measured baseline, next to the readout email draft
  6. 06Hours

    Close out hours and invoice

    Today
    Hours checked against the fixed fee budget by hand, and the invoice built in a separate accounting tool.
    In Kylon
    OrinEngagement opsMei asks Orin to close out the hours. Orin pulls the project from Harvest: 164 of 180 budgeted hours used, 16 left, $18,000 uninvoiced. It drafts invoice NA-1042, 2 of 2, for $18,000. NA-1041 was paid Feb 12.
    Who decides
    LeahLeah sends every invoice.
    Hours tab: Harvest hours against a 180 hour budget, hours by week and task, and invoice NA-1042 in draft
  7. 07Next phase

    Propose the next phase

    Today
    The next proposal starts from a blank template and a chat thread asking what comes next.
    In Kylon
    OrinEngagement opsWith Phase 1 closed and $36,000 paid, Orin drafts Phase 2 in PandaDoc: an 8 week pilot at Ridgefield for $48,000, with a table of what we will measure against the February baseline and no promised savings.
    Who decides
    LeahLeah reviews the draft and walks Ruth through it on Mon, Apr 5.
    Next phase tab: the Pinecrest Freight account history and the Phase 2 pilot measures with their February baseline
What it works with

Works through the tools your firm already uses.

Orin reads and drafts in your own accounts through these connections. Workshop boards and client data come in as exports.

Connection
Cal.com

Discovery calls clients book, so a new deal starts with a date and a contact.

Connection
Read AI

Meeting reports from calls and workshops: summary, key questions and action items with owners.

Connection
PandaDoc

Proposals with pricing tables, drafted for the partner to send and the client to sign.

Connection
Asana

The workplan: tasks, owners, milestones and the readout date.

Connection
Gmail

Client emails like the readout, drafted from the partner's account. Every draft waits for someone to press Send.

Connection
Harvest

Hours against the budget, the uninvoiced amount and invoice drafts.

Export
Workshop board

The board export with sticky notes and votes, sorted into clusters in the Workshop tab.

Export
Client dock logs

The client's own data, exported and uploaded, which the analyst turns into the baseline.

Your workspace
Your team

Leah, the partner, approves every proposal, email and invoice that goes to the client; Sam runs the workshop, and Mei builds the baseline from the dock logs.

Set it up

Start with this week's discovery calls.

  1. 1Make a Room for each engagementInvite the partner, consultants and analysts on the work.
  2. 2Connect what you useCal.com, Read AI, PandaDoc, Asana, Gmail and Harvest from Connections. Drop in workshop board exports and client data files.
  3. 3Ask for the first draft“Read the notes from this call and draft the proposal.” The partner reviews it and sends it.
Set-up prompt
Use this in Kylon

Spend your hours with the client, not on the paperwork.

Set up one Room for your next engagement and let the agent draft. The partner still decides what reaches the client.

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