---
title: "AI for Consulting Firms: First Call to Next Phase | Kylon"
description: "One Room for each client engagement. An agent reads call notes and drafts proposals, workplans, readouts and invoices. The partner approves what goes out."
url: "https://kylon.io/use-cases/consulting-firms"
language: "en"
---

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.

[Start free](https://app.kylon.io/sign-up) [Book a demo](https://kylon.io/demo?from=lp-consulting-firms-hero&page=%2Fen%2Fuse-cases%2Fconsulting-firms)

The tools you have open today

![A PandaDoc proposal for Pinecrest Freight, the readout baseline and Harvest hours, each with a Kylon result underneath](https://kylon.io/assets/use-cases/films/consulting-firms/hero.webp)

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.  _01_Discovery
    
    ### 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
    
    **Orin**_Engagement ops_Ruth 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
    
    **Leah**Leah 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](https://kylon.io/assets/use-cases/films/consulting-firms/step-1.webp)
    
2.  _02_Proposal
    
    ### Draft the proposal
    
    Today
    
    Scope copied from call notes into a proposal template, with the pricing table typed line by line.
    
    In Kylon
    
    **Orin**_Engagement ops_Sam 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
    
    **Leah**Leah 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](https://kylon.io/assets/use-cases/films/consulting-firms/step-2.webp)
    
3.  _03_Kickoff
    
    ### 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
    
    **Orin**_Engagement ops_Orin 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
    
    **Leah**Leah 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](https://kylon.io/assets/use-cases/films/consulting-firms/step-3.webp)
    
4.  _04_Workshop
    
    ### Sort the workshop output
    
    Today
    
    A board full of sticky notes and votes, and action items typed up from the recording afterward.
    
    In Kylon
    
    **Orin**_Engagement ops_Sam 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
    
    **Sam**Sam 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](https://kylon.io/assets/use-cases/films/consulting-firms/step-4.webp)
    
5.  _05_Readout
    
    ### Write the readout
    
    Today
    
    Dock logs in a spreadsheet, a process map drawn by hand, and a readout email written from scratch.
    
    In Kylon
    
    **Orin**_Engagement ops_Orin 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
    
    **Leah**Leah 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](https://kylon.io/assets/use-cases/films/consulting-firms/step-5.webp)
    
6.  _06_Hours
    
    ### 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
    
    **Orin**_Engagement ops_Mei 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
    
    **Leah**Leah sends every invoice.
    
    ![Hours tab: Harvest hours against a 180 hour budget, hours by week and task, and invoice NA-1042 in draft](https://kylon.io/assets/use-cases/films/consulting-firms/step-6.webp)
    
7.  _07_Next phase
    
    ### Propose the next phase
    
    Today
    
    The next proposal starts from a blank template and a chat thread asking what comes next.
    
    In Kylon
    
    **Orin**_Engagement ops_With 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
    
    **Leah**Leah 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](https://kylon.io/assets/use-cases/films/consulting-firms/step-7.webp)
    

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.  1**Make a Room for each engagement**Invite the partner, consultants and analysts on the work.
2.  2**Connect what you use**Cal.com, Read AI, PandaDoc, Asana, Gmail and Harvest from Connections. Drop in workshop board exports and client data files.
3.  3**Ask for the first draft**“Read the notes from this call and draft the proposal.” The partner reviews it and sends it.

Set-up prompt

I run a small consulting firm. Set up our engagements in Kylon with me, one step at a time, and show me each result before you move on.

1. Make an App for our firm with tabs for Pipeline, Proposal, Workplan, Workshop, Findings, Hours and Next phase.
2. Connect Cal.com, Read AI, PandaDoc, Asana, Gmail and Harvest. For workshop boards and client data, I will upload the exports.
3. After every discovery call, read the meeting notes, add the deal to the Pipeline and draft the proposal with a pricing table.
4. At kickoff, build the workplan and draft the charter. In the success measures, say what we will measure, never savings we have not measured.
5. When a phase ends, compare hours with the budget and draft the invoice that is due.

Rules: never send a proposal, email or invoice to a client without approval from the partner on the engagement.

[Use this in Kylon](https://app.kylon.io/launch/lp:consulting-firms)

## 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.

[Start free](https://app.kylon.io/sign-up) [Book a demo](https://kylon.io/demo?from=lp-consulting-firms-closing&page=%2Fen%2Fuse-cases%2Fconsulting-firms)