Document Chaser
Stop chasing tax documents
Follows up clients for missing tax documents and unsigned engagement letters, stops when they arrive, and waits for staff approval before every send.
Build · Human approval built in
AI agents for professional services firms
AI agents for professional services firms are AI that takes actions, such as chasing documents, qualifying enquiries and following up debtors, with a person approving anything before it leaves the firm. Pylon Digital builds and runs them for law, accounting and advisory firms that lose staff hours to repetitive chasing, intake and admin. Every action is logged.
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Is it right for you
Who it's for
AI agents suit 10–100 person law, accounting and advisory firms where skilled staff spend hours each week chasing, sorting and following up. The usual trigger is tax time, a backlog of unanswered enquiries, or a lock-up figure nobody has time to chase.
- Accounting firms chasing tax documents and signed engagement letters every season
- Law firms handling new enquiries that need details collected, conflict-check prompts and a booked meeting
- Firms missing calls after hours or over lunch, including calls from prospective clients
- Firms with overdue debtors that nobody has time to follow up consistently
- Partners whose inboxes need sorting and filing to the right matter or job
Which AI agents does Pylon Digital offer?
Pylon Digital offers six agents, each built for one repetitive job and sold under its own name, such as the Document Chaser, by Pylon Digital. We recommend starting with one agent and adding others once the approval routine is familiar.
- Document Chaser: follows up clients for missing tax documents or signed engagement letters until they arrive.
- Client Intake Agent: qualifies website and email enquiries, collects details, runs conflict-check prompts and books meetings.
- After-hours Receptionist: answers calls and chats, takes messages and books appointments.
- Debtor Follow-up: sends scheduled overdue reminders and escalates to a person.
- Inbox Agent: sorts email, files it to the right matter or job and drafts replies.
- Drafting Assistant: prepares first drafts of letters, file notes and summaries for review.
What keeps an AI agent under the firm’s control?
Three guardrails apply to every agent: a person approves anything an agent drafts before it leaves the firm, every action is written to a full audit log, and agent data is stored in fully GDPR-compliant data centres. The agent does the repetitive work; your staff keep the final say.
Live calls and chats answered by the After-hours Receptionist cannot wait for approval in the same way, so the receptionist answers only from scripts and topics your firm has approved in advance and hands anything else to a person. Our security and data residency page explains how we store and protect client data.
How approval works
Agents draft, people decide
Every message an agent drafts waits in an approval queue alongside the job it relates to. Staff approve, edit or reject it, and nothing leaves the firm until a person says so.
Deliverables
What you get
You get a working agent, the guardrails around it and the monthly care that keeps it accurate, not a demonstration that stops at handover.
A configured agent
One or more agents from the set, set up with your firm's wording, templates, rules and escalation contacts.
An approval step
Every message the agent prepares for a client or third party waits for a named person at your firm to approve, edit or reject it.
A full audit log
A record of every action the agent takes, who approved it and when, so any client interaction can be traced later.
Connections to your systems
Links to Microsoft 365 and your practice-management system, so the agent works from current client, job and matter details.
Monthly run and monitoring
We monitor the agent, review its log for errors and adjust its instructions as your processes change.
The agents
Six agents for the admin partners shouldn't be doing
Each agent is a named product with its own page, guardrails and pricing model. Every one asks a person before anything leaves the firm.
Client Intake Agent
Qualify enquiries before a lawyer's time is spent
Qualifies website and email enquiries, collects matter details, prompts a lawyer's conflict check and books first meetings, with a person approving every reply.
After-hours Receptionist
Answer calls after the office closes
Answers calls and website chats when your office is closed, takes clear messages, books appointments and hands anything complex to a person.
Debtor Follow-up
Chase overdue fees without awkward calls
Sends scheduled, approved reminders for overdue invoices, stops on payment or dispute, and hands the harder conversations to a named person in your firm.
Inbox Agent
File and draft, so partners only decide
Sorts partners' email, files it to the right matter or job, and leaves draft replies in Outlook for a person to check and send.
Drafting Assistant
Start from a first draft, not a blank page
First drafts of letters, file notes and summaries, built from your precedents where Private AI is in place and reviewed by a qualified person before use.
Process
How it works
Agents go live in stages, so your team sees how the agent behaves on past examples and a supervised pilot before it works with every client.
- Step 0145 minutes, free
Discovery call
We map the chasing or intake work, the systems involved and who should approve what.
- Step 02Agreed in writing
Rules and approvals
We agree the agent's instructions, message templates, approval points and escalation contacts with you.
- Step 03Timeline in your proposal
Build and connect
We connect the agent to your systems and test it on past examples before it sees a live client.
- Step 04Timeline in your proposal
Supervised pilot
The agent works on a small group of clients or matters while your team approves every step and we tune it.
- Step 05Monthly, ongoing
Run
We host and monitor the agent under Managed AI and adjust it as your firm, systems and clients change.
Integrations
Systems we work with
Agents work inside the systems your firm already uses, reading client, job and matter details and recording what they do. Some vendors approve API access case by case, so we confirm what is possible before you commit.
- Microsoft 365
- Xero Practice Manager
- Xero
- MYOB
- Actionstep
- LEAP
- Clio
Security & data residency
Where your data goes, and who can see it
Agents handle client names, documents and money owed, so the controls are part of the design: a person approves what goes out, every action is recorded, and each agent is connected only to the systems its job needs.
- Human approval
- Nothing an agent drafts leaves the firm until a named person approves it. Staff can edit or reject any draft, and every decision is logged.
- Full audit log
- Every action, approval and edit is recorded with a time and a name, so you can see exactly what happened on any file.
- Where data is stored
- Agent data and audit logs are stored in fully GDPR-compliant data centres.
- Model training
- Your proposal shows each AI provider's terms on model training, and we switch on the settings each provider offers to keep client data out of it.
- Privacy
- Each system's handover documentation records what personal information it holds, where it is kept and who can see it, so your firm can answer privacy questions from clients and regulators.
Pricing
Pricing guidance
Pricing model: Setup + monthly
Setup fee plus a monthly fee, both quoted in writing after the free discovery call. The setup fee depends on the agent, how many systems it connects to and how many approval steps you need. The monthly fee covers hosting, monitoring, the audit log and changes to the agent's rules.
Illustrative scenario: each July, two administrators email and phone clients with outstanding returns, tracking replies in a spreadsheet. With the Document Chaser, by Pylon Digital, reminders are drafted from the open jobs in Xero Practice Manager, an administrator approves each batch, and replies are logged against the right job. Clients who have not replied after the agreed reminders go to a person to call.
Commitments
What you can hold us to
These are the working rules behind every engagement, from the first discovery call to the monthly Run service. Ask us on the call how each one works for the system you have in mind.
Scope and price in writing first
Every build is scoped and priced in writing before work starts, so there are no open-ended hours.
A person approves what agents send
Our AI agents draft; a person at your firm approves what they send. The After-hours Receptionist answers live only from wording your firm approves in advance.
Every agent action logged
Every action an agent takes is recorded in an audit log, so you can see exactly what it did.
GDPR-compliant data centres
Client data in the systems we build and run is stored in fully GDPR-compliant data centres.
Accessible, fast websites
Websites are designed and tested against WCAG 2.2 level AA and Google’s Core Web Vitals “good” thresholds.
Built and run under one roof
A build can move straight onto a monthly Run service with us, so it is not handed over and forgotten.
Questions
Frequently asked questions
What is the difference between an AI agent and a chatbot?
A chatbot answers questions; an AI agent also takes actions. An agent can draft a reminder, update a job, book a meeting or file an email, following rules your firm sets. Our agents prepare those actions and wait for a named person to approve anything that leaves the firm, so staff stay in control of what is sent to clients.
Can an agent email our clients without anyone checking?
No. Emails, reminders and other messages an agent prepares for clients wait for a named person at your firm to approve, edit or reject them. Internal work, such as sorting an inbox or preparing a draft, runs without sign-off. Every action and approval is recorded in the audit log with a time and a name, so you can check what happened on any file.
Where is our data stored when an agent works on it?
Agent data and audit logs are stored in fully GDPR-compliant data centres. Before any build, we list each service an agent would use and show you each AI provider's terms, so you can decide whether that suits your firm. Our security and data residency page explains how we protect client data.
How much do AI agents cost?
AI agents are priced as a setup fee plus a monthly fee, both quoted in writing after the free discovery call. The setup fee depends on the systems the agent connects to and the approval steps you need. The monthly fee covers hosting, monitoring, the audit log and changes to the agent's rules as your processes change.
Which agent should our firm start with?
Start with the task that repeats most and costs senior time. For accounting firms that is often the Document Chaser at tax time; for law firms, the Client Intake Agent. One agent and a supervised pilot show your team how approvals work before you add a second. We recommend a starting point in the free 45-minute discovery call.
What happens when an agent gets something wrong?
Because messages an agent drafts for clients need approval, a person reviews each one before it is sent. When staff edit or reject a draft, the change is logged, and we review those logs to correct the agent's rules. Agents also hand over to a person when a request falls outside their instructions, such as a complaint or a fee dispute.
Secure by design. Set up correctly. Fully managed.
Talk to us before you commit to anything
Start with a free 45-minute discovery call. We look at your systems and priorities, then recommend a first step with a fixed scope, or tell you if we are not the right fit.
Keep exploring
Related services and reading
Build
AI Automation
Background workflows that handle intake, read and file documents, and move data between systems, so staff stop re-keying the same details.
Run
Managed AI
Hosting, monitoring and support for your agents, automations and private AI, plus seat admin for public AI tools, run by the team that built them.
Industry
Accounting firms
Agents that chase tax documents and overdue fees, automation that ends re-keying, and a weekly lock-up and recoverability report for 10–100 person accounting firms.
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