Services · Professional services
A dedicated virtual assistant for your professional services firm.
Proposals, scheduling and reporting all hand over cleanly. Your assistant owns them, so the billable people stay billable.
Sound familiar
The work that eats a firm’s week.
Proposals take days, not hours
Pulling case examples, rewriting the scope and chasing pricing sign-off, while the prospect waits.
Projects run on memory
Kickoffs booked late, timelines in someone’s head and documents scattered across drives.
Invoices go out late
Time and expenses reconciled at month end, invoices sent a week after that.
Clients ask before you report
The retainer client emails asking what they got for the month, and the answer takes an afternoon.
The work
What your assistant takes over.
One assistant covers all of this. You choose where to start; most businesses add lines as the first ones settle.
Pipeline
Proposals & SOWs
Drafted from your templates and chased to signature.
- First drafts from your proposal template
- Relevant examples and bios pulled in
- Signature packets sent and chased
- Lead follow-up after proposals go out
Delivery
Project & scheduling admin
Kickoffs booked, timelines kept, documents filed.
- Kickoff and status meetings scheduled
- Project plans and trackers kept current
- Meeting notes and action items logged
- Client documents filed by engagement
Cash
Invoicing & retainer reporting
Invoices on time and usage reported before the client asks.
- Time and expenses reconciled
- Invoices prepared and sent
- Retainer usage reports
- Overdue invoices followed up
Marketing
Thought leadership & content
The content that wins work, shipped on schedule.
- LinkedIn posts drafted in your voice
- Newsletter assembly
- Case examples written up for approval
- Event and webinar logistics
Admin
Inbox & calendar
Partners’ inboxes and calendars run for them.
- Inbox sorted into act, reply, file
- Client scheduling across time zones
- Travel and meeting logistics
- Expense paperwork
Core · Automation
AI automations
Assembly and follow-up that no longer take an afternoon.
- Proposal assembly from templates
- Meeting-note summaries
- Follow-up drafts for approval
- Scheduled retainer reports
Capability, shown
What a week can look like.
An illustration of how the work is spread across a week, not a record from a client account. Your week is scoped on the call.
| Day | Your assistant |
|---|---|
| Mon | Retainer usage reports sent. Proposal drafts started from Friday’s discovery calls. |
| Tue | Kickoff meetings scheduled. Project trackers updated from last week’s notes. |
| Wed | Proposals sent for your review. LinkedIn posts drafted for approval. |
| Thu | Time and expenses reconciled. Signature packets chased. Client documents filed. |
| Fri | Invoices prepared. Weekly check-in with you: proposals out, projects on track, what is stuck. |
Your tools
Works inside the systems you already use.
No new software to buy. Your assistant logs into yours. Common in this industry:
- HubSpot
- Pipedrive
- PandaDoc
- Proposify
- Asana
- ClickUp
- Monday.com
- Harvest
- QuickBooks
- Xero
- Karbon
- Microsoft 365
Access & confidentiality
What protects your clients’ information.
Before they touch anything
How your assistant is vetted
- Chosen personally by the CEO
- A signed non-disclosure agreement
- A police background check
- References from previous employers
- A psychological assessment
- Ten days of onboarding on your business
While they work
How access is handled
- Your assistant works in your systems under their own login, and you can remove that access at any time.
- You decide what they can reach. Client folders can be shared engagement by engagement.
- Everything they see is covered by the non-disclosure agreement they sign before day one.
- Nothing goes out under your name until you have approved the template or script it came from.
Management
How much managing you actually do.
Stays with you
Judgment calls
- Pricing, scope decisions and client advice
- Approving proposals, reports and client communications
- A 20-minute weekly check-in
Handled for you
Everything else, with oversight
- The work itself, owned end to end
- An end-of-day report, every day
- A Clozik supervisor watching the account
- Backup cover when your assistant is out
Risk, removed
The terms, before you ask.
Fit
Not a fit? Replaced free.
If the assistant is not right for your business, we swap them at no cost. You do not have to build a case for it.
Terms
Cancel anytime. No notice.
No lock-in and no notice period. Stop whenever you want; nothing further is owed beyond work already done.
Cover
Out sick? Covered.
A second trained Clozik assistant covers absences, so your work does not stop because a person did.
Oversight
Reported daily. Supervised always.
An end-of-day report, a weekly check-in, and a Clozik supervisor watching the account above your assistant.
Questions
Professional services questions, answered.
Can they write proposals?
They produce first drafts from your templates, past proposals and call notes. You set the price and approve the scope.
Accounting firms have tax-season peaks. What then?
Your assistant is full-time and dedicated, so the capacity is already yours. Many firms move them onto document collection and client chasing for the season.
Will clients know they are working with an assistant?
That is your call. Most firms introduce them as part of the team for scheduling and documents.
Which firms is this for?
Consultancies, marketing and creative agencies, accounting and bookkeeping firms, and recruiters. The admin is similar; onboarding covers your systems.
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