IndustriesProfessional offices
AI and automation for professional offices, so your staff spend the day on clients, not copying.
Alpine Ops helps accounting and bookkeeping firms, insurance agencies, real estate offices, property managers and law offices in the Uintah Basin take the copying, filing and first drafts off their staff. Documents get sorted and named, replies get drafted from your own records, and client details get entered once. Nothing goes out under your name until a person approves it.
Free. 30 minutes. No obligation.
01Where the time goes
Five kinds of office, the same three leaks.
The work is different in every office on this list. The hand work around it is not: the same client typed into two or three systems, documents filed and read by hand, and follow-up written one email at a time.
Accounting and bookkeeping
Typed twice: Client details kept in the tax software, the billing system and a spreadsheet.
Paper and documents: Statements and receipts arrive by email, then get downloaded, renamed and filed by hand.
Follow-up by hand: Chasing clients for missing documents, one email at a time.
Insurance agencies
Typed twice: The same client details typed into several quoting systems.
Paper and documents: Applications and renewals moved from one form to the next by hand.
Follow-up by hand: Renewal reminders and "am I covered for this?" calls answered one by one.
Real estate
Typed twice: Listing details retyped on every site that shows them.
Paper and documents: Contracts, disclosures and checklists tracked across folders and email.
Follow-up by hand: Showing requests and buyer questions that arrive after hours.
Property management
Typed twice: Tenants, units and work orders kept in more than one place.
Paper and documents: Maintenance requests by phone, text and email, written down again.
Follow-up by hand: Monthly owner reports built by hand from rent and repair records.
Law offices
Typed twice: New client intake typed from a phone call into the case system and billing.
Paper and documents: Long documents read start to finish to find the part that matters.
Follow-up by hand: "Where is my case at?" calls answered by digging through files.
02Example workflow
Tax season documents, from the inbox to the client file.
A made-up bookkeeping office in the busy months. The steps are typical; the hours are illustrative. Your real numbers come out of the $500 AI process analysis.
Client documents, checklists and reminders.
Before
- Client documents arrive by email and upload. Each one is downloaded, renamed and filed.Staff4 h
- Each client's checklist is checked by hand to see what's still missing.Staff3 h
- Reminder emails written one at a time to chase what is missing.Staff3 h
- Numbers from statements typed into the working papers.Staff, typed again2 h
After
- Documents are sorted, named and filed into the client's folder as they arrive.Automatic, a person checks flags0.5 h
- The checklist updates itself, and staff see who's missing what.Automatic, staff glance at it0.5 h
- A reminder is drafted for each client. Staff read it and send it.A person approves1.0 h
- Numbers are read from the statements. Staff check anything flagged.Automatic, a person checks2.0 h
03AI assistants for your staff
Drafts in the queue. A person presses send.
For a professional office the biggest piece is often an assistant for your staff: it drafts the replies, summaries and reminders from your own records, and a person approves every one.
- Drafts replies to common emails from your records
- Summarizes calls and long documents
- Answers "where's that file at?" from your own data
- Never sends anything on its own
- Reply: "Did you get my bank statements?"Checked against the client file: 2 of 3 receivedApproveEdit
- Renewal reminders: 14 policies next monthDrafted from your agency recordsReview
- Owner report: Unit 4B, SeptemberBuilt from rent and work order recordsReview
- Intake summary: new client call, 2:14 pmSummarized from the call notesApprove
04What we'd build, in what order
What we'd build for an office, and the order we'd build it in.
Each row maps to one of our services. The analysis sets the real order for your office, and you choose what gets built. This is the order we'd expect for most.
| Order | What we'd build | Service | Why in this order |
|---|---|---|---|
| 1 | The free consult and the $500 analysis | AI consulting | We sit with the people who do the copying and watch the real work, step by step. With your okay, we record and transcribe it. |
| 2 | Documents sorted, named and filed; client details entered once | Automation | Usually the biggest pile of hours, and everything after it depends on clean data. |
| 3 | Replies, reminders and summaries drafted from your records | Automation: AI assistants | Once the records are in order, the assistant can draft from them. A person approves every one. |
| 4 | Calls and website questions answered after hours | Phone answering and chat | New client calls and status questions taken down and sent to you, instead of lost to voicemail. |
| 5 | Monthly owner reports, renewals due and work in progress in one place | Reporting | Built on the same entries, so the numbers agree. |
| 6 | Check-ins, upkeep and upgrades for everything we build | Your AI department | Ongoing, once the first build is working. New document types get added as you need them. |
Step 1 is a conversation. Free, 30 minutes.
05Questions
Questions professional offices ask about AI.
Something not here? Call (801) 477-6186 and ask a real person.
See every question5.1Our client files are confidential. Where does the information go?
We work within the systems and confidentiality rules your office already follows. We start with the software you already use, we talk through exactly where any information goes before anything is built, and you decide what the system can see.
5.2Will it send anything under our name?
No. It drafts. A person on your staff reads every reply, letter or reminder, changes what they want and sends it.
5.3Can it give legal, tax or insurance advice?
No, and we don't build it to. It handles the copying, sorting, summaries and first drafts. The professional judgment stays with your people.
5.4Do we have to switch our practice or agency software?
No. We start with the systems you already use and connect them. If something truly can't do the job, we'll explain why before anything changes.
5.5We're a two or three person office. Is it worth it?
Small offices can feel it most, because the same person does the work and the paperwork. The free consult is where we find out, and if it isn't worth it yet, we'll say so.
5.6What does it cost?
The consult is free. The AI process analysis is $500. A build is a fixed price, typically $2,500 to $15,000 depending on scope, and you know the exact price before any work starts.
Is your staff copying more than advising? Pull up a chair.
Start with a free 30-minute consult, at your office or by phone. Show us the inbox, the forms and the follow-up, and we'll tell you plainly what's worth building.
Free. 30 minutes. No obligation.
- Call(801) 477-6186
- Emailadmin@alpineops.dev