A regional litigation practice was losing an estimated 12 to 16 hours per week across the team to manual intake coordination — phone intake, email-based document collection, and manual status updates between intake staff and attorneys. New client onboarding averaged 4 business days from initial contact to matter opening.

NeonAI conducted a full workflow audit of intake, matter opening, and case communication processes. The resulting architecture included an automated intake qualification workflow, digital document collection with automated follow-up, and matter management system integration giving attorneys real-time case status without coordinator involvement.

Intake automation and matter management integration was completed over three weeks, including staff training and a parallel-run period to validate accuracy before full cutover. Governance protocols were established to define exception handling and system ownership.

New client intake time reduced from 4 days to under 18 hours. Manual coordination time reduced by approximately 14 hours per week across the team. The intake coordinator role was retained and redirected toward client experience work. Attorneys reported a material reduction in administrative interruption.

A CPA firm with 35 ongoing business clients was spending 2 to 3 hours per client per month assembling reporting packages — pulling data from client accounting platforms, reconciling manually in Excel, and formatting reports. Month-end consumed the majority of two senior CPAs' time for a 3-day window each month.

NeonAI designed an integrated reporting architecture connecting client accounting platforms to a central reporting layer. Client data flows automatically, reconciles against defined parameters, and populates reporting templates without manual intervention. Exception flags surface automatically for CPA review.

Integration was phased across client segments by complexity, beginning with the 15 clients on the firm's primary supported accounting platforms. Full deployment across the client base was completed in approximately five weeks with a parallel run validating output accuracy.

Reporting preparation time reduced by approximately 70%. The three-day month-end cycle was eliminated. Senior CPA time previously consumed by report assembly was redirected toward advisory services — which the firm identified as a key strategic expansion area.

A multi-provider medical practice was managing new patient intake through phone calls, paper forms, and manual EHR data entry. Appointment reminder workflows were executed manually by front-desk staff, contributing to a no-show rate impacting monthly revenue. New patient onboarding required 2 to 3 days from initial contact to confirmed appointment.

NeonAI designed an integrated intake, scheduling, and patient communication architecture. New patients complete intake digitally before their first staff interaction. Scheduling is integrated with automated multi-touchpoint reminder sequences. Post-visit follow-up is automated at defined intervals.

Implementation was structured in two phases — intake and scheduling first, patient communication automation second — to manage change volume for the administrative team. Total deployment was four weeks with a two-week validation period for each phase.

No-show rates declined approximately 45% within the first 60 days. New patient intake reduced from 2 to 3 days to same-day scheduling. Front-desk time savings of approximately 8 hours per week were documented and redirected to patient experience functions.

A three-location specialty retailer was managing inventory through POS-generated reports, supplier emails, and a manually maintained master spreadsheet. Weekly reporting required an estimated 12 hours of management time. Stockouts were discovered reactively — after product had already run out at the location level.

NeonAI designed an integrated inventory and reporting architecture connecting all three POS systems to a unified operations dashboard. Automated reorder triggers were configured against defined threshold levels by SKU and location. Supplier purchase order workflows were systematized, replacing email-based ordering.

POS integration and dashboard deployment was completed over three weeks. Reorder threshold configuration required a two-week calibration period in parallel with existing manual processes. Supplier workflow automation was activated in week five following threshold validation.

Weekly manual reporting assembly eliminated — real-time dashboard replaced all compiled reports. Stockout incidents reduced approximately 22% within the first 90 days. Management estimated 12 hours per week returned from reporting tasks.

A B2B software sales team was losing significant rep productivity to manual CRM maintenance and activity logging. Sales leadership assembled weekly forecasts from CRM exports and rep-reported updates — a process consuming approximately 5 hours per week and producing data one to two days stale by the time decisions were made on it.

NeonAI designed an integrated CRM automation and pipeline intelligence architecture. Inbound leads are automatically captured, qualified, enriched, and routed. Activity logging is captured from communication tools and synchronized to CRM automatically. Pipeline stage movement is triggered by behavioral signals. Forecasting dashboards pull from live CRM data.

Implementation was structured in three phases: lead capture and routing first, CRM activity logging second, then pipeline intelligence and forecasting dashboard deployment. Total deployment spanned six weeks with rep training conducted in small groups to minimize disruption to active sales cycles.

CRM data accuracy improved approximately 40%, validated through a pre- and post-audit of record completeness. Reps estimated 8 to 10 hours per week returned from manual administrative tasks. Sales leadership eliminated the weekly manual forecast assembly process entirely.