# From proposal to paid, without the retyping. Source: https://cruxlabs.com.au/industries/professional-services For consultancies, engineering and architecture firms, and law firms around their practice software. One practice management system runs proposals, matters, invoicing and a client portal, with AI that reads documents and files each to its matter. We have not built for a firm like yours yet; the practice system is built and tested. Built in Melbourne, working Australia-wide. ## The firm runs on email threads and last year's proposal. The admin we see in consultancies and firms. Plain statements, not quotes. - Every proposal starts from the last one. Then checked for the old client's name. - The matter lives in email threads. Only whoever was copied in knows. - Timesheets filled on Friday from memory. Hours slip, and the invoice with them. - Clients call to ask where it is at. Each call stops the work. ## One matter, one record, from the proposal to the paid invoice. Proposal, engagement, work and invoice read the same matter. 1. **Enquiry**: Entered once, with the client. 2. **Propose**: Drafted from your own templates. 3. **Engage**: The engagement letter as a PDF. 4. **Deliver**: Stages and tasks on the matter. 5. **Invoice**: Five ways for the client to pay. 6. **Close**: Archived with every document. - Proposals and engagement letters produced as PDFs from your templates (Live) - One record per matter, with stages and tasks on a cycle (Built) - Invoices and collections, with five ways for a client to pay (Built) - A client portal where clients see status and send documents (Built) - AI that reads incoming documents and files each one to its matter (Built) - Time recorded against each matter (Next) Live: running for a client today · Built: coded and tested · Next: not shipped yet · Can build: no delivered example yet. Levels describe the module, in whichever industry it runs today. Services for professional services: [Business Operating System](https://cruxlabs.com.au/services/business-operating-system) · [AI agents and automation](https://cruxlabs.com.au/services/ai-automation) · [Web apps and custom software](https://cruxlabs.com.au/services/custom-software) · [UI/UX design](https://cruxlabs.com.au/services/ui-ux-design). ### Software we connect to - **Email and PDF documents**: Proposals, engagement letters and reports (Live) - **Xero and MYOB**: Invoices out, payments in (Can build) - **LEAP, Actionstep or Smokeball**: Your practice system stays; we build around it (Can build) ### The rules your paperwork answers to - **Legal Profession Uniform Law**: Trust money follows the Uniform Law, so it stays in your practice system. Source: https://lsbc.vic.gov.au/lawyers/trust-accounts/trust-money (checked 2026-10-05) - **Professional Engineers Registration Act 2019, Victoria**: Structural, civil, electrical, mechanical and fire safety work needs a registered engineer. Source: https://www.consumer.vic.gov.au/licensing-and-registration/professional-engineers/who-needs-to-be-registered (checked 2026-10-05) This is the Business Operating System, set up for professional services. [See the full system](https://cruxlabs.com.au/services/business-operating-system) Also set up for: [Accounting firms](https://cruxlabs.com.au/industries/accounting-firms) · [Property and real estate](https://cruxlabs.com.au/industries/property-real-estate) · [Marketing and creative agencies](https://cruxlabs.com.au/industries#marketing-creative-agencies). ## No consultancy or law firm yet. The practice system that would run yours is built. PDF proposals and documents run live for a security company. Client files, tasks and billing are built for an accounting firm; the client portal, five ways to pay and the AI that files documents are built in Crux Practice. - [A complete in-house system for a security company](https://cruxlabs.com.au/case-studies/security-operations-system) (PDF proposals and documents, Live): Quotes, rosters and client questions run from one record. The company takes on new clients without rebuilding the paperwork each time. - [Full practice management for a mid-tier accounting firm](https://cruxlabs.com.au/case-studies/accounting-practice-management) (Client files, tasks and billing, Built): The subscriptions collapsed into one system the firm owns. - [Crux Practice: practice management for accounting firms](https://cruxlabs.com.au/case-studies/crux-practice) (Client portal, five ways to pay, AI filing, In-house project, paused): An in-house project, built and tested. Not live for a client today. ## The things people ask before they call. **Do you replace LEAP or our practice system?** No. LEAP, Actionstep or Smokeball keeps the trust account and the legal file. We build intake, proposals and the client portal around it. **Can it track time?** Not yet. Time against each matter is the next module. Proposals, matters, invoicing and the client portal are built and tested today. **Does the AI read our documents, and where?** It reads incoming documents and files each one to its matter, and a person confirms. The data stays in Australian data centres, in a database the firm owns. **How is this different from a project management tool?** A project tool tracks tasks. This runs the whole matter: the proposal, the engagement, the work, the invoice and what the client sees, from one record. ## Bring us one proposal and the matter it became. [See the full system](https://cruxlabs.com.au/services/business-operating-system) · [All our work](https://cruxlabs.com.au/case-studies) · [All industries](https://cruxlabs.com.au/industries#property-and-professional) · [Take the Scorecard](https://cruxlabs.com.au/tools/ai-opportunity-scorecard) · [Book a call](https://cruxlabs.com.au/contact)