Proposals take 3–5 hours each. Status reports go out manually, client by client. New client onboarding is a chain of emails that nobody owns. Lead follow-up falls through the gaps when a project gets busy. We automate all of it - so your consultants can focus on the work clients actually pay for.
Consulting is a leverage business. Every hour a consultant spends on admin is an hour not spent delivering or selling. Here's where the hours disappear.
Every new prospect triggers the same process: dig through past proposals for a relevant structure, adapt the scope, rewrite the executive summary, find the right case study to include, adjust the fee schedule, format it in Word or InDesign, and export to PDF. For a firm doing 4–5 proposals a week, that's 20+ hours of senior time spent on document production, not thinking.
⏱ 3–5 hours per proposalEvery active client expects a weekly or fortnightly project update. Consultants write them individually - one email per client, referencing project notes from the week, with different formats depending on who the client is and what they care about. For a firm with 8 active engagements, this is 2–3 hours every Friday. Every week. Forever.
⏱ 2–3 hours every FridayWhen a proposal is signed, what happens next? In most consulting firms: a flurry of emails between the project lead, the client, and the admin team - collecting scope confirmation, signed agreement, billing contact details, scheduling a kick-off, setting up shared folders, and briefing the delivery team. It takes a week and someone always forgets something.
⏱ 1 full week of onboarding emailsA partner has a great meeting with a prospect. They send a proposal. The prospect says they need to think about it. Three weeks later, the partner is deep in a delivery sprint and hasn't followed up. The prospect chose someone else six days ago. For firms billing $5,000–$50,000 per engagement, a single lost follow-up is a significant revenue miss.
⏱ Est. 1 in 3 proposals never followed upSix automation systems designed for the consulting model - from first contact to final invoice, every routine workflow is handled without a consultant touching it.
After a discovery call, the consultant completes a short structured debrief form - scope, client pain points, budget range, timeline. Within 20 minutes, a complete draft proposal is generated: executive summary, scope of work, engagement approach, relevant case studies, team bios, and fee schedule - formatted in your brand template, ready to review and send.
✓ Proposal time: 4h → 45 minutesWhen a proposal is marked as won in your CRM, a complete onboarding sequence fires: client welcome email with next steps, signed agreement request via DocuSign, shared folder creation (Google Drive or SharePoint), kick-off meeting scheduling link, and an internal Slack notification to the project team. The client experience is seamless from day one.
✓ Onboarding week → same dayEach Friday morning, clients receive a branded project status report automatically - populated from your project management tool (Asana, ClickUp, Monday, or Notion) with this week's progress, next week's priorities, and any open decisions required from the client. Consultants review and send with one click - or let it go fully automated for standardised engagements.
✓ Saves 2–3h every FridayEvery proposal in your CRM triggers a structured follow-up sequence if no response is received. At day 5: a value-add check-in. At day 12: a case study or insight relevant to the prospect's industry. At day 20: a gentle expiry nudge. All sequences are personalised and pause the moment the prospect responds. Partners never lose a follow-up again.
✓ 2x proposal-to-win rateMilestone invoices are generated automatically in Xero when a project stage is marked complete in your project management tool. Overdue invoices trigger a 3-stage reminder sequence - personalised, professional, and graduated in tone. Sequences stop when payment is made. Your finance team or admin handles zero manual invoice chasing.
✓ Debtor days cut by 35%When a project is completed, an automated post-project debrief template captures key learnings, methodologies used, and deliverable summaries. These flow automatically into your internal knowledge base (Notion, Confluence, or SharePoint), keeping your SOPs, case studies, and proposal library up to date without anyone manually curating them.
✓ Always-current proposal libraryThe proposal generation system is the most impactful single automation we build for consulting firms. Here's exactly how it works - from discovery call to client-ready document.
Most consulting firms have the intellectual property to write a great proposal in 30 minutes. The problem is retrieving it, structuring it, and formatting it takes the other 3.5 hours. We solve all three.
✓ Average time saved: 3h 15min per proposalAfter your discovery call, fill in a structured debrief: client name, pain points, scope summary, timeline, budget range, and any specific deliverables discussed. Takes 5 minutes on a phone or laptop.
Our system pulls from your existing proposal templates, case study library, and methodology documentation to generate a complete draft - executive summary, scope, team, fees, and timeline.
The draft lands in your inbox. You review it (usually 20–30 minutes of refinement), approve the formatting, and send. Total time from call end to proposal sent: under 1 hour.
The moment the proposal is sent, a personalised follow-up sequence begins in the background. If they sign, onboarding kicks off. If they go quiet, a nurture sequence runs for 21 days.
"We were spending 4–5 hours on every proposal - and our partners were doing this while also running active projects. Polaris built us a proposal generation system that takes our post-call notes and produces a complete draft in under 20 minutes. We review and refine, but the heavy lifting is done. We're now sending twice as many proposals each week, our follow-up is fully automated, and we've closed two engagements in the last month that we would have lost simply from not following up. The ROI was clear within the first 6 weeks."- Managing Director, Sydney Management Consulting Firm (8 consultants)
We connect to your existing tools - your CRM, project management software, Xero, and document templates - and build automation around your actual workflow. No new platforms unless you want them.
We map your proposal process, client lifecycle, reporting workflow, and pipeline management. We identify the 3–4 automations that will have the greatest impact on your consultants' capacity and your firm's revenue - and write it all up, free of charge.
We build directly into your CRM (HubSpot, Salesforce, Pipedrive, or similar), your project management tools, and Xero. We configure the AI proposal system using your real templates and case studies. Nothing goes live until it's tested thoroughly with real data.
Full training, documentation, and 90-day support included. Most consulting teams are using the system independently within two weeks of go-live. Partners report that the first proposal they send through the new system pays for the entire project.
Book a free 60-minute automation audit. We'll map exactly where your consultants are losing time, show you how the proposal system works with your templates, and build you a plan - no obligation.
Common Questions
Everything Australian businesses ask us before getting started.
Consulting firms automate proposal generation, project onboarding, timesheet collection, client reporting, invoice generation, and follow-up sequences. This frees consultants from administrative overhead and ensures consistent client communication at every engagement stage.
Yes. A common automation pulls data from a scoping call form, generates a proposal draft using AI, populates a template in Google Docs or Word, and sends it to the client via email - cutting proposal turnaround from hours to minutes.
We commonly connect HubSpot or Salesforce (CRM), Google Workspace or Microsoft 365 (documents and email), Xero (invoicing), Asana or ClickUp (project management), and Slack (team communication) into unified automated workflows.