Salesforce
Automate Document-Heavy Workflows for Professional Services Firms
Professional services firms waste billable hours on manual tasks like client onboarding, engagement letters, invoicing, and compliance docs. altaFlow connects your CRM, PSA, and billing systems to cut rework, speed up revenue, and improve utilization.
Your Teams Deserve Better Than Manual Document Workflows
Professional services firms run on expertise, relationships, and time. Yet operations teams spend hours routing engagement letters, chasing approvals, reconciling invoices, and managing compliance documentation across disconnected systems: CRM, PSA platforms, billing software, and document repositories that don't communicate.
altaFlow eliminates this friction. Our no-code platform automates client onboarding, proposal generation, billing workflows, and regulatory documentation, seamlessly integrating with Salesforce, NetSuite, Microsoft Dynamics, and industry-specific PSA tools. Operations teams build and iterate workflows without dev tickets. IT maintains governance. Partners and clients experience streamlined service delivery.
The result? Improved utilisation rates, faster revenue recognition, and compliance-ready audit trails, all whilst reducing administrative overhead by 30-50%.
Workflows Built for Professional Services Operations
Client Onboarding & Engagement Letters
The Challenge: Manual data entry across multiple systems delays project kickoff and creates data inconsistencies.
altaFlow's Solution: Auto-generate engagement letters pre-filled with CRM data, route for multi-step approvals, collect client signatures with our built-in eSignature, and sync executed documents back to your CRM and PSA platform, all in one workflow.
Business Impact: Reduce onboarding cycle time by 40-60%. Accelerate time-to-revenue.
Proposal Generation & SOW Approval
The Challenge: Creating customised proposals requires pulling data from CRM, project templates, and rate cards, then chasing internal approvals before client delivery.
altaFlow's Solution: Build dynamic document templates that pull client details, scope definitions, and pricing from your systems. Route through approval hierarchies with conditional logic (e.g., proposals over £50K require partner sign-off). Track version history and client interactions.
Business Impact: Cut proposal turnaround time by 50%. Improve win rates with faster, more professional responses.
Invoicing & Billing Approval Workflows
The Challenge: Time and materials billing requires reconciling timesheets, expenses, and project milestones across PSA, accounting, and client systems, often triggering manual approval bottlenecks.
altaFlow's Solution: Automate invoice generation from PSA data, route for manager and finance approval using configurable workflows, apply client-specific billing rules, and sync approved invoices to accounting systems. Flag exceptions (e.g., budget overruns) for human review.
Business Impact: Accelerate billing cycles. Reduce billing disputes. Improve cash flow predictability.
Compliance & Regulatory Documentation
The Challenge: Professional services firms face industry-specific compliance requirements (GDPR, SOX, HIPAA, etc.) requiring documented policies, client attestations, and audit-ready evidence trails.
altaFlow's Solution: Automate compliance document workflows: policy acknowledgments, client data processing agreements, conflict-of-interest disclosures, and regulatory filings. Store with immutable audit logs, retention schedules, and role-based access controls.
Business Impact: Pass audits with confidence. Reduce compliance officer workload. Mitigate regulatory risk.
Partner & Staff Onboarding
The Challenge: Onboarding new partners, associates, or contractors involves collecting signed agreements, tax forms, background checks, and system access requests, often delayed by manual routing.
altaFlow's Solution: Orchestrate multi-step onboarding workflows with conditional branching (e.g., partners receive equity agreements; contractors receive W-9s). Auto-provision system access upon document completion. Track onboarding status in real-time using custom webforms.
Business Impact: Reduce onboarding time from weeks to days. Improve new hire experience.
Vendor & Subcontractor Management
The Challenge: Engaging subcontractors or specialist vendors requires NDAs, SOWs, insurance certificates, and payment terms, each with approval requirements and expiration tracking.
altaFlow's Solution: Automate vendor onboarding workflows with document generation, approval routing, signature collection, and expiration reminders. Integrate with procurement and AP systems for seamless contract-to-pay processes.
Business Impact: Reduce vendor onboarding friction. Avoid expired insurance/compliance gaps.
Client Deliverable Approvals
The Challenge: Client-facing deliverables (reports, recommendations, deliverables) require internal quality reviews and client approvals, often managed via fragmented email threads.
altaFlow's Solution: Route deliverables through internal review workflows with version control and feedback loops. Once approved internally, send to clients for sign-off with tracking and reminders using automated notifications. Store final versions in document repositories with audit trails.
Business Impact: Reduce deliverable turnaround time. Improve client satisfaction with streamlined approval experience.
Project Change Orders & Amendments
The Challenge: Scope changes mid-project require updated SOWs, budget approvals, and client signatures. Delays risk project margins and client relationships.
altaFlow's Solution: Generate change order documents dynamically from project data, route for internal approval (project manager, finance, partner), obtain client signature, and sync changes to PSA and billing systems in real-time using native integrations.
Business Impact: Accelerate change order processing. Protect project margins. Maintain client trust.
Start Fast with Prebuilt Education Workflow Templates
Scholarship Award Packet
Auto-merges award data, terms, and signatures.
Adjunct Contract (Semester)
Dynamic clauses by department and campus.
Student Worker Onboarding Packet
Combines I-9/W-4 plus policy acknowledgments.
Vendor Onboarding Packet
W-9, insurance, and ACH forms with automated approvals.
Incident Report
Guided intake, intelligent routing, and secure archive.
Security at the core
Trusted by Professional Services Firms With Rigorous Security Requirements
Enterprise-Grade Workflow Automation Without the Complexity
No-Code Workflow Builders
The Value: Operations teams design and iterate workflows without IT bottlenecks. Use drag-and-drop logic, conditional routing, and dynamic templates to adapt processes as business needs evolve.
Professional Services Context: Project managers and operations leads build client onboarding workflows, proposal templates, and billing processes tailored to practice areas, without submitting dev tickets.
Governed Access & Role-Based Controls
The Value: Define who can create, approve, view, or edit workflows and documents. Enforce segregation of duties (e.g., proposal creators cannot approve their own deals). Maintain compliance without sacrificing operational agility.
Professional Services Context: Partners approve engagement letters. Finance approves invoices above thresholds. Associates access only their assigned client workflows. IT retains oversight without micromanaging processes.
Audit-Ready Workflows & Immutable Trails
The Value: Every document generation, approval decision, signature, and system update is logged with timestamps, user IDs, and IP addresses. Retention policies ensure compliance with regulatory and contractual obligations.
Professional Services Context: Demonstrate to auditors and clients that engagement letters, billing approvals, and compliance attestations followed documented procedures. Retrieve historical records instantly during audits or disputes. Learn more about our security features.
Native Integrations with CRM, PSA, ERP
The Value: altaFlow connects seamlessly with Salesforce, NetSuite, Microsoft Dynamics, and industry-specific PSA platforms. Data flows bidirectionally with no middleware, no fragile scripts.
Professional Services Context: Pull client details from Salesforce to pre-fill engagement letters. Sync executed SOWs back to your PSA platform. Trigger billing workflows when project milestones complete in your ERP system.
Security & Compliance Built In
The Value: SOC 2 Type II certified. SSO/SAML authentication. Role-based access control (RBAC). Data encryption at rest and in transit. GDPR, HIPAA, and industry-specific compliance alignment.
Professional Services Context: Meet client security questionnaires without custom development. Protect confidential client data with enterprise-grade controls. Satisfy regulatory requirements for data processing agreements and audit trails. View our security and compliance details.
From Manual Chaos to Governed Automation
40-60% reduction in client onboarding cycle time
50% faster proposal turnaround
30-50% decrease in administrative overhead
100% audit readiness for compliance documentation
Professional services firms use altaFlow to automate high-volume, high-stakes workflows: client onboarding, proposals, billing approvals, and compliance documentation. By connecting CRM, PSA, and ERP systems through no-code workflows, operations teams eliminate manual handoffs, improve data accuracy, and accelerate revenue recognition, whilst maintaining the governance and audit trails required for regulatory compliance and client trust.
Frequently Asked Questions
How does altaFlow integrate with our existing PSA platform (Kantata, FinancialForce, Mavenlink, etc.)?
altaFlow offers pre-built connectors for Salesforce, NetSuite, and Microsoft Dynamics, which often serve as the system-of-record for PSA platforms built on these architectures. For standalone PSA tools, we integrate via REST APIs to read project data, write document references, and trigger workflow events. Our implementation team maps your PSA fields to altaFlow templates during onboarding to ensure seamless data flow.
Can we maintain separate workflows for different practice areas (consulting vs. audit vs. tax, etc.)?
Absolutely. altaFlow supports multi-tenant workflow design, allowing each practice area to build and manage workflows tailored to their service delivery model, whilst IT maintains centralised governance, security policies, and audit logging. You can also share reusable components (e.g., standard NDA templates) across practice areas to promote consistency.
How do we handle client-specific billing rules and approval thresholds?
altaFlow's conditional logic supports dynamic routing based on client attributes, project size, or billing method (fixed-fee vs. time and materials). For example, invoices for Client A auto-route to their designated project manager, whilst invoices over £50K trigger additional finance review. These rules are configured via drag-and-drop workflows, no coding required.
What happens if a workflow fails mid-process (e.g., system downtime, incorrect data)?
altaFlow includes built-in error handling and retry logic. If an integration fails (e.g., CRM temporarily unavailable), workflows pause and alert designated administrators via email or Slack. Once the issue resolves, workflows resume from the last successful step with no data loss. You can also configure fallback actions (e.g., route to manual review if auto-population fails).
Can we enforce segregation of duties (e.g., proposal creators cannot approve their own deals)?
Yes. altaFlow's role-based access controls (RBAC) and workflow approval matrices enforce segregation of duties. You define rules such as "User who created workflow cannot approve Step 3" or "Finance approval required for invoices over £25K." These controls are auditable and prevent circumvention via workflow design.
How do we ensure compliance with GDPR, HIPAA, or other regulations?
altaFlow is SOC 2 Type II certified with features designed for regulatory compliance: data encryption (at rest and in transit), audit-ready logs, retention policies, and GDPR-aligned data processing agreements. For HIPAA (relevant for healthcare consulting), we offer Business Associate Agreements (BAAs) and PHI handling safeguards. During implementation, our compliance team reviews your requirements and configures workflows to meet jurisdictional standards. Learn more on our security page.
Can clients interact with workflows without creating accounts in our systems?
Yes. altaFlow supports guest user workflows where clients receive unique, secure links to sign documents, upload files, or provide approvals, without logging into your CRM or PSA platform. All interactions are tracked in audit logs and synced back to your systems. This reduces client friction whilst maintaining security and traceability.
How long does it take to implement altaFlow for a professional services firm?
Implementation timelines vary by complexity. Basic setup (1-2 core workflows, single CRM integration) takes 4-6 weeks. Standard deployment (5-8 workflows, multi-system integration) takes 8-12 weeks. Enterprise rollout (10+ workflows, custom integrations, change management) takes 12-16 weeks. Our implementation methodology includes discovery, workflow design, integration configuration, user training, and phased rollout. Most firms see ROI within 3-6 months post-launch.
What level of training is required for operations teams to build workflows?
altaFlow is designed for business users, not developers. We provide role-based training. Workflow builders (operations leads) receive 2-day training on drag-and-drop design, conditional logic, and integration mapping. Workflow users (project managers, associates) receive 1-hour orientation on initiating and tracking workflows. Administrators (IT, compliance) receive a half-day session on governance, security settings, and audit reporting. We also offer ongoing enablement resources (help centre articles, video tutorials, office hours).
Can we run a pilot with one practice area before firm-wide rollout?
Absolutely. We recommend starting with a high-impact, high-volume workflow (e.g., client onboarding or proposal generation) in a single practice area. This allows your team to validate ROI, refine processes, and build internal champions before scaling to other departments. Pilot durations typically run 60-90 days with defined success metrics (cycle time reduction, user adoption, error rates).
How does altaFlow handle multi-currency and international billing requirements?
altaFlow supports dynamic currency selection and region-specific document formatting. Workflows can pull currency codes from CRM records, apply exchange rates from ERP systems, and generate invoices with jurisdiction-appropriate tax treatments. We also support multilingual document templates for global service delivery.
What reporting and analytics are available for workflow performance?
altaFlow provides dashboards and reports for workflow cycle times (average, by practice area, by client), bottleneck identification (which approval steps cause delays), completion rates and abandonment tracking, volume trends (monthly workflow initiations), and compliance metrics (percentage of workflows with complete audit trails). Reports can be exported or embedded in BI tools (Tableau, Power BI) via API.
See How altaFlow Transforms Professional Services Operations
Join professional services firms eliminating manual document chaos. Request a demo to see altaFlow automate your client onboarding, proposals, billing, and compliance workflows, no coding required.
