Industry
Automation for law, accounting and insurance offices.
For small law, accounting and insurance offices, automation takes over client intake, scheduling, document collection and follow-ups, so billable people spend less time on admin. Kaffee Werks builds these systems with strict limits: automation gathers information and routes it, and professionals make every judgment call.
The problem
Admin that eats billable hours.
Intake calls
Every new inquiry needs the same questions asked and answered before anyone knows if it's a fit.
Chasing documents
Tax season and renewals mean weeks of reminder emails for the same missing forms.
Scheduling back-and-forth
Five emails to book one meeting, then a no-show because nobody sent a reminder.
Example
A new client inquiry after hours.
A prospective client calls after hours. The AI agent explains that it can't give advice, collects their name, contact details and what they need help with, and offers available consultation times.
The inquiry lands in your intake list with a summary, a consult is on the calendar, and the client gets a checklist of documents to bring.
- 00:00Inquiry call answered
- 01:30Intake questions completed
- 02:00Consultation booked
- 02:05Confirmation and document checklist sent
- -1 dayAutomatic reminder before the meeting
What we build for professional offices
Less admin, same professional judgment.
Intake and scheduling
Inquiries answered, screened with your questions and booked into open slots. AI phone agents
Document collection
Checklists, secure upload links and automatic reminders until everything's in. Workflow automation
Drafting help
First drafts of routine letters and summaries from your templates, reviewed before sending. Private AI assistants
FAQ
Common questions.
Will the AI give legal, tax or insurance advice?
No. It's set up to gather information, schedule and route. It tells callers it can't give advice, and every judgment call stays with your professionals.
How is client confidentiality handled?
We collect only what's needed, use business terms that exclude training on your data, and can keep sensitive workloads on hardware you control. We'll design around your professional obligations.
Can it work with our practice management software?
Where your software supports integrations, yes. Otherwise we connect through email, calendars and shared folders.
Services
The building blocks
AI phone agents
An AI receptionist that answers every call, books, transfers and takes messages, day or night.
Learn moreWorkflow automation
Connect the tools you already pay for so information moves on its own.
Learn morePrivate AI assistants
Assistants that know your documents and procedures, with guardrails and human review.
Learn moreSelf-hosted infrastructure
Phone systems, automation servers and business apps on hardware you own, with backups and monitoring.
Learn moreRunning a professional office? Let's talk.
A free 30-minute consult. Bring your busiest day and we'll show you what could run on its own.