Case Study
SK Consulting is the practice of a coaching psychologist and author who has coached more than 20,000 people across 45 countries, alongside mentoring programmes, courses and international retreats.
Services
Document Processing
Workflow & CRM Integration
Industry
Coaching and events
Company Size
15 Employees
Timeline
3 Months
November 2025
SK Consulting
“Silvercrest AI helped our team work more efficiently and spend less time on day-to-day admin. They took the time to understand how we work and built a system that fits our business. We can now focus more on our clients.”
Sofia Kakkava
Founder · SK Consulting
The assessment
Work began with a two-week AI opportunity assessment. We interviewed Sofia and her operations lead, mapped the acquisition journey in three parts, from lead qualification and appointment setting to conversion, contract and onboarding, and validated each map with the team. Every opportunity was then ranked by effort and impact. The clearest case was onboarding: every step was set up by hand, client information was not held in one place and most of the operations lead's week went on administration rather than client work. That made onboarding the first build, with lead tracking and a central client record designed in from the start.
The challenge
Clients arrived through five channels. Contracts, welcome documents and payment confirmations were handled one by one, then stored without a consistent naming rule. Onboarding took about two hours per client, and things still got lost. We first worked through how the team handled each stage of the client journey. We then connected the client record, contract and document trail around that process.
The approach
Each new client now gets their own record and their own folder, created automatically. The contract is generated from the offer they bought, sent for signature and archived the moment it is signed. Payment confirmations, onboarding documents, call notes and recordings file themselves against the right client. The team sees where every client stands on one screen.
One client journey, handled in the background
Whichever channel a client arrives through, the same steps now run in the same order.
A client record and a personal folder are created the moment a client signs up, whichever of the five channels they came through.
The contract is generated from the purchased offer, sent for signature and archived once signed. Payment confirmations are matched to the right client.
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Welcome documents and scheduling go out automatically, and call notes and recordings are filed against the client.
The relationship stays with the team
The system handles the paperwork. Conversations, coaching decisions and exceptions stay with Sofia and her team.
At a glance
The connected workflow developed from the process assessment.
The details
What we built
One intake point for all five client channels
Automatic client records and personal folders with a consistent naming rule
Contract generation from the purchased offer, e-signature and archiving
Payment confirmations matched to the right client
Automated welcome documents and scheduling
Call notes and recordings filed against each client
A status view that shows where every client stands
How the project ran
Weeks 1 to 2: AI opportunity assessment, three-part process map and prioritisation
Weeks 3 to 6: client record, folder structure and contract flow
Weeks 7 to 10: payments, welcome documents, call notes and status view
Weeks 11 to 12: team training, run-in and handover
The Results
What changed for the team
More than 30 hours of manual admin a month, gone
About 75 percent less manual work per new client
Contracts generated, signed and archived without anyone filing them
Every client document in one place, findable in seconds
The team was trained on the system and runs it themselves
See a similar opportunity in your team?
We look at your process, your systems and the result you need. Then we agree a sensible first step, from assessing the opportunity to building and supporting it.
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