For practices, agencies and small businesses
Every hour your team spends chasing documents, rebooking appointments and sending the same status update is an hour not spent on the clients who pay you. We design, build and run custom AI agents that take that repeatable work on, connected to the systems you already use and maintained every month. Each business gets its own separate workspace.
Who we help
If your week runs on client paperwork, scheduling and reminders, and that work grows every time you take on a new client, Mandate Proxy was built for you.
Tax and accounting practices
Missing documents, unanswered requests and constant "where are we?" questions slow every return and every close, right when your hours are tightest.
An agent can take on
Agencies and service firms
Onboarding forms, approvals, meeting changes and check-ins pull your team off client work and stretch every project.
An agent can take on
Owner-run small businesses
Vendor follow-ups, bookings, renewals and customer updates land on the owner. Every hour spent there is an hour away from running the business.
An agent can take on
Real-life scenarios
Four weeks we hear about again and again. The work in each one is real, it repeats, and it is nobody's job, so it lands on the people you can least spare. These illustrate common workflows; they are not client results.
Tax and accounting practice
Thirty-one returns are stalled on missing documents. Your senior preparer opens the day writing the same "just checking in on your W-2" email, checks the portal for overnight uploads, then takes three calls from clients asking where their return is.
Where the hours go
With an agent
Each client gets a request for exactly what is missing, and reminders on the schedule you set until it arrives. Uploads are checked and the list updates itself. Status questions get a current answer. Anything unusual comes to a person on your team.
What you do instead: Prepares returns. The preparer's morning goes to the work only a preparer can do.
Agency or service firm
The campaign is ready except for the client's sign-off and two missing logo files. Your account manager has asked twice. A new client's kickoff call also has to move, which means four calendars and a dozen emails.
Where the hours go
With an agent
Approval requests go out with exactly what is needed and by when, and follow up on their own. Missing assets are requested and gathered in one place. Meeting changes are coordinated until a time works for everyone. Anything sent to the client under your name can wait for your approval.
What you do instead: Billable work, and the client conversations that keep accounts.
Owner-run small business
Nine jobs need moving. Every customer needs a call or a text, two suppliers still haven't confirmed Friday's delivery, and the owner is handling all of it from the truck between jobs.
Where the hours go
With an agent
Affected customers are offered new times and the schedule is updated. Suppliers are followed up until they confirm. Customers hear what's happening before they have to ask. Anything that changes a price or a contract waits for the owner.
What you do instead: Runs today's jobs and quotes new work.
Professional services firm
Before the work can start you need their intake form, three documents and a kickoff time. By Friday it's still a thread of reminders, and the start date has slipped a week.
Where the hours go
With an agent
New clients get the intake form, a checklist of exactly what to send and kickoff times to choose from. The agent follows up until the file is complete, then tells your team it's ready.
What you do instead: Starts the engagement on time.
The cost of lost time
Use your own figures. Nothing here is our estimate, and nothing you type leaves this page.
The problem we solve
Back-office follow-through grows with every client you add, but it rarely grows your business. It sits across inboxes, portals and calendars, and it falls to whoever has a spare minute. A custom agent carries it for you. You keep the client conversation. The agent keeps the paperwork moving.
How we work
Every build follows the same six steps, so you know what happens next and nothing ships before it is ready.
We learn your goals, the work you want handed off and the systems involved, then gather what the agent needs to know: your procedures, FAQs, service details and brand voice.
We map the workflow step by step: what starts the agent, what it is allowed to do, what it must never do, and when it hands off to a person.
We build the agent, give it your knowledge base, and connect it to your tools, such as your CRM, calendar and email.
We test the agent against realistic scenarios and tricky edge cases before it touches live work. Sensitive steps wait for a person on your team to approve them.
We start small, check the results alongside your team, and train your staff with a short session and a one-page guide.
Each month we review how the agent is performing, keep its knowledge current as your services and policies change, and tune it as your business grows.
What you get
One agent for a single task, or several working together across a department, set up around how your business already runs.
Clear limits on what the agent can do, approval checkpoints for sensitive steps, and a record of what was done.
A monthly maintenance plan keeps the agent accurate and up to date. Pricing depends on the scope of your build and is shared after your discovery call.
Behind the scenes
Client intake, document requests, scheduling, status updates and follow-ups move from waiting to done, with a record of each step.
Book a call
A 30-minute video call about the work you would like to hand off. It is the first step of discovery, and where we work out the right build and pricing for your business.
Start with Proxy
He asks about the work you want to hand off, sends your details to the team for review, then gives you the link to book your call. Prefer to go straight to the calendar? Pick a time below.
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