Keystone AI

For SMEs and professional services

Tools that give professional firms more time for client work.

For accountancy practices, solicitors, agencies and consultancies whose skilled staff spend too much of the day chasing, copying and filing. We work with you to find the administration that takes the most time and build the tool that handles it. Anything sent to a client is checked and agreed first.

Book a free 30-minute call See our work

The call is free and carries no obligation. Afterwards we will send you a one-page note setting out what we would build, what it would cost and how long it would take.

Where the time goes

The administration that sits between your team and client work.

  • “We chase clients for the same documents three or four times before year end.”
  • “Emails land in a shared inbox, and nobody is sure who is dealing with each one.”
  • “Notes from a meeting reach the client record days later, if at all.”
  • “Proposals start from a blank page, or from last year's version with the wrong name in it.”
  • “Our website hasn't kept up with what we actually do.”

A well-built tool can do much of this routine work. Anything it drafts for a client is checked and agreed by your team before it is sent.

Around 35% of UK businesses with 10 or more staff now report using AI. Among those that do not, one of the most common reasons is difficulty identifying where it would help.

Source: ONS, Business Insights and Conditions Survey, June 2026 (opens in a new tab)

What we'd build

Tools that handle routine tasks, so your team can spend more time on skilled work.

Automatic reminders for missing documents

Clients receive clear, timed requests for exactly the documents still missing, and each upload is ticked off against the list.

Your team can see at a glance who is outstanding, without writing reminders by hand.

Sorting a shared inbox

Incoming emails are sorted by type and urgency, sent to the right colleague and given a draft reply to check.

Every email has an owner, and nothing is sent until it has been checked and agreed.

From meeting to action list

A call becomes a short summary, a list of actions with owners, and an update to the client record.

Follow-up can happen the same day, and the record stays current.

A website that explains what you do

Built to load quickly, answer the questions prospective clients ask, and make it easy to get in touch.

People who look you up after a referral find a firm that looks as capable as it is.

Behind it

Over twenty years of delivery for large organisations.

Keystone AI is backed by more than twenty years of full-stack development and technical leadership, including delivery for:

Coca-ColaNintendothe NHSLloyds Banking GroupRoyal Bank of ScotlandSainsbury's

For a small firm, that means tools built to the same standard: secure, dependable and easy to use.

You can see our current work for yourself: websites that contracting firms use every day, and a quotation tool being tested on real jobs.

See the case studies →

Our commitments

What you can expect from us.

  • A fixed price, agreed in writing before any work starts.
  • You deal directly with the person who builds your website or tool, from the first call until it is finished.
  • You own everything we build for you: the website, the online accounts it uses and your data.
  • We stay involved for the first few weeks of everyday use, making changes until it works well for you.
  • We take on only a few projects at a time, so each one receives our full attention.
  • Anything drafted for a client is checked and agreed before it is sent.
  • Where possible, what we build connects to the software you already use, so your team does not have to learn a new system unnecessarily.

Before you ask

Questions professional firms ask first.

  • Will it work with our practice management software?Most established systems can pass information in and out. We check yours on the call, and the note sets out what connects and how.
  • What happens to client data?It stays under your control, in accounts you own, and is handled in line with UK GDPR. We document how data moves through the system before anything is built.
  • What will it cost?Every project has a fixed price, agreed in writing before work starts. The free call gives you a rough figure, and the one-page note that follows sets out the actual price.
  • Will our team use it?We build around the way your team works now, and stay involved through the first weeks of use, making changes until it fits the routine.

Next step

Tell us which task your team would most like to see simplified.

On a free 30-minute call we will ask how the task is done now and where it slows the firm down. Within two working days we will send you a one-page note: what we would build, the fixed price and how long it would take.

Book a free 30-minute call

or email hello@keystoneai.ltd