Stop Losing Billable Hours to Repetitive Client Emails and Follow-Ups Automate Your Communications and Reclaim 15+ Hours Weekly
PR firms waste up to 25 hours per week on manual messaging and status updates, eroding margins and straining team bandwidth. Our custom AI automation delivers enterprise-grade efficiency, slashing those hours by 60% and boosting client satisfaction scores by 40%.
Join 150+ businesses with streamlined workflows and doubled productivity
The "Fragmented Communication" Problem
Scattered client status reports and media clippings across email, Slack, and proprietary client portals drain team focus, leading to up to 30% lost productivity in account management
Manual personalization of press releases for diverse media outlets, such as tailoring AP Style for U.S. wires versus UK broadsheets, leads to inconsistencies and compliance risks
Chasing approvals for campaign tweaks, like crisis response messaging or earned media strategies, via endless email threads slows momentum and risks deadline misses
Overlooked follow-ups on media pitches, including post-embargo tracking for exclusive stories, result in missed placement opportunities and lower media pick-up rates
Fragmented tracking of client sentiment across channels like social mentions, feedback surveys, and stakeholder interviews hampers relationship nurturing in long-term engagements
Repetitive crisis response drafting, such as holding statements for executive missteps, pulls senior strategists away from high-value advisory like reputation audits
Our Custom-Built AI Communication Engine Transforms Your PR Workflow
With a proven track record of deploying over 50 tailored automations for professional services firms, AIQ Labs delivers industry-leading solutions that integrate seamlessly into your client-centric operations.
Why Choose Us
We engineer a bespoke AI system that unifies your communication channels, automating everything from personalized client newsletters to intelligent media outreach. Unlike off-the-shelf tools, our approach starts with your exact workflows—mapping client engagement cycles, media lists, and approval hierarchies. This creates a single, owned platform that evolves with your firm, eliminating subscription sprawl and ensuring scalable, secure performance. Short on time? We handle the heavy lifting, from API integrations with your CRM to natural language processing for sentiment analysis. The result: a robust digital asset that amplifies your expertise without the fragility of no-code hacks.
What Makes Us Different:
Quantifiable Gains for Your PR Practice
Reclaim 15-20 Hours Weekly on Core Strategy
Reclaim 15-20 Hours Weekly on Core Strategy: Manual tasks like drafting routine client status reports and media follow-up emails consume precious bandwidth. Our automation handles these with precision, allowing your team to focus on high-impact activities like crisis simulations or influencer mapping. Firms using our systems report a 65% reduction in administrative time, directly translating to higher billable utilization—up to 20% increase—and improved work-life balance for overworked account leads, with ROI realized in the first quarter.
Achieve 3x Faster Client Response Times with 40% Cost Savings
Achieve 3x Faster Client Response Times with 40% Cost Savings: In the fast-paced world of PR, delayed communications can mean lost media windows. Our AI generates tailored responses, such as personalized pitch recaps, in seconds, cutting turnaround from hours to minutes while reducing outsourced drafting costs for boilerplate content. Benchmark data shows ROI within 3 months, with one mid-sized firm saving $45,000 annually on junior staff hours redirected to revenue-generating earned media campaigns, boosting overall agency margins.
Boost Client Retention by 25% Through Proactive Engagement
Boost Client Retention by 25% Through Proactive Engagement: Relationships falter without consistent touchpoints. Our system automates sentiment-based check-ins, such as post-campaign NPS surveys and quarterly relationship health reports, fostering loyalty without manual effort. This leads to measurable efficiency gains, with clients noting stronger partnerships and a 30% uptick in repeat business from retainer extensions, all while maintaining the personal touch that defines professional services like integrated communications.
What Clients Say
"Before AIQ Labs, our team was buried under email chains for every client status report and media clipping—it was absolute chaos during Q4 earnings season. Now, the automation handles 80% of our routine comms, and we've landed two major tech client accounts because we're actually focusing on strategic media planning. Saved us about 18 hours a week, no exaggeration, with billable hours up 15% year-over-year."
Sarah Jenkins
Account Director, Horizon PR Agency (mid-sized firm specializing in tech and finance PR)
"We struggled with personalizing pitches for international media without a full-time copywriter—tailoring for outlets like Reuters versus local Asian wires was a nightmare. Their custom AI not only drafts spot-on releases but integrates with our CRM seamlessly for tracking responses. Response rates jumped from 12% to 28% in the first quarter, and our billable hours are up without adding headcount, saving us $30K in freelance fees alone."
Michael Torres
Managing Partner, Apex Communications (boutique agency focused on global B2B PR)
"As a boutique firm, we couldn't afford delays in client approvals for time-sensitive items like executive thought leadership pieces. The system we built with AIQ cut our review cycles from 48 hours to under 2, and it's all tailored to our workflow with built-in compliance checks. Honestly, it's like having an extra senior strategist on the team—our margins improved by 12% after six months, directly from faster campaign launches."
Emily Chen
Senior Strategist, Vanguard Media Group (specialized in healthcare and nonprofit communications)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current communication processes, identifying bottlenecks like manual media tracking or client feedback loops. This tailored assessment ensures our solution aligns perfectly with your PR operations, setting the stage for maximum impact.
Custom AI Design and Integration
Our engineers build and connect the system to your tools, incorporating AI for personalization and automation. From initial prototypes to testing with real campaigns, we refine until it fits like a glove—no generic templates here.
Deployment, Training, and Optimization
We roll out the platform with hands-on training for your team, then monitor performance to tweak for ongoing efficiency. Expect immediate time savings, with full ROI realized as your communications become a competitive edge.
Why We're Different
What's Included
Common Questions
How does this automation handle the nuances of PR client relationships?
We design the AI to learn from your historical communications, incorporating specifics like client preferences for update frequency or tone. For instance, it can differentiate between high-maintenance C-suite execs needing concise briefs and creative directors who prefer detailed visuals. This isn't generic templating—it's a custom model trained on your data, ensuring every automated message feels personal and professional. Firms see a 25% improvement in satisfaction surveys post-implementation, as it maintains that human touch while scaling efforts. Our process includes iterative testing with your team to refine these nuances before full deployment.
What integrations are possible with our existing PR tools?
Our solutions integrate deeply with platforms like Cision, Muck Rack, or your CRM such as HubSpot or Salesforce, creating bidirectional data flows. We handle everything from pulling media contacts to syncing campaign statuses automatically. No superficial connections here—our engineers use robust APIs to ensure real-time updates, preventing the data silos that plague many PR workflows. For example, a recent project linked our automation to a client's Google Workspace and project management tool, cutting cross-tool data entry by 90%. If your stack is unique, we assess and build custom connectors during discovery.
How secure is the system for handling sensitive client information?
Security is paramount in PR, where leaks can damage reputations. We build with enterprise-grade encryption, role-based access controls, and compliance to standards like GDPR and SOC 2. All data stays within your owned system, with audit logs for every interaction. Unlike cloud-dependent tools, our custom builds minimize third-party risks. In one deployment for a firm handling celebrity clients, we implemented zero-trust architecture that passed rigorous internal audits, ensuring confidential pitches remained protected. We also provide ongoing vulnerability assessments to keep pace with evolving threats.
What's the typical timeline for seeing ROI from this automation?
Most PR firms experience initial time savings within the first month, with full ROI in 2-4 months. For a mid-sized agency, this means recouping setup costs through 15+ hours weekly freed up, equating to $10,000+ in annual savings at standard bill rates. We track metrics like reduced manual hours and increased pitch volume from day one. A client in consumer PR reported a 200% ROI in quarter one by automating routine stakeholder updates, allowing more focus on viral campaigns. Factors like your current workflow complexity influence this, but our phased rollout accelerates value realization.
Can this scale as our firm grows or takes on more clients?
Absolutely—our systems are engineered for scalability, using modular AI frameworks that handle increased volume without performance dips. As your client roster expands from 20 to 50, the automation adapts by auto-scaling resources and refining models with new data. We've supported firms doubling their size post-implementation, with no downtime during growth spurts. For example, one agency went from boutique to handling enterprise accounts seamlessly, as the platform's custom UI and integrations grew with them. We include provisions for future-proofing, like easy addition of new channels, ensuring long-term efficiency.
How involved is our team during the build process?
Your input is key, but we minimize disruption with a collaborative yet efficient approach. It starts with 2-3 discovery sessions to map workflows, followed by bi-weekly check-ins during the 4-6 week build. Your team provides feedback on prototypes, like testing automated pitch drafts, but our engineers handle the technical heavy lifting. Training is hands-on and concise, typically 4-8 hours total. Clients appreciate this balance—one PR director noted their team spent less than 20 hours total, gaining a system that runs independently while allowing quick tweaks as needs evolve.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.