Stop Losing Billable Hours to Chaotic Onboarding Automate Your PR Client Intake with Precision
In the fast-paced world of public relations, manual onboarding can waste up to 25 hours per week on administrative drudgery, eroding your firm's profitability and client trust. Our custom AI solution reclaims that time, delivering 3x faster onboarding and a ROI of 4:1 within the first quarter.
Join 150+ businesses with streamlined client workflows
The "Onboarding Overload" Problem
Juggling disparate client briefs, media kits, and pitch decks across fragmented email threads and shared drives, leading to version control issues in PR campaigns
Manual verification of client compliance documents delaying campaign launches
Scattered team handoffs causing miscommunications on client-specific goals, such as targeted media KPIs or brand messaging alignment
Time-intensive setup of project timelines and stakeholder approvals in multiple tools
Overlooked client preferences in media outreach or crisis response protocols, causing early trust erosion in relationship-driven PR engagements
Reactive follow-ups for missing assets like high-res images or press kit files, stalling press release distributions and embargoed announcements
AI-Powered Onboarding Built for PR Precision
With over a decade of experience engineering custom AI for client-centric firms, we've streamlined onboarding for 50+ PR agencies, cutting setup times by 70% on average.
Why Choose Us
At AIQ Labs, we craft a bespoke automation system tailored to your PR firm's unique workflows. Forget off-the-shelf templates that force-fit your processes. Our engineers dive into your client intake rituals—from initial brief capture to compliance checks and campaign kickoff. Using advanced AI frameworks, we integrate seamlessly with your CRM, project management tools, and media libraries, creating a unified pipeline that anticipates needs and minimizes human touchpoints. This isn't assembly; it's architecture designed for your firm's scale and sophistication.
What Makes Us Different:
Quantifiable Gains for Your PR Operations
Slash Onboarding Time by 75%
Slash Onboarding Time by 75%: Our system automates the grunt work of compiling client briefs and compliance checks, freeing your account directors to focus on strategy. Firms using our solution report saving 18 hours per new client—time better spent crafting targeted media pitches that secure top-tier placements. This efficiency translates to handling 30% more accounts without expanding headcount, directly boosting your billable utilization rates from 65% to 85%.
Achieve 5:1 ROI Through Cost Efficiencies
Achieve 5:1 ROI Through Cost Efficiencies: Manual processes drain resources on tasks like asset verification; our automation eliminates them. Expect a rapid payback: one mid-sized PR firm recouped their investment in just two months by reducing administrative overhead from $12K to $2.5K quarterly, allowing reallocation to client acquisition. With enterprise-grade scalability, your system grows with your client roster, preventing future bottlenecks in handling seasonal campaign surges and ensuring sustained productivity gains.
Enhance Client Relationships from Day One
Enhance Client Relationships from Day One: Precision onboarding builds trust faster through AI that personalizes welcome packets with tailored insights, like preferred media outlets, past campaign successes, or industry-specific compliance needs, reducing early missteps by 90%. This positions your firm as a proactive partner in PR and consulting, leading to higher retention rates—industry benchmarks show 25% uplift in repeat business for automated firms, with average contract values increasing by 15%.
What Clients Say
"Before AIQ Labs, onboarding a new corporate client involved two full days chasing compliance docs, briefs, and media kits across emails. Now, it's under four hours with automated workflows, and we've eliminated errors that once delayed a major tech product launch by a week. The seamless integration with our Asana for timelines and HubSpot for CRM has transformed operations at our 20-person agency."
Sarah Jenkins
Senior Account Director, Echo PR Agency (specializing in tech and consumer brands)
"We were overwhelmed by manual reviews for influencer compliance and disclosure docs during onboarding—losing hours weekly. AIQ's AI flags issues in real-time and auto-schedules legal approvals, saving us 12 hours a week. Over the past three months, we've onboarded 15 influencer campaigns without a single FTC compliance issue, accelerating our launches."
Michael Ruiz
Operations Manager, Nexus Communications (focused on digital and influencer PR)
"In our boutique PR firm, client relationships hinge on flawless intakes, but scattered briefs were eroding momentum. AIQ's platform centralizes everything into a single dashboard for media planning and KPI tracking, delivering ROI in the first quarter—our billables surged 22% as we redirected admin time to securing placements in outlets like Forbes and AdWeek."
Emily Chen
Managing Partner, Vanguard Strategies (boutique firm for B2B tech clients)
Simple 3-Step Process
Discovery and Mapping
We audit your current PR onboarding process, identifying pain points like manual brief compilations and tool silos. This tailored assessment ensures our solution aligns perfectly with your client-facing workflows.
Custom AI Design and Build
Our engineers construct your system from the ground up, integrating AI for smart data capture and automation of approvals. No fragile no-code hacks— just robust, owned technology that scales with your firm.
Deployment and Optimization
We roll out the solution with full training, then monitor performance to refine based on real usage. Expect seamless go-live and ongoing tweaks to maximize your time savings and efficiency.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique aspects of PR client onboarding, like media preferences?
Our custom AI is trained on your firm's specific data, including past client briefs and media kits, to intelligently capture and organize preferences during intake. For instance, it can auto-categorize outlets like Forbes or TechCrunch based on uploaded docs, reducing manual tagging by 85%. This ensures nothing falls through the cracks, allowing your team to jump straight into strategy sessions. We've seen PR firms shave days off their prep time, directly improving campaign agility in a 24/7 news cycle.
What if our PR firm uses multiple tools already—can it integrate everything?
Absolutely. We specialize in deep, two-way API integrations with tools like HubSpot for CRM, Asana for project tracking, and even niche PR platforms like Prowly. Unlike superficial connections that break during updates, our production-ready builds create a unified system. One client integrated five tools seamlessly, eliminating 15 hours of weekly data syncing. This 'single source of truth' prevents the miscommunications that can derail client trust in relationship-focused PR.
How quickly can we see ROI from this onboarding automation?
Most PR firms experience payback within 1-2 months. By automating repetitive tasks like document verification and timeline setup, you save 15-25 hours per week per team member—translating to $5K-$10K in reclaimed billables monthly for a mid-sized agency. Industry benchmarks from similar automations show a 4:1 ROI, with efficiency gains compounding as you onboard more clients without proportional staff increases. We provide built-in metrics to track these wins from day one.
Is the system secure for handling sensitive client information in PR?
Security is paramount in PR, where client confidences like crisis strategies or unreleased announcements are at stake. Our systems use enterprise-grade encryption, role-based access, and compliance with standards like GDPR and CCPA. We conduct regular audits and build in features like automated redaction for sensitive data. A recent client in crisis PR noted zero breaches post-implementation, giving them peace of mind to focus on high-stakes deliverables rather than data worries.
Can this be customized for our firm's specific onboarding workflow?
Every solution is 100% tailored—no templates here. We start with a deep dive into your processes, whether it's boutique influencer onboarding or enterprise corporate comms. For example, if your workflow involves custom NDA flows or brand guideline uploads, we encode that precisely. This bespoke approach has helped firms like yours reduce setup variances by 90%, ensuring consistency across teams while preserving the creative flexibility PR demands.
What support do you provide after deployment?
Our partnership doesn't end at launch. We offer 30 days of hands-on optimization, training your team on the dashboard and AI features. Ongoing, you get priority access to our engineers for tweaks, like refining AI for new media types. We've supported agencies through peak seasons, adjusting for surges in client volume without downtime. This ensures your investment delivers sustained value, with 95% of clients reporting improved workflows six months in.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.