AI Agents for Administrative Agencies and Consulting Firms: The Definitive Guide for 2025
TL;DR: 2025 marks a turning point for administrative agencies in Spain with the arrival of the Create and Grow Law and the Veri*factu system. AI agents are presented as the ultimate solution for automating invoice claims, resolving recurring queries, and freeing advisors from administrative burdens, allowing them to focus on providing real value to the customer.
The Perfect Storm in the Sector: Digitization or Stagnation
The consulting and administrative services sector in Spain is facing unprecedented pressure. Between the mandatory implementation of electronic invoicing and growing customer expectations for immediacy, the traditional model based on "data entry" and manual mail management is coming to an end. According to recent studies, 40% of a consultant's time is lost on administrative tasks that do not add direct value.
This is where AI agents come in. We are not talking about simple chatbots, but digital employees capable of managing entire processes, understanding the fiscal context, and acting autonomously.
What is an AI Agent for an Administrative Agency?
An AI agent for this sector is an advanced virtual assistant, such as those developed by tubot, designed to be integrated into the day-to-day running of the office. Unlike traditional management software, this agent can interact with clients via WhatsApp or email to request missing documentation, answer questions about tax deadlines, or schedule appointments for income tax returns, all without human intervention.
Use Cases That Transform the Law Firm
1. The End of Invoice Chasing
One of the biggest headaches for any manager is chasing clients to send their invoices before the end of the quarter. An AI agent can:
- Send personalized and friendly reminders via WhatsApp to customers who are behind schedule.
- Receive invoices (photos or PDFs), sort them, and automatically upload them to the document management system.
- Detect if any standard documents are missing and proactively request them.
2. 24/7 Frequently Asked Questions (FAQ)
"When is VAT paid?", "How do I register an employee?", "What expenses can I deduct?" These questions take up hours on the phone. An AI agent trained in current regulations and the firm's criteria can resolve these queries instantly, at any time, offering a premium service at no additional staffing cost.
3. Appointment Management and Income Tax Campaign
During tax season, switchboards become overwhelmed. An AI agent can manage the schedules of all advisors, setting up appointments, rescheduling slots, and automatically sending the list of documentation required for the appointment.
Implementation: How to Get Started with Tubot
The transition to smart management does not require changing all your software overnight. The key is integration:
- Process Audit: Identify which tasks are most time-consuming (e.g., claims for non-payment or invoices).
- Agent Configuration: At Tubot, we configure the agent with your office's tone of voice and connect it to your channels (WhatsApp, Web).
- Training: We feed the AI with your standard procedures and responses.
- Launch: Your customers start enjoying immediate attention and you get your time back.
ROI: Is it Profitable for an SME?
Absolutely. If a consultant costing €25/hour saves just two hours a day thanks to AI, the monthly savings exceed €1,000 per employee. In addition, the ability to provide immediate responses improves customer loyalty and allows you to attract a more digital and demanding customer profile.
Conclusion
In 2025, the difference between a growing agency and one that stagnates will be its capacity for automation. AI agents are not here to replace advisors, but to empower them, eliminating administrative noise so that they can return to what they should always have been: strategic consultants for their clients.
Want to free your office from administrative burdens? Request a demo of tubot and discover how to work smarter.
