Optimising Professional Services operations using Copilot Studio Agents

What is Copilot Studio?

Copilot Studio is Microsoft’s low-code platform for building and managing AI agents for operations. These conversational agents can integrate with tools such as Dynamics 365, Power Platform, Microsoft Teams, and SharePoint, enabling teams to automate internal processes, access information quickly, and create more seamless workflows.

For professional services firms, this means improving operational efficiency, reducing manual workloads, and delivering better client outcomes.

Common operational challenges in professional services

We regularly work with professional services organisations that experience:

• Disconnected systems and siloed data
• Repetitive admin tasks, such as timesheet follow-ups
• Limited visibility into client or project insights
• Slow onboarding for new staff or clients
• Inefficient resource planning and utilisation

Copilot Studio for professional services firms offers automation tools that can help overcome these challenges, improving both internal operations and client-facing services.

How Copilot Studio agents can help

1. Automate internal admin tasks

Manual tasks like chasing timesheets, logging expenses, or replying to basic HR questions eat up valuable time. With Copilot Studio, you can create agents that handle these tasks automatically – sending scheduled reminders, pulling data from internal systems, or answering frequently asked questions.

For example, a project coordinator could use an agent in Microsoft Teams to check which team members haven’t submitted timesheets, then automatically send them a personalised reminder, freeing up hours of admin every month.

Outcome: More time for high-value work, reduced admin bottlenecks.

2. Enhance client engagement

Providing fast, consistent communication can make or break client relationships. Copilot Studio agents can support onboarding by walking clients through key documents, responding to common queries, or proactively sharing updates based on project milestones.

You could even build an agent that integrates with your CRM and sends clients automated status updates, appointment confirmations, or next steps via Teams or email.

Outcome: Improved client satisfaction and stronger engagement.

3. Streamline project management

Professional services firms often juggle multiple projects, teams, and deadlines. By integrating Copilot Studio with D365 Project Operations, Power BI, or Planner, agents can surface up-to-date project insights, alert users to potential delays, or answer resourcing queries in real time.

Imagine asking a Teams agent, “What’s the current status of the ‘X’ project?” and getting an instant summary with key metrics and tasks due this week.

Outcome: Faster decision-making, fewer project overruns.

4. Support knowledge sharing

Important knowledge is often buried in SharePoint folders, past emails, or documentation silos. Copilot Studio agents can be trained to pull relevant information from sources like SharePoint, OneNote, or internal wikis, making it easy for staff to find the answers they need.

Instead of hunting through folders, your team could ask a chatbot, “What’s the process for submitting a project scope change?” and get a precise, helpful response instantly.

Outcome: Reduced onboarding time and better internal collaboration.

5. Improve reporting and compliance

Regular reporting and compliance checks are essential, but they’re also time-consuming. Agents can compile project updates, track KPIs, or remind staff of compliance deadlines, pulling data from multiple systems and delivering it in an easy-to-read format.

You might use an agent to create a weekly summary of active projects, hours logged, and flagged issues, delivered to your inbox or Teams chat.

Outcome: Smoother compliance processes and clearer reporting.

and much more…

Because Copilot Studio agents are low-code and highly customisable, the possibilities are endless. Whether you’re solving a small operational pain point or looking to drive large-scale efficiency, agents can be tailored to fit your goals.

Integrating with the Microsoft ecosystem

One of the key strengths of Copilot Studio is its seamless integration with the Microsoft ecosystem. Your agents can connect directly with the tools you already use, including:

• Dynamics 365 – Pull real-time client, opportunity, or project data
• Microsoft Teams – Interact with users via chat and deliver agent actions
• Power Automate – Trigger automated workflows based on user input
• SharePoint – Access, retrieve, or summarise documents
• Outlook – Send follow-ups, book meetings, or provide scheduling options

These integrations ensure agents are not standalone tools—they become embedded in your existing operations, helping your teams work smarter without needing to switch platforms or learn new systems.

Outcome: Higher adoption, better data utilisation, and streamlined workflows across departments.

Delivering better outcomes with Pragmatiq

At Pragmatiq, we take the time to understand your current processes, pain points, and goals. From there, we design and implement Copilot Studio solutions tailored to your professional services operations. Whether you’re looking to improve internal collaboration, automate routine admin, or gain faster access to project data, our team will help you build agents that deliver real outcomes.

Want to explore what’s possible?

Considering how Copilot Studio could support your firm? Get in touch with our team to explore how conversational AI agents could fit into your operations and unlock greater efficiency across your business.