Automated Client Intake for a Service Business
How we helped a consulting firm reduce intake time by 80% and eliminate data entry errors with AI-powered automation.
What they were facing
A growing consulting firm was spending 15+ hours weekly on manual client onboarding, data entry, and document collection. Staff was overwhelmed and errors were common.
Key Pain Points
- Manual data entry across multiple systems (CRM, project management, accounting)
- Paper-based document collection causing delays and lost documents
- Inconsistent client experiences based on who handled the intake
- Staff spending valuable time on repetitive tasks instead of client work
- Frequent errors requiring rework and damaging client relationships
How we solved it
We implemented an AI-powered intake system that automatically collects client information through smart forms, validates data in real-time, and creates records across their CRM, project management, and accounting tools simultaneously.
Technologies Used
What We Built
- Smart intake forms with conditional logic and real-time validation
- AI-powered document extraction and classification
- Automated record creation across all connected systems
- Client portal for document upload and status tracking
- Automated follow-up sequences for incomplete submissions
How we delivered
Project completed in 6 weeks
Discovery & Planning
Mapped existing intake workflow and identified automation opportunities
System Integration
Connected CRM, project management, and accounting platforms
Form & Portal Development
Built smart intake forms and client-facing portal
AI Implementation
Deployed document processing and validation automation
Testing & Training
Thorough testing and staff training on new system
"The new intake system has transformed how we onboard clients. What used to take hours now happens automatically, and our clients love the professional experience."