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Client intake automation

New clients, set up without re-typing

New clients go from first contact to a ready file without anyone re-typing. A form, call or email becomes a complete record in your system, with the next steps already started.

Book an AI workflow audit See examples for your firm
Typed oncedetails entered a single time
Next stepswelcome and checklist sent for you
Staff confirmbefore the file is opened
From first contact to a ready file.

What you get

Faster, consistent setup, and no lost leads.

  • Faster first response

    New inquiries get a reply and next steps right away.

  • Typed once

    Details flow from the form into your system without copy and paste.

  • Complete every time

    Required details and documents are asked for up front.

  • No lost leads

    Every inquiry is tracked until it's signed or closed.

Closest real result

About 3 minutessaved per new client · in progress

At an insurance claims firm, each intake form now creates the case in their case system on its own, about 3 new clients a day. We're still finishing it, and the client stays private.

See the claims work

How intake works

An example of one new client going down the line, from the first form to a file your team can work.

Example workflow · client intake

From first contact to a ready file

Before, staff copied every intake form into the system by hand.

  1. Form comes in (Your systems)
  2. Checks for gaps (AI does it)
  3. Creates the file (AI does it)
  4. Sends next steps (AI does it)
  5. Staff confirms (Your team checks)
  6. File readywith nothing typed twice
  • AI does it
  • Your team checks
  • Your systems
More examples for your field

How we build yours

Map your intake

We follow a new client from first contact to open file and note every hand-off.

Build the front door

A clear form, call script or email flow that asks for the right things.

Connect your system

Answers create the record in your case or practice management system.

Start next steps

Welcome emails, checklists and reminders go out on their own.

What it looks like in your field

The first one is real and still in progress at an insurance claims firm. The rest are example workflows, with no numbers until your audit measures them.

  • Insurance claims Real result

    Intake form to new case

    BeforeStaff copied each intake form into the case system by hand.
    With AIEach form creates the case on its own. In progress.
    More for claims

  • Law firms

    Intake and conflict-check prep

    BeforeStaff take notes on a call, then re-type them for a conflict check.
    With AIDetails are collected once and a conflict-check list is ready for the attorney.
    More for law firms

  • Accounting firms

    Engagement letters and checklists

    BeforeEach new client gets a letter and a document list by hand.
    With AIThe engagement letter goes out for e-signature with a personal document checklist.
    More for accounting

  • Medical offices

    New-patient forms

    BeforePatients fill out clipboards in the waiting room.
    With AIForms and insurance details arrive before the visit, ready for staff to confirm.
    More for medical offices

Where does your intake slow down?

The audit maps it from first call to open file, with a price for each fix. From $500.

Book an AI workflow audit

Not ready? Get the free “Is your firm ready for AI?” checklist

Getting started

Every project starts with a paid audit, so you know exactly what you're buying before you buy it.

What you'll need

  • Your current intake questions or forms
  • Access to your case or practice management system
  • Your welcome email and first-step checklist, if you have them

Tools we often use: Clio, MyCase and similar systems, Microsoft Forms and web forms, n8n and Power Automate, and e-signature tools.

Price and timing

  • Start withAI workflow audit, $500–$1,500
  • Typical first project$2,000–$3,500
  • After launch10% of your build cost per month, $500 minimum

Larger projects are quoted in your audit plan, often up to about $5,000. If your first project is $2,000 or more, your audit fee comes off the build price.

Price your audit

Straight answers

Something else on your mind? Call (305) 807-7015.

What is intake automation?

It's a setup where a new client's form, call or email becomes a complete record in your system on its own, with follow-ups sent for you.

Does it work with our case management software?

Usually, yes. Most modern systems can receive new records automatically. We confirm yours during the audit.

Can clients still call us?

Of course. Calls can feed the same flow, either through your staff or an AI phone assistant.

How long does intake automation take to build?

Most intake builds take a few weeks, including time testing with your team.

Find out where AI fits in your firm

Start with a free call, or go straight to the audit. Either way, you talk to the person who builds it.

Not sure yet?

Book a free 20-minute call

Tell us what's eating your team's time. We'll tell you honestly if AI can help. No pitch, no obligation.

Book a free call

Ready?

Book your AI workflow audit, from $500

1–2 weeks, ending in a written plan ranked by hours saved, with a price for each piece.

Book your audit

Today, every call and every audit is led by our founder, Aramis M. Figueroa. Or call (305) 807-7015.

Not ready yet? Get the free “Is your firm ready for AI?” checklist

A 10-question checklist you can fill in over coffee. It shows where your team's hours go and which work AI could take on first.

One email with the checklist. No newsletter unless you ask for it. See our privacy policy.

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