Client Intake Agent
New clients get stuck in email purgatory before you can start work. This agent gathers their info, asks the right follow-up questions, schedules the kickoff, and preps onboarding docs — so day one actually starts on day one.
The intake coordinator who gets the facts before your team gets the call.
The Client Intake Agent collects the right information up front, asks the obvious follow-up questions, and routes each inquiry into the right next step — whether that's a kickoff call, a consultation, or a polite no.
It works from your real intake criteria, service rules, and onboarding steps, so every new client starts with a consistent process. That means fewer missing details, fewer internal handoff mistakes, and less staff time spent re-asking basic questions.
- Collects structured intake
- Gathers the key facts, documents, and answers your team needs before the first meeting.
- Asks smart follow-up questions
- Clarifies missing details automatically instead of leaving staff to chase them down later.
- Qualifies fit early
- Uses your real criteria to route strong fits forward and filter out poor-fit inquiries gracefully.
- Books the next step
- Moves qualified prospects straight into the right consultation or kickoff flow.
- Preps onboarding handoff
- Packages the intake answers so your team starts with context instead of a blank screen.
- Keeps the process consistent
- Runs the same intake logic every time, no matter who is out, busy, or handling the inbox that day.
If every new client starts with a mess of emails, this agent cleans up the front door.
Built for teams that lose time forwarding incomplete forms, chasing missing details, or manually organizing new-client information before real work can begin.
Sales-driven service businesses
Fast lead response, qualification, scheduling, and quote follow-up for teams where speed decides revenue.
Multi-location service brands
Consistent booking, policy answers, customer follow-up, and review requests across teams, locations, and shifts.
Agencies and consultancies
Intake, proposals, invoice chasing, and handoff friction — tightened up without founders living in the inbox.
Home services and field teams
Missed calls, estimate follow-up, scheduling gaps, and review requests — handled without dispatch or office staff becoming the bottleneck.
Nonprofits and membership orgs
Member FAQs, event details, donation help, and volunteer signups — freeing tiny staffs to focus on the mission.
Healthcare practices
Appointment requests, insurance pre-questions, and policy lookups — handled before the front desk picks up.
Professional services firms
Initial intake, fee-range questions, and scheduling for lawyers, accountants, and consultants drowning in inbound.
Real estate brokerages
After-hours showing requests, listing FAQs, and qualified-buyer routing — without your agents tied to their phones.
Three concrete moments where this agent earns its keep.
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"Here's what we need help with"
A new prospect fills out a short form on your site. The agent asks the follow-up questions your team always ends up typing manually, then books the right type of consult once the basics are covered.
"A colleague told me to reach out"
A referred lead comes in with partial information. The agent gathers the missing context, confirms service fit, and routes the complete intake to the right person with the background attached.
"What do you need from me to get started?"
Before onboarding begins, the agent requests the standard documents, explains what matters, and nudges the client until the intake packet is complete.
Connect your content
We point the agent at your website, FAQs, service pages, and any docs you want it to know — securely.
Train tone & rules
We teach it your voice, what topics to handle, what to escalate, and when to ask for contact info.
Embed the widget
One snippet of code on your Webflow (or any) site. Optional: customize colors and avatar to match your brand.
Monitor & refine
Review conversations weekly. We tune the agent as your business and customer questions evolve.
Works with the tools you already pay for.
No rip-and-replace. The chat agent plugs into your existing stack — and we handle the wiring.
Webflow
Embed widget
HubSpot
Push leads to CRM
Salesforce
CRM sync
Gmail
Lead notifications
Outlook
Lead notifications
Cal.com
Book meetings
Google Calendar
Live availability
Google Drive
Shared docs
Notion
Internal docs
Slack
Live alerts
Zapier
Connect anything
Custom API
Anything else
Don't see your tool? We integrate with anything that has an API.
Most teams add one of these next
These are the best next-step agents to pair with this workflow — the ones that usually fix the bottleneck right after this one.
Appointment Scheduling Agent
Booking a meeting takes six emails and three reschedules. This agent handles bookings, confirmations, reminders, and reschedules end-to-end — without your team touching a calendar.
View Details →Proposal & Quote Agent
Hot leads cool down while you get a proposal over to them this week. This agent drafts a tailored proposal from your templates the moment a lead asks — so you respond in minutes, not days.
View Details →Knowledge Base Agent
Your team keeps Slack-pinging the same five people for the same answers. This agent reads your docs, SOPs, and policies — and answers in seconds, with the source cited.
View Details →Pricing, data, and the questions you need to ask.
Honest answers — what it costs, how long it takes, and how your data stays safe.
Whatever your team normally has to ask for up front: contact details, service type, timeline, budget, documents, case facts, onboarding details, and follow-up answers. The goal is to get your team a complete intake instead of a vague message that creates three more emails.
Yes. We define your fit criteria, and the agent uses those rules during intake. Strong fits move forward faster. Poor fits get filtered out politely before they eat staff time.
Yes. Once the basics are collected and the person looks like a fit, it can book the consult, kickoff, or discovery call automatically. That removes the dead time between inquiry and action.
It does not shove everyone into your pipeline. If the person is outside your service area, budget, timeline, or case type, the agent can route them elsewhere or close the loop cleanly without wasting your team's time.
Usually 2 to 3 weeks. We map the intake questions, fit rules, documents, and booking handoff, then test it with your real process before launch.
Still have questions?
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