An AI agent for client intake, with approvals.
How an AI agent sorts new inquiries from email and web forms, drafts replies, and opens client records while your team approves every message sent.
New inquiries reach a service firm through a web form, a shared inbox, and forwarded referrals. Each one needs the same steps: read it, decide whether it fits, check for history, reply, and open a record. None of it is hard. All of it waits when the team is busy with client work. The cost is the inquiry that hired someone else while it waited for an answer. The agent watches the form and the intake inbox through its own accounts. For each new message it decides which group it belongs to: a fit, a likely referral elsewhere, an existing client, or noise. For likely fits, it checks your CRM for earlier contact, drafts a reply from your approved wording, and proposes meeting times from the calendar it is allowed to read. It opens the record with the inquiry attached and a checklist of what a new client needs to send. For referrals, it drafts a short, polite note pointing to the right place. For existing clients, it routes the message to the person who owns the account. Deciding to take a client stays with your team, and so do pricing, scope, and any conflict check your profession requires. Every reply waits in an approval queue until a named person sends it, edits it, or discards it. The same agent can run the document collection that usually follows: send the approved request, track what has arrived, file it in the right folder, and prepare a reminder for what is missing. Reminders go out only on the schedule and wording you approved. Track the hours from inquiry to first reply, inquiries per week, the share that reach a scheduled call, and the hours your team spends on intake admin. Measure for two weeks before anything changes, so the comparison is fair. Write your intake rules down: who you serve, who you refer, what disqualifies an inquiry, and what a new client must provide. The free AI Value Scan maps your intake workflow and marks the approval points. The Pilot puts one intake agent into production within 30 days, with a full refund if it is not running.