CLIENT INTAKE AUTOMATION
They want to work with you. You are still chasing the details.
The enquiry arrives. Then come the missing photos, the unanswered questions and the information copied into three places. We build an intake flow that gathers what matters and gives your team a usable brief.
Make the next step clear for the client and the work ready for your team.
Start with one process. Keep the tools that already work.
From enquiry to a usable brief
- Client request
- Relevant questions + uploads
- Completeness check
- Assigned for review
One request. Required details collected. Next owner assigned.
01 / Where work gets stuck
The work cannot start because the information has not arrived.
A client sends a photo by text, a document by email and the rest during a call. Your team reconstructs the request, asks for what is missing and enters the same details into the CRM. The client thinks they have finished. Your team knows they have barely started.
A longer form rarely solves this. Different services need different information, and clients need to understand what to send and why. Without a clear completion check, incomplete requests look ready until someone tries to price or deliver them.
We build around that readiness decision. Collect the right information, show what remains, and route a complete request to the person who can act on it. Estimating can follow agreed rules where the inputs are reliable.
02 / A process your team can run
Make the next step part of the system.
Define what ready actually means
We inspect recent requests with your team. For each service, we agree which details are essential, which can wait and which situations need a conversation before anyone promises a price.
Give clients one clear route
We build a mobile-friendly flow with relevant questions, uploads and understandable instructions. Missing information has a visible status. Reminders follow agreed rules and stop when the request is complete.
Hand over a brief someone can use
Validated details go to the agreed system with an owner and next action. Your team reviews exceptions and approves any quote that needs judgment. We test both ordinary requests and incomplete submissions.
03 / Define the work before the build
A clear scope. An owner. A way to check it.
What we scope with you
- An intake map with service-specific requirements
- A branded form or portal with conditional questions and uploads
- Completeness checks, status tracking and agreed reminders
- CRM or project-system handoff with an assigned owner
- Optional rule-based estimate ranges with review boundaries
- A documented process your team can operate
A good fit when
- Service businesses collecting photos or details before quoting
- Consultancies collecting client files before an engagement
- Teams repeatedly rebuilding a brief from emails and messages
What needs a different approach
- Every enquiry needs expert diagnosis before useful information can be collected
- You need a guaranteed final price from unverified photos
- There is no agreed owner for reviewing incoming requests
Measure the work, including the checking.
We agree a baseline and targets for your process. These are the signals to compare before and after, not promised results.
- Time from enquiry to complete brief
- Follow-up touches needed per request
- Requests returned because essential information is missing
04 / Relevant work
The build behind the approach.
Built before: a self-service roofing workflow
Our roofing platform captures property details, applies configurable pricing and qualification rules, and passes the request into booking and CRM. It shows how business rules can turn an enquiry into a structured next step.
See what was built05 / Before you decide
Fair questions.
Is this just an online form?
The form is the entry point. The useful work is deciding what is required, handling missing information, updating the right record and assigning the next action. We can improve an existing form when that is sufficient.
Can clients submit photos and documents from their phone?
Yes. We agree the required file types, instructions, access and retention with you. Uploads provide context for review; a photo alone does not make an estimate accurate or remove the need for a site visit.
Can the system produce a quote automatically?
It can calculate an estimate where your pricing rules and inputs support it. We separate indicative ranges from approved quotes, define exceptions and keep human approval for work that needs professional judgment.
Do we need to replace our CRM or scheduling software?
Usually the first step is to connect the intake flow to your existing tools, subject to their access and integration options. Scheduling is a separate workflow; this build focuses on getting a request ready for the next team.
One process is enough to start
Bring the enquiry that took too many emails.
We will trace what was missing, where the handoff stalled and what a complete request should contain. That is the starting point for your first intake workflow.
Fix my intake workflowKnow if it is worth building.
£750 UK / $950 US
One process. Five days. About two hours of your team’s time.
The paid audit maps the process, checks the cost and gives you a clear recommendation. If a build makes sense, you get a fixed quote and expected running costs.
The report is yours. The audit fee comes off the build if you go ahead.
Read the audit detailsElsewhere in the process
Does this happen too?
Scheduling & dispatch
Build field service scheduling around job windows, crew availability and travel. TMS connects booking to a practical daily plan, with dispatcher approval.
Connected business systems
Connect your CRM, spreadsheets and business tools. TMS builds validated data handoffs, clear ownership and visible exceptions so work can move between systems.