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Use Case

Client Intake

Document collection 87% complete. 7 items received, 1 missing. Onboard clients in days, not weeks.

The Problem

New clients need to submit 8-15 documents: contracts, tax forms, ID verification, banking details, compliance questionnaires. You send a checklist. They send back partial responses. You email asking for the missing items. They respond with 3 of 5. You email again.

Two weeks later, the client is still not onboarded. They've lost enthusiasm. Your team has spent 6 hours on email ping-pong. And you still don't have a complete file.

The Automation

Our client intake agent manages the entire onboarding workflow: sending personalized requests, tracking document receipt, validating completeness, and escalating only when human judgment is needed. Clients know exactly what's required. You know exactly what's missing.

01

Request

Agent sends branded intake forms with clear instructions and examples

02

Collect

Monitors email, portal uploads, and e-signature platforms for documents

03

Validate

Checks for completeness, extracts data, validates formats and signatures

04

Escalate

Routes complete intakes to onboarding team, flags exceptions for review

Client intake dashboard showing document collection progress
5 daysAvg. onboarding
73%Faster intake
0Follow-up emails

What Gets Validated

  • Document completeness - All required pages present, no blank required fields
  • Signature verification - Documents signed by authorized parties
  • Data extraction - Key information pulled and entered into your CRM/ERP
  • Format compliance - Files in correct format, not corrupted, readable
  • Expiration dates - IDs, certifications, insurance docs not expired

Real Results

"Our onboarding time dropped from 3 weeks to 5 days. The agent sends friendly reminders automatically, so our team stopped chasing documents. Clients actually comment on how smooth our process is now."
- Head of Client Operations, wealth management firm

Works With Your Tools

Integrates with your existing stack:

  • CRM (Salesforce, HubSpot, Pipedrive)
  • E-signature (DocuSign, Adobe Sign, HelloSign)
  • File storage (SharePoint, Google Drive, Dropbox)
  • Forms (Typeform, JotForm, custom portals)
  • Communication (email, Slack, SMS)

Streamline your intake

Map your current onboarding process in 30 minutes. We'll show you exactly where the bottlenecks are.

Book a demo