Professional Services
AI Client Intake for Accounting & Tax Firms
Collects, checks and chases client documents, then files them to the right client folder; an edition of AI Client Intake adapted for…
Professional Services
AI Client Intake
New-client details, contact information, engagement scope and billing setup are captured and structured from day one.
Onboarding a new client should not mean a week of back-and-forth emails and retyped details. AI Client Intake collects contact information, engagement scope, billing setup and documents as soon as a client signs, chases anything missing, and creates a validated record in your CRM or practice system. Anything outside your policies, such as unusual billing terms, goes to the person you name.
- New-client details captured once and structured into your CRM
- Missing documents and details chased without staff reminders
- Unusual billing terms routed to a named person for review
$2,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Client Intake captures new-client onboarding information, contact details, engagement scope and billing setup, as soon as a client signs on, and structures it into your practice management or CRM system automatically. It chases missing documents and details, and routes anything outside your policies to a named person.
Why businesses buy it
For a professional services firm, the first weeks set the tone of the relationship. When intake runs on email and spreadsheets, details are retyped, documents go missing and billing gets set up late, so the first invoice is often wrong. AI Client Intake gives every new client the same clean, complete start, and your team stops chasing paperwork. The Scope Card lists the workflow, the connected systems and the test runs before you order, so you know exactly what is built and where a person stays in charge.
Problems this solves
New-client details are typed into several systems by hand
The workflow captures onboarding information, contact details, engagement scope and billing setup as soon as a client signs. It structures them into your practice management or CRM system.
Missing documents hold up the start of an engagement
The workflow chases missing documents and details for you. Staff no longer need to remember who still owes what, and work can start sooner. Clients get polite, timely nudges.
Unusual billing or scope requests slip through without review
Anything outside your policies is routed to a named person. One AI decision step sorts routine items from exceptions within a workflow of up to 12 steps.
Every partner onboards clients a slightly different way
Every new client goes through the same background workflow, connecting up to three systems. That keeps onboarding consistent while partners focus on billable work. Clients get a tidy first experience.
A good fit if
New clients currently fill in details across scattered emails and forms, and someone re-types the same information into your practice management or CRM system by hand.
You can describe your current onboarding process, or record a short screen capture of it, along with 5 to 10 real sample intakes.
You want contact details, engagement scope and billing setup captured in the same structure every time, ready for account setup and the first invoice.
You're comfortable with one workflow of up to 12 steps and one AI decision or drafting step, such as flagging a missing billing detail before it becomes a problem.
Not the right fit if
You run a law firm and need conflict-check-aware new-matter intake specifically, not general client onboarding. See AI Legal Intake, in this batch.
You need the proposal or SOW itself drafted, not client details captured before the engagement starts. See AI Proposal System.
You need ongoing internal status tracked after onboarding is done, not the first-touch intake step. See AI Project Status Agent.
Your onboarding needs more than 12 steps or more than one AI decision point. Add a note at checkout and we quote it, or start from our Custom AI enquiry form.
How it works
- A new client signs an engagement letter or agrees a SOW, and their details arrive through the channel you use today, a form, an inbox or a signed document.
- Client Intake structures the request into the fields your practice management or CRM system expects: contact details, engagement scope, billing setup and any compliance information you require.
- Up to 12 steps run in order, including one AI decision or drafting step, such as flagging a missing billing detail or drafting a welcome email for a person to send.
- The structured intake is written into your CRM or practice management system, so a new client record opens in the same shape every time, ready for account and invoice setup.
- Anything outside your defined rules, an incomplete form or an unusual engagement type, is routed to the person you named rather than processed automatically.
- We run 20 test runs on your own sample data before launch, so the workflow is proven against real onboarding requests before it goes live.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- The systems involved in onboarding, with admin or API access for each one.
- A written description or a short screen recording of how client onboarding works today.
- 5 to 10 real sample intakes so the workflow is tuned on how new clients actually arrive.
- The name of whoever should get the alerts and errors if something needs a person's attention.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never sent by email.
- One decision-maker able to sign off on the workflow steps before launch.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, current process and sample intakes confirmed.
Weeks 1–2
The 12-step onboarding workflow and the AI decision step built.
Week 3
Connected systems linked and routing rules configured.
Weeks 3–4
20 test runs completed on your sample data.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $2,900 |
| Express | 15–25 working days | $3,400 |
| Rush | 10–20 working days | $3,900 |
What you receive at handover
- AI Client Intake, configured and running in the background in your environment
- One onboarding workflow of up to 12 steps, including one AI decision step
- Connections to up to three systems, such as your CRM and practice management system
- A test report from 20 test runs on your sample data
- An admin guide, the recorded handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Can cut the admin time spent setting up each new client
- Helps engagements start without waiting on missing paperwork
- Makes onboarding the same for every client
- Time from signing to onboarding complete
- Compare signing and setup dates in your CRM for clients before launch with clients after.
- Clients with missing documents at start
- Count new engagements that began with documents outstanding, before and after launch.
- Admin hours per new client
- Log admin time on a few onboardings before launch and a few after.
Before you start: Record how long onboarding takes from signing and how many clients start with documents outstanding.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running AI Client Intake afterwards costs roughly $20–100/month, covering the automation platform plus AI model usage, billed directly in your own accounts and scaling with how many new clients you onboard each month.
AI usage during the build and testing is also billed to your accounts, so you keep ownership of every provider relationship. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes, model and platform updates, a monthly health report and monthly hours for changes such as small adjustments to onboarding fields or the welcome email draft. It starts after the 30 days of support, bills monthly, and can be cancelled any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An onboarding form tool bills monthly per user whether new clients sign up or not | An ops consultant charges for a one-off process mapping project | Ours is one fixed price, shown on this page before you buy |
| Scope | An onboarding form tool is a generic form builder you configure yourself | Scope is agreed during the engagement | Ours is written on the Scope Card before purchase |
| System setup | An onboarding form tool usually just emails the form to one inbox | Integration depends on what was scoped | Ours writes structured records straight into your CRM or practice system |
| Delivery | Sign-up is instant, building real integration logic is not | Typically several weeks before work even begins | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How much does AI Client Intake cost?
The one-time build price is shown in the price and delivery panel on this page, next to each delivery speed. It covers everything on the Scope Card: the onboarding workflow, the routing rules for unusual cases, connections to up to three systems and 20 test runs before launch. Once your Scope Card is confirmed, that price does not change.
How is AI Client Intake different from AI Legal Intake?
Client Intake is built for general professional services onboarding: contact details, engagement scope and billing setup for agencies, consultancies and similar client-services firms. AI Legal Intake is built specifically for law firms, adding conflict-check information and matter-type fields that a general onboarding workflow does not handle. Pick the one that matches how your business takes on clients.
Does AI Client Intake set up billing on its own?
It structures the billing details you collect, rate, retainer or invoice schedule, into the fields your CRM or practice management system expects, but it does not create the actual invoice or approve payment terms. Anything unusual, such as a non-standard billing arrangement, is routed to the person you named for review before anything is finalized.
How much does AI Client Intake cost to run each month?
Roughly $20 to $100 a month in your own accounts, covering the automation platform plus AI model usage. The figure scales with how many new clients you onboard each month. You pay those providers directly, and we add nothing on top. The one-time build price is separate and shown in the price and delivery panel on this page.
How long does AI Client Intake take to launch?
The price and delivery panel on this page shows the time for each speed, counted from the day your intake is complete and access is verified. Most of the build goes into mapping your onboarding steps, writing the routing rules and testing them on your sample intakes, so the workflow handles real clients correctly from the start.
What access does AI Client Intake need to our systems?
It needs admin or API access to each system in your onboarding path, such as your inbox, web form tool and CRM or practice management system, shared by adding our team as a user or creating a key you control, never by email. You also provide a written description or screen recording of today's process and 5 to 10 sample intakes.
Can I change the AI Client Intake workflow later?
Yes. Small adjustments to onboarding fields or the welcome email draft fit inside the monthly change hours that come with maintenance. Adding a second workflow or a new AI decision step beyond what's in scope is a bigger change and gets a written Change Quote first.
Can I cancel AI Client Intake maintenance?
Yes. Maintenance bills monthly and can be cancelled for any month going forward, with no long-term contract. If you stop, the intake workflow keeps running in your own accounts exactly as it was built. You can restart maintenance later if your onboarding process changes and the workflow needs updating.
Stop re-typing the same new-client details twice.
Order AI Client Intake and new-client details are captured, structured and filed on a fixed delivery date. The scope above is what you get, in writing, before you pay.
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