AI Intake Systems
Answer every lead instantly. Qualify automatically. Book without back-and-forth.
We build AI-powered intake systems for service businesses that need to capture, qualify, and convert inbound leads 24/7. Voice agents, SMS automation, intelligent routing, and appointment booking that never misses a call.
The Intake Problem
For service-based businesses, intake is where revenue is made or lost.
Missed calls = Lost revenue - Your prospect calls the next firm on the list
After-hours leakage - Leads come in nights and weekends when you're closed
Inconsistent qualification - Every staff member screens differently
Booking friction - Back-and-forth emails to schedule a simple consultation
Staff capacity limits - One person can only handle one call at a time
Whoever responds first usually gets the client.
AI intake systems ensure you're always first.
Components of an AI Intake System
AI Voice Agents
Conversational AI that answers calls 24/7, asks qualifying questions, captures key details, and routes or books based on your criteria. Natural-sounding voice, custom scripts, and intelligent fallback to human staff when needed.
SMS Automation & Chatbots
Text-based intake for prospects who prefer messaging. Instant responses, qualification flows, appointment scheduling, and document delivery via SMS.
Website Chat Widgets
AI-powered chat that qualifies visitors, answers common questions, and books consultations without leaving your site. Captures leads that would otherwise browse and bounce.
Intelligent Qualification Logic
Custom qualification flows built around your acceptance criteria. Different logic for different practice areas or service types. Scoring based on fit, urgency, and case value.
Smart Routing & Escalation
Route leads to the right person based on geography, service type, availability, or urgency. Escalate high-priority matters immediately via SMS or Slack.
Appointment Booking Automation
AI books consultations directly into your calendar based on availability rules. Automated confirmations, reminders, and no-show recovery.
Missed Call Recovery
Instant text-back when calls are missed. Offers self-service booking or callback scheduling. Recovers opportunities that would otherwise be lost.
Document & Retainer Automation
Automatically send intake forms, service agreements, and retainer documents based on triggers. E-signature workflows and signed document tracking.
CRM Integration
Everything captured by AI flows directly into your CRM. Lead records created automatically with full conversation history, qualification data, and next steps.
Built for Service-Based Businesses
Law Firms
AI intake for family law, personal injury, criminal defense, and elder law. Practice-area specific qualification, urgency detection, conflict checking, and consultation booking.
See Law Firm Solutions →Home Services (HVAC, Plumbing, Landscaping)
Instant quote requests, service call booking, emergency routing, and geographic assignment. Capture details like property type, issue description, and urgency level.
Medical & Health Practices
Patient intake, appointment scheduling, insurance verification, and form completion. HIPAA-compliant systems with proper security and data handling.
Real Estate
Buyer and seller intake, property inquiry handling, showing scheduling, and lead qualification based on budget, timeline, and location preferences.
Consulting & Professional Services
Discovery call booking, project scope capture, budget qualification, and proposal scheduling. Filter for fit before spending time on calls.
What AI Intake Changes
No More Missed Opportunities
Every call, text, and chat is answered immediately. Leads don't wait. They don't call your competitor instead.
Staff Focuses on High-Value Work
Your team stops answering repetitive questions and screening unqualified leads. They focus on consultations and client service.
24/7 Availability
Your intake system works nights, weekends, and holidays. No more "call us during business hours" barrier.
Consistent Qualification
Every lead is screened the same way every time. No variation based on who answered or how busy they were.
Faster Time-to-Consult
Booking happens instantly without email tag. Consultations are scheduled while the prospect is still engaged.
Full Visibility
Every interaction is recorded, tracked, and synced to your CRM. You see exactly what's happening with every lead.
How We Build AI Intake Systems
Intake Process Mapping
We document your current intake flow, qualification criteria, booking requirements, and handoff points.
AI Script Design
We write conversation scripts tailored to your business, practice area, and brand voice. Custom qualification logic based on your acceptance criteria.
System Build & Integration
We build the AI layer, configure routing rules, connect to your calendar and CRM, and set up all automation triggers.
Testing & Training
We test with real scenarios, train your staff on the new workflow, and document how the system operates.
Launch & Monitor
We launch live, monitor performance, and gather feedback. We refine scripts and logic based on real conversations.
Ongoing Optimization
We analyze conversion rates, booking rates, and qualification accuracy. We continuously improve scripts and flows.
Ready to Stop Losing Leads?
Let's build an AI intake system that answers instantly, qualifies intelligently, and books automatically.
We'll show you exactly what AI intake would look like for your business.