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Focused workflow integration Client intake and onboarding for a professional services firm New clients send information in pieces across email threads, and your team keeps chasing the same documents. This replaces that with one guided intake portal — tailored to accountants, law firms, wedding planners, and any document-heavy practice.
This example is a focused integration because it improves one bounded task while the current business tools remain in place. Compare both solution types.
Before
“New clients send incomplete information across email threads, and my team keeps chasing the same documents.”
→ After
Clients follow one guided checklist while the team sees what is complete, missing, or blocked in a single workspace.
Client onboarding portal
The packet that has been waiting nineteen days Sample data
Packets open 3
Longest wait 19 days
Manual reminders sent 10
Active onboarding
Greenline Studio 2/4 complete · 6d Oak & Main LLC 3/4 complete · 2d Riverbend Dental Nothing received · 19d Check items off or send a sample reminder to see the workflow update.
Who this is for
Built for the way your industry actually works Accounting, legal, consulting, insurance, property management, or another document-heavy service firm.
Accounting & bookkeeping collect tax documents and engagement letters in order Law firms matter-specific intake without the email chase Wedding & event planners custom booking, contracts, and client portals in one place Insurance agencies gather applications and policy documents cleanly Consulting & agencies onboard new clients with a guided checklist Property management standardize owner and tenant onboarding How it runs
The workflow, end to end Fits: Accounting, legal, consulting, insurance, property management, or another document-heavy service firm.
A signed client or qualified prospect receives a secure intake link Conditional questions request only the information relevant to that client Uploads are checked, labeled, and attached to the correct matter or account Reminders continue until the packet is complete; the owner approves the handoff Smallest useful first version: Start with one client type, its intake checklist, and the highest-volume document packet.
Under the hood
Technical approach and how success is measured Authenticated client portal with role-based access Structured forms, secure file storage, and per-client status records Workflow engine for reminders, assignments, approvals, and deadlines Optional AI extraction for document fields with confidence thresholds Audit log and human verification before data reaches a system of record Measured by: Time from agreement to complete intake · Number of manual reminder touches · Percent of packets complete on first review
Common Questions Can it handle different intake steps for different client types? Yes. Conditional questions request only what's relevant to that client, so a wedding client and a tax client each see the right checklist.
Is it secure enough for sensitive documents? It uses an authenticated portal with role-based access, secure file storage, and an audit log before anything reaches your system of record.
Do you build custom software for wedding planners specifically? Yes — booking, contracts, questionnaires, and a client portal can be tailored to how you run events, not forced into generic software.
Start here
See this built with your tools and rules The free AI Workflow Audit maps your version of this and finds the smallest build that proves value.
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