Capture inquiries from any channel
Forms, forwarded emails, referrals — one consistent intake pipeline.
CLIENT INTAKE AUTOMATION
Turn incoming inquiries into qualified, routed, ready-to-work requests.
New requests arrive by form, email, and referral — half-finished and unstructured. SpielOS captures them, extracts what is actually being asked, asks the missing questions, files everything in your CRM, and routes it to the right person with a summary already written.
Today, by hand
The work nobody was hired to do.
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Notice the inquiry arrived in three places at once
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Read it and figure out what they actually need
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Email back asking the questions they forgot to answer
- 4
Copy details into the CRM imperfectly
- 5
Decide who should handle it — from memory
- 6
Brief that person manually
- 7
Lose track of the ones that never got a reply
Intake is where work enters your company — and it is usually the least engineered process in it. Slow or sloppy intake loses clients before the work even starts.
What changes
Same process. No checklist manager.
Before
Whoever sees the inquiry first becomes the intake process: reading, replying, filing, routing, and remembering to circle back.
With SpielOS
Every inquiry is captured the same way: structured, completed, categorized, filed, and routed with an internal summary — so the first human conversation happens with context already prepared.
How the workflow runs
Actual states. Actual actions.
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Inquiry arrives
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Requirements extracted
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Gaps asked
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Docs collected
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Categorized
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Routed to owner
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Summary ready
What it automates
What client intake automation handles.
Extract structured requirements
What they need, when, budget signals, constraints — pulled out of free text.
Ask the missing questions
Targeted follow-ups that complete the picture without embarrassing reply chains.
Collect relevant documents
The right files requested and tracked from day one.
Qualify or categorize requests
Sorted against your criteria: fit, urgency, service type.
Create and update CRM records
Clean records created automatically — no transcription step.
Route to the correct person
By service line, workload, or rule — not by whoever noticed first.
Prepare the internal summary
Who they are, what they need, what is still open — before the first call.
No migration
Works with the tools you already use.
The workflow runs on top of your current stack — we connect to it; we do not replace it.
Plus your ATS, CRM, or internal systems where an integration is genuinely supported.
Who this is for
Built for teams where this work repeats weekly.
Professional services firms
Every engagement starts with an unstructured inquiry.
Agencies
Mixed inbound: retainers, projects, one-off requests.
Accounting & legal practices
Compliance-sensitive intake that must be complete.
Human boundaries
Automate the repetition. Keep the judgment.
Runs on its own
- Capturing, structuring, and completing inquiry information
- Document requests and tracking
- CRM creation and routing by your rules
- Internal briefs prepared before anyone picks up the phone
Stops for a human
- The first real conversation with the prospective client
- Fit judgments your rules cannot express
- Red-flag situations that need a partner's eye
First impressions decide whether inquiries become clients. Intake automation handles the paperwork around that first impression — you keep the conversation.
Questions
Client Intake Automation, answered.
It is a workflow that captures every incoming inquiry, extracts the actual requirement, completes missing information, files it in your CRM, and routes it to the right person with a prepared summary.
They experience faster, more complete responses. Questions come from your firm's voice, and human conversation starts as soon as there is something worth talking about.
No — it feeds on whatever channels you already have. Forms, email, and referrals all flow into the same structured intake process.
Intake covers existing inquiries becoming work-ready requests: completeness, categorization, routing. Lead qualification scores and prioritizes prospects against fit rules. Most firms use both.
Keep exploring
Related workflows.
Start with one workflow
Show us the workflow you want off your plate.
Walk us through how it works today. We will map what can be automated, what should stay human, and what the implementation would require.
Apply — Free Review