Onboarding new customers shouldn't require this much chasing.
We build systems that collect intake forms, gather required documents, follow up automatically on missing information, and prepare your team before service starts — so onboarding is smooth and complete.
Onboarding new customers takes too much manual work, and information is always incomplete.
For most service businesses, onboarding a new customer means chasing down paperwork, following up on missing information, and prepping internal staff manually. Intake forms come back incomplete. Required documents arrive late or not at all. Staff spend time on the phone explaining what's needed. By the time the first appointment or project starts, the team is still catching up. Studies show that digitizing the intake and onboarding workflow can cut onboarding time by up to 93% and reduce customer drop-off by up to 70% — because friction at this stage costs real conversion. Research on digital intake also shows that 88% of customers find digital questionnaires easy to use and are willing to use them again. AI can handle the intake communication layer — collecting information, following up automatically, and summarizing what your team needs — without adding administrative headcount.
AI systems we can build for this workflow
Automated Intake Form Flow
Sends intake forms automatically after booking confirmation, with clear instructions and deadline reminders.
Document Collection Workflow
Requests required documents, tracks what's been received, and follows up automatically on outstanding items.
Missing Info Follow-Up
Automatically contacts customers via SMS or email when required fields are blank or documents are missing.
Pre-Service Staff Summary
Generates a structured summary of customer intake data and sends it to the relevant team member before service starts.
Digital Signature Collection
Sends agreements, consent forms, and service contracts digitally — with reminders for unsigned documents.
Onboarding Status Tracking
Tracks where each new customer is in the intake process and alerts staff when onboarding is complete or stalled.
Built on Comms Central
Faster delivery. Lower development costs.
We built Comms Central using established technologies and tools we developed for our clients. Its shared customer context and handoff tools reduce the development work needed to deliver your custom intake and onboarding solution.
Learn moreSystems we connect to
We build AI workflows around the tools your team already uses — no ripping out existing software.
DocuSign
PandaDoc
Adobe Sign
Typeform
Jotform
Google Forms
Google Drive
Dropbox
Microsoft OneDrive
HubSpot
Salesforce
Pipedrive
SimplePractice
Jane App
TebraCommon use cases
- New patient intake for healthcare practices
- Client onboarding for professional service firms
- Pre-service documentation collection
- Digital consent and agreement signing
- New customer setup for subscription or membership businesses
- Employee or contractor onboarding documentation
- Pre-project intake for contractors and home services
Business types we serve
- Healthcare practices and wellness clinics
- Law firms and accounting firms
- Financial advisors and insurance brokers
- Home service and contracting businesses
- Fitness and wellness studios
- Any business with required documentation before service
Built with clear limits — not just scripts.
Every AI system we build includes human handoff, escalation rules, testing, and monitoring. We're clear about what AI should handle — and what it should escalate to your team.
- Sensitive personal and health information handled with care
- HIPAA-conscious design for healthcare workflows
- No sensitive data shared beyond the intake workflow
- Clear communication about what information is required and why
- AI only collects information you have defined and approved
- All intake submissions logged and accessible to your team
- Escalation to staff for sensitive or complex intake situations
Explore related workflows
Ready to fix this workflow?
Book a free AI Opportunity Review. We'll identify the right system for your business, scope it clearly, and tell you honestly if AI is the right fit.