Client Intake Automation, from First Form to Signed Engagement Letter
Forms that ask the right questions for each entity type, documents requested and chased without you writing the reminder, and a client record waiting in your practice management system. It saves 2+ hours per new client.
Where Onboarding Actually Goes Wrong
It's rarely the form. It's the eleven days between sending the form and getting the last document back, and nobody wants to send the fourth reminder.
Forms That Change With the Answers
Pick S-corp and the shareholder questions appear. Pick individual and they stay hidden, so nobody scrolls past fourteen fields that don't apply to them.
Save 2+ Hours Per Client
Two hours of retyping and chasing, per client, gone. Call it 40 new clients a year and you've bought back most of a working month.
Data Lands Where It Belongs
Answers flow into practice management, tax software, and your CRM. Nothing gets keyed twice, which is also how transposed EINs stop happening.
Build the Form Once
Conditional logic surfaces questions based on entity type, service, and what the client already answered. You collect everything the first time, which spares both of you the follow-up email that starts with "one more thing."
- Document Requests That Chase Themselves
A checklist built from what the client actually told you, sent automatically, with the reminders handled so nobody has to write the third one.
- Engagement Letter Workflows
Generate, send, track, e-sign. You learn it's signed without opening a folder to check.
- Secure Document Portal
Encrypted, branded, and sorted by client and document type on arrival. No more the same W-2 sitting in three different inboxes.
- Practice Management Sync
The client record appears in your PM system with the fields already filled, so day one isn't data entry day.
Form: New Tax Client Intake
Client Information
Entity Type
Conditional: S-Corp Selected
Who It's For
Firms where onboarding a client still means a person copying answers into software
Tax Preparation Firms
Different forms for individual and business returns, so neither client answers questions meant for the other.
Legal & Advisory
Retainer agreements, conflict checks, and matter details collected in one pass instead of four emails.
Multi-Partner Practices
New intake routes to the right partner by service type, without someone playing switchboard on Monday morning.
Bookkeeping Services
Access credentials, chart of accounts preferences, and historical data gathered at the start rather than discovered in week three.
Client Onboarding Status
Johnson Family Trust
Docs: 8/8
Riverside LLC
Docs: 3/6
Chen & Associates
Docs: 0/5
Martinez Tax Prep
Docs: 5/5
Who's Stuck, and On What
One list showing who finished intake, who's three documents short, and whose engagement letter has been sitting unsigned since Tuesday. In January that list is the difference between a full calendar and a surprise.
Reminders go out on their own until the missing pieces arrive. You'll never write another "just circling back on those documents" email, which is a small thing that quietly improves everyone's mood.
Frequently Asked Questions
How do intelligent intake forms work?
Conditional logic. Answer S-Corporation for entity type and the form starts asking about shareholder agreements, officer compensation, and K-1 distribution preferences. Answer individual and none of that appears. Shorter forms get finished, which is the entire point.
Can I customize the intake forms for my practice?
Yes, and you'll want to. Build as many templates as you have engagement types: individual tax, business tax, bookkeeping, advisory. Each carries its own branding, questions, and document list. Most firms end up with four or five and stop there.
How does the practice management integration work?
A completed intake creates the client record in Canopy, Karbon, Practice CS, or whatever you use, with the collected data already in the right fields. Nobody retypes anything, and nobody forgets to create the record at all.
Is the document upload portal secure?
Yes. Uploads are encrypted in transit with TLS 1.3 and at rest with AES-256, the portal is SOC 2 compliant, and it includes access controls, audit logs, and virus scanning. Client tax documents are exactly the kind of thing that ends up on a leak site when a firm gets careless about where files live.
Does the AI decide anything about a new client?
No. It collects, organizes, and routes. It doesn't run conflict checks, price an engagement, or accept a client on your behalf. Those decisions sit with a person, and the engagement letter still needs a human to send it.
Can clients complete intake forms on their phone?
Yes. Forms work on a phone, documents can be photographed and uploaded, and engagement letters can be signed from a parking lot. Half of them will be, usually at night.