The manual version
A new client signs, and the chase begins. Forms go out by email and come back half complete. Documents arrive across six replies in four formats. Someone retypes the same details into the CRM, the practice software, and the billing tool, and someone else follows up on what never arrived. The client’s first impression of the firm is two weeks of paperwork.
What gets built
- A branded intake page the client reaches through one link
- Document upload with a checklist the client can see and finish
- Automatic extraction of the data inside those documents
- Delivery of that data into the firm’s existing CRM, practice management, and billing systems
- Reminders that chase missing items on the firm’s schedule, so nobody on staff does
How it works
- The firm sends one link when a client signs.
- The client uploads documents and fills short forms once. The system extracts the data, checks it, and files it where the firm’s software expects it.
- Anything missing gets chased automatically. Staff see status at a glance instead of digging through inboxes.
What changes
Onboarding that ran on weeks of back and forth compresses into days. Nobody retypes client data between systems. New clients see an organized firm from the first click.
The straight answer
Off-the-shelf intake portals exist and some are good. Clustdoc runs about $100 a month and Content Snare from $35, and a firm that only needs documents collected against a checklist should look at them first. What they mostly do not do is the last mile: extracting the data and delivering it into the CRM, practice, and billing systems the firm already runs, shaped to intake as it actually happens. That last mile is this build, and it is usually the part the firm wanted all along.
Common questions
Does it work with our existing software?
The build delivers data into the systems the firm already uses. Week one confirms exactly which integrations are in scope, and where a tool has no usable connection, the system produces clean import files instead.
What does the client actually see?
One branded page with a checklist, an upload area, and visible progress. No account creation, no portal password to forget.
Where does client data live?
In accounts the firm owns and controls. The system is handed over with those accounts, and access stays with the firm.
Our onboarding is not standard. Does that break this?
The first week of the engagement exists for exactly that reason. The system is built from how the firm’s intake actually works, not from a template.
The engagement
Three weeks, $6,500 fixed. Week one maps how the work actually happens. Weeks two and three build and test against real cases. Handover includes source code, documentation, the accounts it runs on, and thirty days of fixes. No retainer, nothing locked in.