The Intake System
New inquiries arrive mid-meeting. We sort them, and the advice stays with you.
Intake, inbox sorting and meeting notes, handled by AI workflows we build and run. Legal and money questions always go to a person.
Larkspur Tax and Bookkeeping
0 new
Celeste W.8:26Customer
Sent to youYouCan I deduct my home office?
Rosalind K.8:02Lead
Replied, bookedIntake form: new business, needs a bookkeeper.
Tue 10amAnders V.8:14Customer
Filed, repliedAttached: the bank statements you asked for.
Hugo F.8:45Follow-up
Reminder sentSigned engagement letter still missing.
Ledger Leads8:31Spam
RemovedGrow your firm with 500 new clients!
Intake handled.
3 answered · 1 meeting booked · 1 sent to you
What’s in your system
New inquiries taken in, documents chased and meetings written up, with all advice kept with your people.
- OnboardingYour services, hours, intake steps and what to bring are written down once, and our AI assistant answers from that and nothing else.
- Email assistantIntake forms, document emails and clients chasing paperwork are sorted and answered from your rules, and anything asking for advice is flagged for a person.
- Lead responseA new intake form gets an approved first reply with how to book a first meeting, before the prospect calls the next office.
- Follow-upsProspects who haven’t booked and clients still owing documents get a follow-up on your timing, and it stops when they reply or opt out.
- Call notesRecorded meetings become notes and action items filed where your team works, each backed by what was actually said.
The Intake System
How it runs
- 1
Intake form answered
A new inquiry gets an approved reply with how to book a first meeting.
- 2
Email sorted
Intake forms, document emails and client questions each land in their own lane.
- 3
Advice goes to you
Anything that asks for legal or tax advice is flagged for a person, never drafted.
- 4
Documents chased
Clients still owing paperwork get a reminder on your timing, and it stops when they reply.
Between meetings
You’re in a meeting with the door closed. The phone goes to voicemail.
Back at your desk, new inquiries are mixed in with clients chasing paperwork.
Many of them ask the same things: your hours, where to park, what to bring.
The notes from this morning’s meeting are still in your head, not in the file.
And somebody is waiting on a reply you meant to send yesterday.
Farah Q.9:00
New lead
Fergus E.9:35
Question
Your phone, mid-day. Sample notifications, invented.
Advice stays with your people
- Legal and money questions always go to a person. Our AI assistant never answers them, not even the easy-sounding ones.
- It never comments on anyone’s matter, return or account. It answers only from what you approved: hours, services, how to book.
- It says it’s an AI, every time, and never pretends to be human.
Questions
Will it give legal or tax advice?
No. Legal and money questions always go to a person, and our AI assistant never answers them. It tells the client someone will reply and hands the question to you.
What does it actually answer?
Only what is in the knowledge base you approve: your hours, your services, what to bring and how to book. Anything else goes to a person.
Where do the meeting notes go?
Where your team already works. We agree that with you during onboarding.
How long until it’s live?
One to two weeks, depending on how quickly we get what we need from you. Nothing talks to a client until it passes the go-live test.
Spend the day on client work
Start with a free audit. We map your intake and inbox, and show you what we’d leave with your people.
Get a free audit