Automate Your Consulting Firm's Client Intake with a Custom AI System

Small consulting firms often use a mix of tools like Calendly for booking, Typeform for intake questions, and Stripe for payments. Data from these tools lands in email notifications or a Google Sheet. This process forces a senior consultant or partner to manually copy-paste client details into a CRM like HubSpot or a project management tool.

Consider this scenario: a new client fills out your intake form. Their answers sit in a spreadsheet for hours until a partner is free. That partner then spends 20 minutes creating a Salesforce account, setting up a Google Drive folder with template files, and drafting a welcome email. They accidentally misspell the primary contact's name, an error that persists in future documents and communications.

The structural problem is the manual gap between these point solutions. Connectors can handle simple triggers, like creating a CRM contact from a new form entry. But they fail at multi-step, conditional workflows. A basic connector cannot parse a 45-minute Fireflies transcript, identify three distinct scope items, and then generate a customized onboarding checklist that reflects only those items.

This manual process creates a poor first impression, with new clients waiting for basic setup materials. It also makes a senior partner, whose time is billable at a high rate, the bottleneck for an administrative task. The risk of data entry errors remains high, leading to inconsistent client records and unprofessional documents.

The first step is a discovery audit where Syntora maps your entire client intake process, from the first contact to the project kickoff. We identify every data point you collect and every document you create. You receive a detailed process map and a data dictionary that serves as the blueprint for the automation.

Syntora then builds a central intake service using FastAPI that listens for triggers, like a completed discovery call transcript from Gong or a new web form submission. The service uses the Claude API to parse unstructured text into structured JSON data, validating it against your data dictionary. We built our own proposal generation pipeline using this exact pattern, turning Fireflies transcripts into complete, structured proposals.

The delivered system populates your CRM with complete and accurate client data within 90 seconds of a trigger event. It then uses a JSON configuration to generate customized HTML welcome packets or populate Word documents, similar to the SOW generator we built for our own operations. The final system runs on AWS Lambda, costs under $20 per month to operate, and you receive the full Python source code and a runbook.