Customer intake
A new customer fills in a web form. Then someone retypes it into an email, a spreadsheet, the CRM and the accounting system. We make it something you enter once.
- Worth automating when
- More than about 10 new customers or jobs a week, or the same details typed into three or more places.
- Works with
- Website forms, Jotform, Typeform, Google Forms, HubSpot, Pipedrive, Jobber, QuickBooks, Xero, Google Sheets, Slack, and most tools with an export or a connection.
- Who checks the exceptions
- Whoever handles new customers, when details are missing or look like a duplicate
- Price
- from $3,500 fixed, quoted before we start. Optional upkeep from $350 a month.
How it runs
An enquiry arrives
From your web form, a booking tool or an email to your enquiries address.
Details are tidied and checked
Names and phone numbers formatted, and checked against existing customers so nobody is entered twice.
The customer is created everywhere
In your CRM or job system and your accounting software, linked so they stay in step.
The right person hears about it
With the job assigned by your rules, and a welcome email or intake checklist sent to the customer.
Gaps get a follow-up, not a guess
Missing information triggers a short request to the customer instead of an incomplete record.
A worked example
A typical setup, to show how the pieces fit. Not a client story.
A 6-person renovation contractor
Today: Leads come from the website form and phone calls, about 25 a week. Each one is typed into a spreadsheet, then Jobber, then QuickBooks when the job is won.
After: Form leads are entered once and appear in Jobber with the right estimator assigned. Phone leads go in through one short form on the office phone. Won jobs appear in QuickBooks automatically.
| Measure | Before | After |
|---|---|---|
| Time entering leads | 3 hrs/wk | 20 min/wk |
| Places each lead is typed | 3 | 1 |
Questions about customer intake
- What if the same customer comes in twice?
- They're matched on email, phone and address. A likely duplicate is flagged for a person rather than merged automatically.
- Do we need a new CRM?
- No. We connect the tools you have. If you're running on a spreadsheet, that can stay too.
- Where does our customers' information go?
- Into your own tools and nowhere else. The automation passes details along; it doesn't keep its own copy.
Have a chore like this?
Book a free 20-minute call. We'll tell you whether it's worth automating and roughly what it would cost. If it isn't worth it, we'll say so.
Pick a time