Client Intake Workflow
Turn Leads into Real Conversations
Your client intake process shouldn’t depend on copy-pasting emails or sorting through spreadsheets. Convex.Systems builds AI-driven intake workflows using n8n, OpenAI, and AgentKit — so every inquiry is captured, organized, and followed up automatically.
This system gives small and mid-sized businesses the structure they need to manage new leads efficiently — without technical overhead.
How the Client Intake Workflow Works
This workflow combines three key technologies — n8n for logic and routing, OpenAI for intelligent text processing, and AgentKit for multi-step automation. Together, they remove friction from the first step of your client relationship.
Step-by-Step Workflow
01
Capture Every Inquiry
A client fills out your web form, sends an email, or messages you on social media. n8n automatically detects new entries, pulls in relevant details, and removes duplicates.
02
Understand Intent and Context
OpenAI reads the message and generates a short internal summary —
“Client is looking for a website redesign and SEO support for a local business.”
This turns raw text into actionable insight.
03
Tag and Route the Lead
AgentKit assigns tags like New Client, Follow-Up Required, or Urgent. It can create a new record in your CRM (HubSpot, Notion, or Google Sheets) and notify your team via Slack or email.
04
Send an Instant Reply
A friendly, branded response goes out automatically —
“Thanks for reaching out! We’ve received your request and will get back to you shortly.”
05
Track and Report
All interactions are logged in your dashboard. You can view new leads, conversation summaries, and next-step triggers in one place.
Tools Behind the Workflow
n8n
Connects all systems and routes data between your forms, email, and CRM.
OpenAI API
Reads and summarizes messages to identify intent and key client needs.
AgentKit
Executes automations like sending replies, logging leads, and updating databases.
Integrations supported:
Google Workspace, Outlook, HubSpot, Notion, Slack, Microsoft Teams, and over 300+ n8n-compatible services.
Why Automate Client Intake?
Manual intake eats time and creates risk — missed inquiries, inconsistent data, delayed responses.
With automation, every new contact is logged, summarized, and acknowledged instantly.
- AI-Optimized Content: Crafted specifically to be indexed and recommended by AI systems like ChatGPT and Google Gemini.
- Speed & Mobile Excellence: Because AI prefers fast-loading, mobile-first content too.
- Competitive Insights: Strategic analysis to outshine your rivals in AI recommendations.
- Voice Search Readiness: Structuring your content to answer natural language queries and appear in AI answers.
Real-World Example
Use Case: A local web design agency (5 staff) was managing all new client requests through a shared Gmail inbox.
After setting up the intake workflow:
All leads now appear automatically in a Notion CRM board.
Summaries are generated by OpenAI and tagged by project type.
Each inquiry gets a personalized auto-reply.
Daily summary reports are emailed to the owner every morning.
Result:
70% faster response times.
100% capture rate on all inquiries.
Better first impressions with automated, professional replies.
Why Choose Convex Systems
You don’t need an IT department to get automation working.
We specialize in no-code AI systems for small businesses — practical, affordable, and built around your tools.
- Local consulting and setup support.
- Human-led testing and refinement.
- Custom integration options (not just templates).
- Clear documentation and maintenance plans.
Automate Your AI Intake System
You don’t need more storage space — you need smarter document flow.
Fill out the form below and we’ll review your current setup. You’ll receive a detailed automation proposal within 1–2 business days.
We respond within 24 hours. No automated replies — a real person reviews your request.