client-intake-bot

name

client-intake-bot

description

Automated client qualification and intake system. Captures leads through conversational forms, scores them based on fit criteria, sends personalized auto-responses, and routes hot leads to your attention. Use when you need to qualify freelance/consulting leads without manual screening, when setting up automated onboarding for service businesses, or when you want to filter prospects before scheduling calls.

Client Intake Bot

Qualify leads while you sleep. This skill creates conversational intake workflows that capture prospect information, score their fit, and route the best opportunities to you — automatically.

What It Does

• Conversational Intake: Natural Q&A flow instead of boring forms
• Lead Scoring: Score prospects on budget, timeline, fit, and authority
• Auto-Responses: Instant personalized replies based on score
• Smart Routing: Hot leads → immediate notification; cold leads → nurture sequence
• Qualification Logic: Branching questions based on previous answers
• Follow-Up Sequences: Automated nurture for not-yet-ready prospects

Quick Start

1. Basic Intake Setup

"Create a client intake bot for my [web design] business.

Qualifying questions:
1. What type of project? (Website redesign, New website, E-commerce)
2. What's your budget range? (<$5k, $5k-$15k, $15k+)
3. What's your timeline? (ASAP, 1-3 months, 3+ months)
4. Do you have content ready? (Yes, No, Partially)

Hot lead criteria: Budget $5k+, Timeline 1-3 months
"

2. Service-Specific Intake

"Create an intake workflow for consulting inquiries:

My services: Strategy consulting, Implementation, Training
Qualification factors:
- Company size (startup, SMB, enterprise)
- Problem urgency (critical, important, exploratory)
- Decision timeline (immediate, this quarter, future)
- Budget authority (decision maker, influencer, researcher)

Scoring: Assign 1-10 points per factor, route 30+ to me immediately"

3. Multi-Step Nurture

"Design a nurture sequence for leads who aren't ready yet:

Trigger: Score 15-29 (warm but not hot)
Sequence:
- Day 0: "Thanks + helpful resource"
- Day 3: "Case study relevant to their industry"
- Day 7: "Educational content about their problem"
- Day 14: "Check-in + soft pitch"
- Day 30: "Monthly newsletter opt-in"

Personalize based on their specific answers"

The Intake Workflow

Phase 1: Initial Capture

Entry Points:

• Website contact form
• Social media DM auto-responder
• Email autoresponder
• Calendar booking pre-qualification
• Landing page chatbot

First Message Template:

"Hi [Name]! Thanks for reaching out about [service].

To make sure I'm the right fit for your project, I'd love to learn a bit more. This takes about 2 minutes.

What's the main goal you're trying to achieve?"

Phase 2: Qualification Questions

Design your question flow:

Question Types:

• Multiple choice: Easy to answer, easy to score
• Open text: Richer context, harder to auto-score
• Yes/No: Quick decision points
• Scale (1-5): Quantifiable fit metrics
• File upload: RFPs, briefs, existing materials

Question Sequence (example for web design):

1. "What type of project?" (Multi-choice)

   • Website redesign → "What's your current website URL?"
   • New website → "Do you have a domain registered?"
   • E-commerce → "How many products?" + "Platform preference?"

2. "What's your budget?" (Multi-choice with ranges)

   • <$5k → "I may not be the best fit, but here are some resources..."
   • $5k-$15k → Continue
   • $15k+ → High-value track

3. "What's your timeline?" (Multi-choice)

   • ASAP → Urgency flag
   • 1-3 months → Standard track
   • 3+ months → Nurture track

4. "Tell me about your business..." (Open text)

   • Capture context for personalized response

Phase 3: Lead Scoring

Scoring Matrix Example:

Factor	Cold (1-3)	Warm (4-7)	Hot (8-10)
Budget	<$5k	$5k-$15k	$15k+
Timeline	6+ months	1-3 months	<1 month
Fit	Outside expertise	Partial match	Ideal client
Authority	Researcher	Influencer	Decision maker

Score Ranges:

• 0-15: Cold → Automated nurture sequence
• 16-29: Warm → Personalized email + add to newsletter
• 30-40: Hot → Immediate notification + priority follow-up

Phase 4: Auto-Response

Hot Lead Response:

"Hi [Name],

Thanks for sharing those details about your [project type]. Based on what you've told me, this sounds like a great fit!

[Personalized paragraph referencing their specific situation]

I'd love to schedule a 20-minute call to discuss further. Here are some times that work for me:
[Calendar link]

Talk soon,
[Your name]"

Warm Lead Response:

"Hi [Name],

Thanks for reaching out! I've reviewed your project details and think there could be a good fit here.

[Specific feedback on their project]

While you're considering next steps, here are a few resources that might help:
- [Relevant case study]
- [Helpful blog post]
- [Free tool/template]

I'll follow up in a few days, but feel free to reply if you have questions.

Best,
[Your name]"

Cold Lead Response:

"Hi [Name],

Thanks for getting in touch! I appreciate you considering me for your project.

Based on what you've shared, I don't think I'm the best fit for this particular scope. However, I'd recommend:
- [Alternative solution]
- [Resource to help DIY]
- [Referral to someone who is a better fit]

Best of luck with your project!

[Your name]"

Phase 5: Routing & Notification

Notification Rules:

Hot Leads (30-40):
  - Immediate: Email + SMS to you
  - Action: Schedule within 24 hours
  - SLA: Respond within 2 hours

Warm Leads (16-29):
  - Immediate: Email to you (batch digest OK)
  - Action: Add to nurture sequence
  - SLA: Respond within 48 hours

Cold Leads (0-15):
  - Immediate: Polite decline auto-sent
  - Action: Add to general newsletter (if opted in)
  - SLA: None 

Advanced Features

Conditional Logic

Branch based on answers:

IF project_type = "E-commerce" AND budget < $10k:
  → "For e-commerce projects under $10k, I recommend [platform]..."
  → Route to DIY resources
  → Offer paid consultation instead of full service

IF timeline = "ASAP" AND budget = "$15k+":
  → "Rush projects are possible with 25% premium..."
  → Priority notification to you
  → Expedited scheduling link

Industry-Specific Customization

For Agencies:

• Capture: Current agency relationship, reason for switching
• Score: Budget, timeline, decision process
• Route: By service line (SEO, PPC, creative)

For Consultants:

• Capture: Problem urgency, internal capabilities, past attempts
• Score: Complexity, budget, commitment level
• Route: By expertise area

For Freelancers:

• Capture: Project scope, ongoing vs one-time, communication preference
• Score: Rate fit, project interest, client personality fit
• Route: By project type

Integration Points

CRM Integration:

• Create contact in HubSpot/Salesforce/Pipedrive
• Tag with lead score and source
• Add to appropriate pipeline stage

Calendar Integration:

• Hot leads → Priority booking link (shorter notice)
• Warm leads → Standard booking link
• Auto-add context to calendar description

Email Integration:

• Add to segmented lists based on score
• Trigger nurture sequences
• Track engagement for re-scoring

The Follow-Up Sequence

Not-Ready-Yet Nurture (30-day)

Day 0: Thank you + relevant resource Day 3: Case study from their industry Day 7: Educational content (blog post, video) Day 14: Soft check-in + offer free consultation Day 21: Social proof (testimonials, results) Day 30: "Still interested?" re-engagement

Stale Lead Revival (90-day)

Day 90: "What changed?" survey Day 120: New service announcement Day 180: "Last chance" breakup email

Metrics to Track

• Conversion Rate: Intake starts → qualified leads
• Response Rate: Your replies to hot leads
• Win Rate: Qualified leads → closed deals
• Average Deal Size: By lead source and score
• Time to Close: By lead temperature
• Nurture Engagement: Email opens/clicks from cold leads

Best Practices

1. Keep it short — 3-5 questions max for initial qualification
2. Ask budget early — filter price shoppers quickly
3. Make it conversational — not a form, a dialogue
4. Respond fast — 5 minutes is the new standard for hot leads
5. Personalize everything — reference their specific answers
6. Set expectations — tell them what happens next
7. Always provide value — even "no" responses get something helpful

Common Mistakes

1. Too many questions — abandonment rates skyrocket after 5 questions
2. No scoring — treating all leads equally wastes time
3. Slow response — hot leads go cold in hours, not days
4. Generic responses — obvious automation kills trust
5. No nurture — warm leads become hot with time and education
6. Ignoring data — not iterating based on conversion patterns

Integration Ideas

• Connect to proposal-generator to auto-create proposals for hot leads
• Use with invoice-tracker to manage client payments post-close
• Pair with content-repurposer to create lead magnets for nurture sequences

Monetization Note

This skill is part of the Freelancer Revenue Engine. For maximum value, use alongside:

• proposal-generator — convert qualified leads to proposals
• invoice-tracker — manage client payments

Bundle available: Freelancer Revenue Engine ($89)