Intake and document chasing

Forms and documents collected and chased until complete

How it works

  1. New clientA new client signs on.
  2. Intake form and document listThey get a form and a list of what to send.
  3. Reminders until completeReminders go out until everything is in.
  4. Filed in Google Drive, team toldFiles are saved in the right folder and your team is told.

A worked example

  1. A boutique law firm in Raffles Place signs a new client for a company incorporation. The coordinator adds the client's name and WhatsApp number to the sheet.
  2. The client receives an intake form and a list of what to send: NRIC copies of the directors, proof of address, the proposed company name.
  3. Two days later, two documents are still missing. The system sends a polite reminder on WhatsApp, and another after three more days.
  4. When the last document arrives, the files are saved in the client's folder in Google Drive, named consistently, and the coordinator is told the file is complete.

Before and after

Before

After

Someone on the team sends reminders by hand, when they remember.

Reminders go out on a schedule until everything is in.

Documents arrive by email, WhatsApp and post, and are saved in whichever folder is nearest.

Everything is saved in the right Google Drive folder with a consistent name.

Nobody knows what is still missing without opening each file.

The team sees who has sent everything and who has not.

What the AI does

  • Sends each new client the intake form and a document list.
  • Reminds them on WhatsApp or email until everything is in.
  • Saves each file in the right Google Drive folder.
  • Tells your team when a file is complete or stuck.

What your team keeps

  • Checking that documents are correct and valid.
  • Calling a client who has not responded after several reminders.
  • Advice, decisions and anything that needs a professional.
  • Deciding what documents each type of client must send.

What is included

  • An intake form built in Tally, or one that matches your own.
  • A document list for each type of client you serve.
  • Reminder messages on WhatsApp or email, with timing agreed with you.
  • Filing into Google Drive with a naming convention.
  • A status view for your team.
  • Fixes and adjustments during the first month after launch.

What is not included

  • Checking whether a document is genuine or correct.
  • WhatsApp message fees that Meta bills to your business.
  • Identity verification or anti-money-laundering checks.

Works with

  • WhatsApp
  • Gmail
  • Google Drive
  • Tally

Questions

How much does the intake and document chasing system cost?

Setup starts from S$3,499. The monthly fee is set by your volume and agreed on the call, before anything is built. Usage costs, such as AI processing, are billed on top of the monthly fee. Meta's WhatsApp message fees are billed to your business by Meta, and subscriptions you already pay for, such as Google Workspace and Tally, remain yours. The minimum term is three months, and after that you can cancel any time.

Where does my data go, and does this meet PDPA?

Client documents are saved in your own Google Drive wherever possible. This system handles personal documents, so the protection of that data is set out in the written scope. The written scope says where everything is stored and lists any personal data the system handles and why, so you can check it against your own PDPA obligations. Your data is never used to train AI models.

What happens when the AI does not know what a document is?

If a file does not match anything on the client's list, or the name is unclear, it is not filed by guesswork. It is placed in a holding folder and your coordinator is told, so a person decides where it belongs.

How long does setup take?

Usually two to three weeks. We agree your document lists and reminder timing with you, build the form and the folders, and test with a dummy client before it goes live.

How many reminders will a client get?

You decide. We suggest a reminder after two days and another after five, and then a note to your team to call. Nobody is messaged more often than you have agreed.

Other operations systems

Company knowledge base

Staff and customers ask on WhatsApp and get answers from your own documents, with the source attached

Job dispatch

New jobs reach the right technician without a phone call