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How I Helped a Consultant Replace a 5-Step Onboarding with One AI Form
07.06.2025
If you’re still manually onboarding clients through emails, forms, and scattered checklists, this story might inspire a new approach.
A consultant I worked with was spending nearly an hour per client onboarding them across five steps:
Initial intake email
Manually sending a questionnaire
Reviewing responses
Sending next steps and scheduling a call
Logging details into a CRM
Multiply that by even five new clients a month, and you’ve got a time leak that eats into billables and focus.
The Challenge
The consultant's biggest pain point wasn’t just the time—it was the friction.
Clients were confused by the steps.
Follow-ups were constant.
Important data got lost in inbox threads or mismatched tools.
And every time, it was a manual routine that felt like déjà vu.
The Solution: One Smart AI-Powered Form
We replaced all five steps with a single, dynamic AI form built using customizable logic and integrations.
Here’s what it now does, automatically:
Asks tailored intake questions based on the type of client.
Qualifies the lead by scoring responses in real-time.
Suggests the next steps (including if they’re not a fit).
Auto-schedules a call using a synced calendar integration.
Pushes data to their CRM, tagged and sorted.
All the consultant has to do is check their calendar and show up prepared.
The Impact
Time saved per client: ~55 minutes
Time saved per month: ~5–10 hours
Client experience: Frictionless, professional, and consistent
Consultant experience: More energy for coaching, less admin
The best part? It’s scalable. Whether it's 5 or 50 clients a month, the system doesn’t break a sweat.
If your onboarding feels clunky or time-consuming, it might be the perfect candidate for AI automation. You don't need a full-time assistant—you just need a smarter process.
Curious what this might look like in your business? Let’s talk about an audit.
Book a 20 minute discovery call here: