Less typing up
Your staff start from a draft with the details already in place instead of a blank form and a recording to replay.
Services ยท Apps and AI
New serviceAI intake that a person signs off.
A tool that takes the voice notes, messages and forms your business already receives and turns each one into an organized draft: a transcript, the facts placed in your form, and a list of what is missing. A person on your staff reviews every draft before it is used.
The short version
- A person reviews every resultThe tool prepares a draft. Nothing is sent, filed or acted on until someone approves it.
- No advice and no decisionsIt organizes what people told you. It does not judge, recommend or reply for you.
- It runs in accounts you ownThe AI provider, the storage and the billing are in your name.
- Scoped and quoted after a callThe price is fixed in writing before any work starts.
What you get
From a pile of messages to a tidy draft.
Built around one job in your business where the same details are typed up again and again from recordings, messages or forms.
One place for what comes in
Voice notes, written messages and form entries arrive in a single queue instead of being spread across phones and inboxes. Which sources connect is settled in the scope.
Written transcripts
Recordings become text your staff can read and search. The original recording stays attached so anyone can check the words against it.
Facts placed in your form
Names, dates, contact details and the answers you need are pulled out and placed in the fields of a form you define, each one linked to the passage it came from.
Gaps and doubts flagged
Missing answers, unclear passages and details that contradict each other are marked, so the reviewer knows where to look and what to ask next.
A review screen
Your staff see the source and the draft side by side, correct what is wrong and approve it. Only an approved draft moves on.
Handoff and notes
The accounts, the form and the instructions the tool follows are yours, with plain notes on how it works, what it costs to run and how to switch it off.
How it works
From first call to handoff.
Nothing is built until the scope and the price are agreed in writing.
A discovery call
We walk through one intake job as it happens today: what arrives, who handles it, what they type up and where it goes. If a simpler form or checklist would do the job, we say so.
A written scope
You receive the sources, the fields of the form, what gets flagged, who reviews, which providers are used and what each is expected to charge you, with a fixed price for our work.
Build and test with samples
We build in your accounts and test with sample material you supply or that we write together. You compare the drafts with the sources and we correct the instructions until the drafts are useful.
Training and handoff
We show your staff how to review, correct and approve a draft, then hand over the accounts and the notes. Changes after that are quoted separately.
Pricing
A written quote, before any work.
How the price is set
Scoped and quoted after a call.
Every intake tool is different, so there is no list price. The quote depends on how many kinds of input the tool reads, how long and detailed your form is, whether recordings need transcribing, where approved drafts have to go and how private the material is. After the discovery call you receive a written scope with a fixed price for our work and the name of each provider with what it is expected to charge you. Small changes after launch are billed at $75 per hour with an estimate agreed first.
Good to know
- Running costs are yours. Transcription, AI usage and storage are billed to you by the providers, in your accounts.
- Your data stays out of training. We only use AI providers under terms that keep your material out of model training. The scope names each one so you can read its terms.
- Drafts can be wrong. Transcripts mishear and extraction misses things, which is why every draft is reviewed against its source.
- You supply the form and the rules. You tell us which facts matter, what counts as a gap and who reviews, and you approve the samples used for testing.
- Private material is scoped with care. The scope sets who can see sensitive details, where they are stored and how long they are kept. Meeting the rules of your profession remains your responsibility.
The quote covers design, build, testing and handoff. It does not include what the AI and hosting providers charge you to run the tool.
Why it matters
Why it matters for your business.
Gaps show up early
A missing answer is marked on the draft, so the next question can be asked while the conversation is still fresh.
A person stays in charge
Every draft is checked and approved by someone on your staff. The judgment remains theirs.
No lock in
The accounts, the form and the notes are in your name. You can change who maintains the tool or turn it off.
Have you built one of these for a client?
Not yet. This is a new service, so we show no client examples and make no claims about results or time saved. The page describes what we build, the rules it runs under and how the project is quoted.
How is this different from an AI assistant?
An assistant talks to your website visitors and answers from content you approved. An intake tool works behind the scenes: it reads what people have already sent you and prepares a draft for your staff. Visitors never talk to it. See AI assistants
What can it take in?
Voice notes and other recordings, written messages, and entries from forms. Which sources can be connected depends on the tools you use and what they allow, and it is confirmed in the written scope. Where a source cannot be connected, staff can add the file or the text by hand.
Does the AI make any decisions?
No. It transcribes, places facts in your form and flags what is missing or unclear. It gives no advice, does not reply to anyone and does not accept, reject or rank a request. A person reviews and approves every draft.
Where does our data go?
Into accounts you own. The material is processed by the AI provider named in your scope, under terms that keep it out of model training, and it is stored where the scope says. We work through access you grant and can remove.
What does it cost to run?
Our quote covers the build. The providers bill you directly for transcription, AI usage and storage, and the amount depends on how much material goes through the tool. The scope names each provider and what it is expected to charge before you agree to anything.
What do we need to supply?
A walk through of how intake works today, the form or list of facts you want filled in, sample material for testing, and a person who will review drafts and tell us where they fall short. You also open the provider accounts in your name, or we set them up with you.
How accurate is it?
We make no accuracy promise. Recordings with noise, strong accents or several speakers are harder, and any AI can misread a detail. The tool keeps the source beside every draft and flags doubtful passages so the reviewer can catch mistakes.
Can it send approved drafts to our other tools?
Often, yes. An approved draft can be exported as a document or a spreadsheet row, and sending it to another system is integration work that depends on what that system allows. See booking and integrations
What do you keep typing up?
Tell us about one intake job that eats your time. We will say whether a tool like this fits, and put the scope and the price in writing.