“The key to a successful business starts with efficient intake.”
— Leah Hughes,
(Digital Marketing Expert at Bamboo HR)
As someone who works in the legal sector, I understand how hectic it is to collect and manage all the client data. All that paperwork, with the additional pressure of ensuring accuracy, is nothing less than a tremendous burden on the shoulders.
But recently my organization shifted from those traditional outdated methods to employing client intake software. This change has simplified and accelerated integral operations. Now we do not need to worry about handling all that paperwork and can devote time to more valuable and complex tasks that require attention.
Such tools are a game changer for companies. According to Freshworks: CRM statistics, businesses that use CRM software are 86% more likely to exceed their business goals.
In this article, I’ll discuss with you how you can utilize client intake software to streamline your customer onboarding processes.
Onboard Potential Clients Through Digital Forms
The first step in client acquisition includes collecting the essential information about your customer. But don’t you think it is a little too cumbersome to ask for all the details and fill out forms manually? In today’s digital world, why not let robotic technology handle this load?
According to a Community of Madrid survey, adopting robotic process automation, or RPA, allows firms to make client-focused investments in technology. You can optimize your business processes with it and create a more responsive and positive experience for your clients.
Our organization uses software that relies on automation to reduce administrative tasks. We provide secure online forms to our clients to fill in all the necessary information. This approach saves our time and is also widely accepted and preferred by our patients.
Beyond all these perks, this technology has another immense benefit. It guarantees the quality and consistency of records.
For example, legal intake software provides checks to avoid incomplete fields or typos. Especially in the case of lawsuits, inconsistencies can lead to serious consequences and make further case progress tough. Plus, the client data goes into a central database. Therefore, intake information is always accessible.
FUN FACT Client intake software can speed up client onboarding by up to 60% by automating repetitive tasks and providing an intuitive process for both clients and employees.
Communicate and Follow-Up With Clients
You might know that even after the onboarding of the client, there is another time-consuming step left, and that is communicating with them. As you consider fitment to your business, you must keep the client informed.
But no need to worry because intake software can help with that too. They allow clients to track their progress on a user-friendly digital portal. In our field, we use them to send real-time updates to keep them informed of milestones and appointments. All this automation of tasks saves us loads of time to focus on more complex tasks.
You are certainly wrong if you think that this software only benefits the organization. Its advantages extend both ways. For example, it lets clients update their data and ask questions. The right tools can even help in scheduling consultations and appointments. The software automatically syncs the client and staff calendars, wrestling in fewer logistical hassles and no-shows translate into more time saved for everyone.
According to SimplyConvert, intuitive intake processes can improve client engagement as well. This method even makes the client feel valued. After all, their time is precious too. Being sensitive to this is particularly beneficial for personal injury law firms. Clients desire trust and support when already distressed.
Avoid Losing Time Due to Compliance and Security Problems
Non-compliance with the norms or data security mishaps can waste your valuable time. If you compromise sensitive client information, it can blow up into a crisis and cause reputational losses, which are hard to recover from in today’s competitive landscape.
A report from Statista suggests that America experienced over 3,000 data compromise incidents in 2023. Most of them were through breaches, leaks, and exposure. These incidents highlight the need for robust data security. It becomes imperative where personal and financial information is under threat.
Stringent data protection standards in specialist intake software can even help you avoid compliance problems. It offers firms a chance to enjoy advanced encryption and user access controls. Moreover, centralizing client records in a secure digital vault can help avoid data security problems and build client trust and business reputation.
DO YOU KNOW? The patient intake market was valued at $1.76 billion in 2024 and is expected to reach $4.92 billion by 2031, growing at a CAGR of 13.70%
How Much Time Can Intake Software Free Up?
Firms considering improving client intake processes can expect sizable time savings. Some of it is intuitive. Everyone knows that automation and digitalization are significant time savers in business. The acceleration in business processes brings efficiency within reach.
Freed-up time also depends on the ability to perform high-value tasks better. Freshworks reports suggest that AI tools can save employees as much as four hours per week. Around 40-50% of leaders think that these tools trigger upswings in productivity and quality.
Apart from the time-saving perks, another bonus of client intake tools is the capacity to analyze data. Analytics come in handy for marketing strategies and performance metrics. Understanding client needs lets you optimize resource allocation for superior outcomes. In the long run, this can help your business gain a competitive advantage over a more traditional one.
Finding time to breathe and stay centered might seem unachievable in the modern world. But, you can regain control by something as simple as adopting a client intake system. It lets you see the big picture without fretting about the dozen things you must finish daily.
