Document intake
Client paperwork that arrives complete and files itself.
New clients mean forms, signatures, and attachments scattered across email. We set up one intake path that collects what you need, gets it signed, saves every file to the right folder with a clear name, and tells the staff what is next.
The problem, and what we do about it
Onboarding a client often means a dozen emails. A form that comes back half filled in, a signature on a photo of a page, attachments named scan001, and somebody dragging each file into a folder at the end of the day. Things get missed, and the next person cannot find them.
We set up a single intake form that asks for what you actually need and will not submit until it is complete. Agreements go out for e-signature. Files are renamed the same way every time and saved to the right client folder in your business storage, such as Microsoft 365 or Google Workspace. A task or an alert tells the right person the next step.
Who it's for
Honest on purpose, so nobody wastes a call.
A good fit
- CPA and tax offices collecting documents every season
- Law firms opening new matters
- Insurance, real estate, and mortgage offices gathering client paperwork
- Practices and schools with new patient or enrollment packets
Not a fit
- Storing health, tax, or legal records in a tool that does not fit the rules you are under. We check that first
- Replacing practice management or case management software you already use
What you get
Written down so there are no surprises on the quote.
What's included
- An intake form that collects what you need and checks it is complete
- Agreements sent for e-signature and saved when signed
- Files renamed with a consistent pattern and saved to the right client folder
- New client folders created from a template
- A task or alert for the next step, assigned to the right person
- Access limited to the people who need it, with two-step login on the accounts involved
What it's not
- E-signature and form tool subscriptions, which stay in your name
- Legal or compliance advice about what you must collect
- Scanning or digitizing old paper files
What it costs
Published prices are starting points for the scope listed. You get a fixed price in writing before any work starts, and platform or license fees are listed as separate lines.
| What | Price |
|---|---|
| Standard automation, intake form, signature, and filing | From $1,500 |
| Custom integration, with practice or case software | From $3,000 |
| Quick workflow, a single form into a single folder | $750 |
| Automation care, watched and fixed | $150 a month, or $100 on a care plan |
| Form and e-signature subscriptions | In your name, at the provider's price |
See the price for this on the pricing page
What it depends on
- Admin access to your business storage and email, approved by the owner
- Tools that fit the privacy rules for your records, confirmed before we build
- Someone in the office who can tell us how intake works today
What you own
Accounts and builds stay in your business's name. The details are on the workflow automation page.
Next step
Book a 15-minute call and walk us through how a new client gets their paperwork to you today.
Prefer to write? Send the form and we reply the same business day.
How it works
We sit with whoever handles new clients today and list what each one must send, what they sign, and where every file belongs. The intake form, the e-signature step, and the folder naming are built from that list, and the privacy fit of each tool is confirmed before the first real file goes through.
An automation checkup
One hour on site or remote. You get a one page map of the repeat work in your office, the three builds worth doing first, and what each one costs. $450, credited in full toward automation work you book with us within 30 days.
A fixed price in writing
What the build does, which tools it uses, what the platform fees will be, and when it goes live. The price does not move.
Built and tested on your real work
We build it in your accounts, run it on real examples with you watching, and fix what does not fit how your office actually works.
Handover, then care if you want it
A one page note on what runs, where, and how to turn it off. Automation care keeps it working when a vendor changes something.
Questions owners ask
Is this safe for tax or health records?
It can be, when the tools fit the rules. Tax preparers under the FTC Safeguards Rule and practices under HIPAA need tools and settings that protect that data, and some vendors sign a business associate agreement while others do not. We check before we build, and if a step should stay manual, we say so.
Do clients need to create an account?
Usually not. A secure form and an e-signature link work without one. Portals with client logins are a bigger build, quoted as a custom integration or a web app.
Can it work with our practice software?
Sometimes. Many practice and case management tools have a way to receive data, and some do not. We confirm before quoting.
What does it cost?
A typical intake with a form, signature, and filing is a standard automation, from $1,500. A connection into practice or case software is a custom integration, from $3,000.
Sources we used
Public guidance we relied on for the facts on this page. None of it endorses Vektrion.
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