AI Automation Guides
AI Intake Systems Explained
What an AI intake system is (and isn’t): structured capture, routing, confirmations, and follow-up—built for real workflows.
An AI intake system is not a chatbot widget. It’s a workflow that turns inbound requests into structured records with clear ownership and predictable follow-up. The AI portion helps with classification and summarization; the workflow portion ensures reliable routing and tracking.
Core components
- Capture: web form, chat, email, or text
- Normalize: the same fields regardless of channel
- Route: assign an owner and create a record in your system of record
- Confirm: set expectations and reduce repeat calls
- Follow up: one additional step if not booked/accepted
Where AI helps
- Classifying request type and urgency
- Extracting key fields from messy messages
- Generating short, consistent summaries for staff
Where AI shouldn’t decide
- Pricing and guarantees
- Safety decisions
- Commitments about availability without validation
Next steps (soft CTA)
If your inbound is inconsistent or you miss calls, an audit can map the field list and routing rules needed for a reliable intake system.