Client intake form on WhatsApp
A client intake form collects a new client's details before you start work. With Kwalify, the form is a WhatsApp chat: your questions are asked one at a time in English or Afrikaans, documents come in the chat or by an upload link, they are checked against your rules, and reminders go out until the form is complete.
by Timo van Deventer, Senior AI Product Specialist
Example: a new client, on WhatsApp
Hi Thandi. What can we help you with? A short description is fine.
Help with my business contracts.
Thanks. Please send a copy of your ID.
What lands on your desk
Thandi Nkosi
Client intake · example
8 questions answered
ID document in and checked
Proof of address in and checked
What a client intake form usually asks
Start from these and add what your work needs. Ask only for what you will use.
- Name and contact details, and how the client prefers to be reached.
- What they need from you, in their own words.
- The documents you need before you start.
- Who else is involved, such as a partner or a co-director.
- Anything that decides whether you can take the client on.
Your intake form as a WhatsApp chat
One question at a time
In a WhatsApp chat, in English or Afrikaans, from your own WhatsApp Business number. SMS is the fallback when a client is not on WhatsApp.
Documents in the same flow
Sent in the chat or by an upload link, and checked against your rules. Anything unclear goes to a person.
Reminders until complete
On WhatsApp, SMS or email, within quiet hours: at most 3 an hour and 6 a day per person.
"Where is my application?"
Clients who ask get a status reply, in English or Afrikaans, without anyone on your team stopping to look.
On your desk, finished
Your team sees each intake in Today, the Review queue and Cases, with its status, reminders and timeline.
Change it in words
Describe a change to your form in English or Afrikaans and the AI drafts it. A person reviews every change and runs a test before it goes live.
Intake is the first step. For the documents, signing and deposit that follow, see client onboarding. Or see one application end to end.
What it costs
Client intake on WhatsApp is on the Flows plan: R1 950 a month for 100 completed flows, then R15 each, with unlimited users. Need a quote or an invoice for the new client? The free tools run in your browser.
Questions people ask
What is a client intake?
What is the purpose of a client intake form?
How do I make a client intake form?
What is another name for an intake form?
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