The old way vs ioZen
Traditional intake
- Email a questionnaire (clients ignore it)
- Follow up three times to get answers
- Incomplete responses, missing details
- Information scattered across emails
- Start project without what you need
With ioZen
- Send one link, professional experience
- Conversational flow, high completion
- AI asks follow-ups for vague answers
- Everything organized in one place
- Start project fully prepared
Built for service businesses
Any business that needs information before starting work
Agencies
Design, marketing, development. Collect project scope, brand assets, access credentials, and timelines before kickoff.
Professional services
Lawyers, accountants, consultants. Gather case details, financial documents, and background information securely.
Healthcare
Patient history, symptoms, insurance information. HIPAA-friendly collection with secure storage.
A Monday morning with ioZen
Maria runs a design agency with four employees. Monday morning she opens ioZen and sees three new client submissions from the weekend. Each one complete with project scope, brand guidelines, timeline, and budget range.
No emails to chase. No half-filled Google Forms. She assigns each one to a designer and starts the week with actual work instead of admin.
What clients see
Professional, thorough, painless
IntakeBot
Welcome! Let's get everything we need to start your project. What type of project are you looking for help with?
We need a complete rebrand including logo, website, and social media templates.
IntakeBot
That's a big project. What's driving the rebrand? New direction, merger, or something else?
We're expanding into the US market and our current branding feels too local.
IntakeBot
Got it. Do you have existing brand guidelines or assets you can share? You can upload files here.
Yes, uploading our current brand book and logo files now.
IntakeBot
Perfect. What's your ideal timeline and budget range for this project?
The numbers
What changes with conversational intake
Questionnaire completion
Info completeness
Time to kickoff
The full pipeline
From first click to project kickoff
Client starts intake
Clicks your link
Record created
All answers structured
Contact saved
Client profile built
Card on board
Lands in your pipeline
Routed to team
Assigned by service type
Client starts intake
Clicks your link
Record created
All answers structured
Contact saved
Client profile built
Card on board
Lands in your pipeline
Routed to team
Assigned by service type
Different clients, different workflows
Every client type gets the right experience
flowchart TD
%% Main nodes
A["🤖 <b>IntakeBot</b><br/><small>Collects information</small>"]
B{"Routes based<br/>on answers"}
C["<b>Retainer Client</b><br/><small>Key Accounts</small>"]
D["<b>Project Work</b><br/><small>Active Projects</small>"]
E["<b>One-Time</b><br/><small>Quick Turn</small>"]
%% Connections
A --> B
B --> C
B --> D
B --> E
%% Styling
classDef intakeBot fill:#c96a35,stroke:#c96a35,color:#fff,stroke-width:2px
classDef router fill:#f5f5f4,stroke:#e7e5e4,color:#44403c,stroke-width:2px
classDef destination fill:#fff,stroke:#e7e5e4,color:#44403c,stroke-width:1px
classDef highlighted fill:#fef3ec,stroke:#c96a35,color:#44403c,stroke-width:2px
class A intakeBot
class B router
class C highlighted
class D destination
class E destination âš¡ Why this matters
Your $50k/year retainer client should not wait in the same queue as a one-off logo request. Smart routing creates the white-glove experience your best clients expect.
Key Accounts Board
Your retainer clients get dedicated tracking
Submitted
2Q1 Campaign
Acme Corp · Retainer
VIPBrand Refresh
TechStart · Retainer
VIPIn Review
1Brand Refresh
TechStart · Retainer
VIPWebsite Updates
GlobalTech · Retainer
VIPAssigned
0Kickoff Scheduled
0Submitted
2Q1 Campaign
Acme Corp · Retainer
VIPBrand Refresh
TechStart · Retainer
VIPIn Review
1Brand Refresh
TechStart · Retainer
VIPWebsite Updates
GlobalTech · Retainer
VIPAssigned
0Kickoff Scheduled
0What intake forms collect
Contact and company info
Name, email, company, role, the basics
Service-specific questions
Conditional logic shows relevant questions only
Document uploads
Brand guidelines, assets, contracts, whatever you need
Credentials (secure)
Login details stored securely, AI never sees them
Communication preferences
How and when they want to be contacted
Client record created
Everything linked to one client profile