client-intake-bot

# Client Intake Bot Qualify leads while you sleep. This skill creates conversational intake workflows that capture prospect information, score their fit, and route the best opportunities to you — automatically. ## What It Does - **Conversational Intake**: Natural Q&A flow instead of boring forms - **Lead Scoring**: Score prospects on budget, timeline, fit, and authority - **Auto-Responses**: Instant personalized replies based on score - **Smart Routing**: Hot leads → immediate notification; cold leads → nurture sequence - **Qualification Logic**: Branching questions based on previous answers - **Follow-Up Sequences**: Automated nurture for not-yet-ready prospects ## Quick Start ### 1. Basic Intake Setup ``` "Create a client intake bot for my [web design] business. Qualifying questions: 1. What type of project? (Website redesign, New website, E-commerce) 2. What's your budget range? (<$5k, $5k-$15k, $15k+) 3. What's your timeline? (ASAP, 1-3 months, 3+ months) 4. Do you have content ready? (Yes, No, Partially) Hot lead criteria: Budget $5k+, Timeline 1-3 months " ``` ### 2. Service-Specific Intake ``` "Create an intake workflow for consulting inquiries: My services: Strategy consulting, Implementation, Training Qualification factors: - Company size (startup, SMB, enterprise) - Problem urgency (critical, important, exploratory) - Decision timeline (immediate, this quarter, future) - Budget authority (decision maker, influencer, researcher) Scoring: Assign 1-10 points per factor, route 30+ to me immediately" ``` ### 3. Multi-Step Nurture ``` "Design a nurture sequence for leads who aren't ready yet: Trigger: Score 15-29 (warm but not hot) Sequence: - Day 0: "Thanks + helpful resource" - Day 3: "Case study relevant to their industry" - Day 7: "Educational content about their problem" - Day 14: "Check-in + soft pitch" - Day 30: "Monthly newsletter opt-in" Personalize based on their specific answers" ``` ## The Intake Workflow ### Phase 1: Initial Capture **Entry Points**: - Website contact form - Social media DM auto-responder - Email autoresponder - Calendar booking pre-qualification - Landing page chatbot **First Message Template**: ``` "Hi [Name]! Thanks for reaching out about [service]. To make sure I'm the right fit for your project, I'd love to learn a bit more. This takes about 2 minutes. What's the main goal you're trying to achieve?" ``` ### Phase 2: Qualification Questions Design your question flow: **Question Types**: - **Multiple choice**: Easy to answer, easy to score - **Open text**: Richer context, harder to auto-score - **Yes/No**: Quick decision points - **Scale (1-5)**: Quantifiable fit metrics - **File upload**: RFPs, briefs, existing materials **Question Sequence** (example for web design): 1. "What type of project?" (Multi-choice) - Website redesign → "What's your current website URL?" - New website → "Do you have a domain registered?" - E-commerce → "How many products?" + "Platform preference?" 2. "What's your budget?" (Multi-choice with ranges) - <$5k → "I may not be the best fit, but here are some resources..." - $5k-$15k → Continue - $15k+ → High-value track 3. "What's your timeline?" (Multi-choice) - ASAP → Urgency flag - 1-3 months → Standard track - 3+ months → Nurture track 4. "Tell me about your business..." (Open text) - Capture context for personalized response ### Phase 3: Lead Scoring **Scoring Matrix Example**: | Factor | Cold (1-3) | Warm (4-7) | Hot (8-10) | |--------|-----------|-----------|-----------| | Budget | <$5k | $5k-$15k | $15k+ | | Timeline | 6+ months | 1-3 months | <1 month | | Fit | Outside expertise | Partial match | Ideal client | | Authority | Researcher | Influencer | Decision maker | **Score Ranges**: - **0-15**: Cold → Automated nurture sequence - **16-29**: Warm → Personalized email + add to newsletter - **30-40**: Hot → Immediate notification + priority follow-up ### Phase 4: Auto-Response **Hot Lead Response**: ``` "Hi [Name], Thanks for sharing those details about your [project type]. Based on what you've told me, this sounds like a great fit! [Personalized paragraph referencing their specific situation] I'd love to schedule a 20-minute call to discuss further. Here are some times that work for me: [Calendar link] Talk soon, [Your name]" ``` **Warm Lead Response**: ``` "Hi [Name], Thanks for reaching out! I've reviewed your project details and think there could be a good fit here. [Specific feedback on their project] While you're considering next steps, here are a few resources that might help: - [Relevant case study] - [Helpful blog post] - [Free tool/template] I'll follow up in a few days, but feel free to reply if you have questions. Best, [Your name]" ``` **Cold Lead Response**: ``` "Hi [Name], Thanks for getting in touch! I appreciate you considering me for your project. Based on what you've shared, I don't think I'm the best fit for this particular scope. However, I'd recommend: - [Alternative solution] - [Resource to help DIY] - [Referral to someone who is a better fit] Best of luck with your project! [Your name]" ``` ### Phase 5: Routing & Notification **Notification Rules**: ```yaml Hot Leads (30-40): - Immediate: Email + SMS to you - Action: Schedule within 24 hours - SLA: Respond within 2 hours Warm Leads (16-29): - Immediate: Email to you (batch digest OK) - Action: Add to nurture sequence - SLA: Respond within 48 hours Cold Leads (0-15): - Immediate: Polite decline auto-sent - Action: Add to general newsletter (if opted in) - SLA: None (automated) ``` ## Advanced Features ### Conditional Logic Branch based on answers: ``` IF project_type = "E-commerce" AND budget < $10k: → "For e-commerce projects under $10k, I recommend [platform]..." → Route to DIY resources → Offer paid consultation instead of full service IF timeline = "ASAP" AND budget = "$15k+": → "Rush projects are possible with 25% premium..." → Priority notification to you → Expedited scheduling link ``` ### Industry-Specific Customization **For Agencies**: - Capture: Current agency relationship, reason for switching - Score: Budget, timeline, decision process - Route: By service line (SEO, PPC, creative) **For Consultants**: - Capture: Problem urgency, internal capabilities, past attempts - Score: Complexity, budget, commitment level - Route: By expertise area **For Freelancers**: - Capture: Project scope, ongoing vs one-time, communication preference - Score: Rate fit, project interest, client personality fit - Route: By project type ### Integration Points **CRM Integration**: - Create contact in HubSpot/Salesforce/Pipedrive - Tag with lead score and source - Add to appropriate pipeline stage **Calendar Integration**: - Hot leads → Priority booking link (shorter notice) - Warm leads → Standard booking link - Auto-add context to calendar description **Email Integration**: - Add to segmented lists based on score - Trigger nurture sequences - Track engagement for re-scoring ## The Follow-Up Sequence ### Not-Ready-Yet Nurture (30-day) **Day 0**: Thank you + relevant resource **Day 3**: Case study from their industry **Day 7**: Educational content (blog post, video) **Day 14**: Soft check-in + offer free consultation **Day 21**: Social proof (testimonials, results) **Day 30**: "Still interested?" re-engagement ### Stale Lead Revival (90-day) **Day 90**: "What changed?" survey **Day 120**: New service announcement **Day 180**: "Last chance" breakup email ## Metrics to Track - **Conversion Rate**: Intake starts → qualified leads - **Response Rate**: Your replies to hot leads - **Win Rate**: Qualified leads → closed deals - **Average Deal Size**: By lead source and score - **Time to Close**: By lead temperature - **Nurture Engagement**: Email opens/clicks from cold leads ## Best Practices 1. **Keep it short** — 3-5 questions max for initial qualification 2. **Ask budget early** — filter price shoppers quickly 3. **Make it conversational** — not a form, a dialogue 4. **Respond fast** — 5 minutes is the new standard for hot leads 5. **Personalize everything** — reference their specific answers 6. **Set expectations** — tell them what happens next 7. **Always provide value** — even "no" responses get something helpful ## Common Mistakes 1. **Too many questions** — abandonment rates skyrocket after 5 questions 2. **No scoring** — treating all leads equally wastes time 3. **Slow response** — hot leads go cold in hours, not days 4. **Generic responses** — obvious automation kills trust 5. **No nurture** — warm leads become hot with time and education 6. **Ignoring data** — not iterating based on conversion patterns ## Integration Ideas - Connect to **proposal-generator** to auto-create proposals for hot leads - Use with **invoice-tracker** to manage client payments post-close - Pair with **content-repurposer** to create lead magnets for nurture sequences ## Monetization Note This skill is part of the **Freelancer Revenue Engine**. For maximum value, use alongside: - `proposal-generator` — convert qualified leads to proposals - `invoice-tracker` — manage client payments Bundle available: Freelancer Revenue Engine ($89)