AI-Guided Intake

Clients Onboard Themselves

An AI guides each client through your intake in plain conversation — collecting information and documents automatically, without your team lifting a finger.

How It Works

From first contact to complete case — no staff involvement required

Client Starts the Conversation

The client clicks a link — sent by email, WhatsApp, or embedded on your website. The AI greets them by name and starts the intake immediately. No account creation, no app to download, no setup.

AI Collects Information and Documents

Questions are asked one at a time in plain language, tailored to the case type. When a document is needed, the AI asks naturally — and the client uploads directly in the conversation.

Every Document Checked Automatically

The moment a document is uploaded, it is validated against the case checklist. Issues are flagged before the case ever reaches your team.

Presence — is every required document uploaded?
Type match — is the right document in the right slot?
Expiry — passport validity, visa dates, DBS recency
Legibility — unreadable scans flagged for re-upload

Complete Case Handed to Your Team

Once complete, your team receives an instant notification with a fully structured, ready-to-process file. All answers organised, all documents attached. They open it and start work immediately.

What Your Client Experiences

A guided conversation — not a form. Clients complete intake on any device, at any time.

Onboarding Intake

Online

Hi Sarah! I'm here to help with your visa application. Could you confirm your full name and date of birth?

Sarah Johnson, 14th March 1990

Perfect. Could you upload a copy of your passport? A clear photo or scan works fine.

passport_scan.pdf

Validated ✓

Passport received and validated. Do you have your BRP card available to upload?

Type a message...

Before vs After

The difference a system makes to how intake actually runs

Without Refine AI

Staff email clients manually for every document
Documents arrive in inboxes — unsorted, unlabelled
Expired or wrong documents discovered at review stage
Cases stall waiting for one missing file
Team spends hours each week chasing and data-entering

With Refine AI

AI guides clients through intake automatically
Documents validated and structured the moment they arrive
Issues flagged at upload — before reaching your team
Cases move forward without waiting for manual chasing
Team only touches cases that are complete and ready

Common Questions

Your Intake, On Autopilot

Clients onboard themselves. Documents checked automatically. Your team only touches cases that are ready.