Client intake​

Save time and capture every lead by using Ruby for client intake.

Virtual receptionist sitting at desk

Ruby’s friendly virtual receptionists can onboard new clients, customers, or patients for your organization. We’ll collect the key information you need to know—such as email address, best time for a call back, case or project details, and more—so you can start delivering knowledgeable, personalized service immediately.

Plus, if you use webforms, we can sync messages directly to your CRM software, create custom email subject lines, and develop additional workflows—such as texting an on-call technician or adding the caller to a marketing list. 

Our intake process is…

Totally customizable

Included in your Ruby plan at no additional cost

Natural and conversational

What an intake conversation sounds like

“Good afternoon, thank you for calling the Law Office of Emma Smith. This is Wendy speaking. How may I help you?”
“Hi, I’d like to talk to a lawyer.”
“Certainly. I’d be happy to help you with that. May I have your full name, please?”
“Joseph Garcia.”
“Thank you, Joseph. Are you calling on behalf of yourself or someone else?”
“Great, thank you. Could you give me a brief description of your case?
“Sure. My mother is getting older and she doesn’t have a will or anything like that. I’m worried about what will happen to the family business and everything she owns after she passes. A friend told me I should contact an estate planning lawyer.”
“Thank you so much, Joseph. That does sound like a concerning situation. I have just a few other quick questions for you. First, have you ever worked with an attorney before?”
“Got it. Not to worry—one of ours will walk you through all the details once they connect with you. May I ask you how you heard about our office?”
“Yup. I Googled ‘Texas estate planning lawyer’ and found your website.”
“Great, thank you for sharing that information. Last, I’d just like to confirm your contact details. I see you’re calling from 555-897-7741. Is that the best number to reach you?”
“Perfect, thank you. May I have your email address as well?”
“Sure, it’s”
“Thank you! And when would be a good time to have an attorney call you back?”
“Well, I work most of the day, so evenings after 6 would be my preferred time.”
“Great. I’ll make sure they know to contact you after 6. Thank you so much, Joseph! I’ll forward this information to an attorney and someone will reach out within the next business day or two. Is there anything else I can help you with in the meantime?”
“No, I think I’m all set. Thank you.”
“Thank you! You have a pleasant evening and we’ll talk to you soon!”

What information can Ruby collect during intake?

  • Full name
  • Contact details
  • Preferred method of contact
  • Service address
  • Reason for calling
  • Description or type of service needed
  • Parties involved in the client’s legal case
  • The customer’s home remodeling budget
  • Patient information collected in compliance with HIPAA*
  • And much more!

*Requires opting in and signing a Business Associate Agreement (BAA) for Ruby HIPAA compliant service.



431 Reviews

Numbers don't lie


boost in new business leads.

10 hrs+

of distraction-free time gained back each month


increase in customer happiness.

*As reported by a majority of respondents to Ruby’s February 2019 Customer Survey

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Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the canceled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner. Some restrictions may apply.