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Client intake

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

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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
Book a consultation.

What an intake conversation sounds like

Ruby
“Good afternoon, thank you for calling the Law Office of Emma Smith. This is Wendy speaking. How may I help you?”
Caller
“Hi, I’d like to talk to a lawyer.”
Ruby
“Certainly. I’d be happy to help you with that. May I have your full name, please?”
Caller
“Joseph Garcia.”
Ruby
“Thank you, Joseph. Are you calling on behalf of yourself or someone else?”
Caller
“Myself.”
Ruby
“Great, thank you. Could you give me a brief description of your case?
Caller
“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.”
Ruby
“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?”
Caller
“No.”
Ruby
“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?”
Caller
“Yup. I Googled ‘Texas estate planning lawyer’ and found your website.”
Ruby
“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?”
Caller
“Yes.”
Ruby
“Perfect, thank you. May I have your email address as well?”
Caller
“Sure, it’s jgarcia@anymail.website.”
Ruby
“Thank you! And when would be a good time to have an attorney call you back?”
Caller
“Well, I work most of the day, so evenings after 6 would be my preferred time.”
Ruby
“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?”
Caller
“No, I think I’m all set. Thank you.”
Ruby
“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
  • Secure personal information gathering in a compliant facility
  • 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.

What's the Ruby difference?

Ruby began with a simple idea: when someone reaches out to a business, they should feel like they’ve reached the right place. More than 20 years later, that belief still shapes every conversation we have.

Our highly trained receptionists become a natural extension of your team, welcoming each caller, asking the right questions, and helping them move forward. Depending on your preferences, that can mean qualifying an inquiry, gathering intake details, scheduling an appointment, or connecting someone with the right person in your business.

Technology helps make those conversations more useful, not less human. AI can help receptionists quickly find the business-specific information they need, while a real person listens, adapts, and responds with care. The result is an intake experience that feels personal to your callers and gives your team clear, actionable information.

See Ruby in action to hear how thoughtful conversations turn more inquiries into opportunities.

How our client intake services work

Good client intake should feel helpful … not like an interrogation. Ruby receptionists guide the conversation naturally while collecting the information your team needs to respond confidently.

Respond to every new inquiry

Ruby’s live virtual receptionists answer 24/7, so callers don’t have to leave a voicemail or wait for your office to reopen.

Receptionists greet callers using your business name, listen carefully, answer common questions, and gather relevant information. Ruby can also support website visitors through managed live chat, giving potential customers another way to connect with a trained receptionist.

Qualify new leads

Not every inquiry needs the same response. Ruby can ask customized questions to help identify the caller’s needs, timeline, budget, location, case type, or other criteria you choose.

These lead qualification services help your team quickly spot strong opportunities while filtering out spam, solicitations, and inquiries that aren’t a match. You receive useful context, not a mystery message that says, “Someone called. Please call back.”

Route or schedule the next step

Once Ruby gathers the necessary information, the receptionist can follow the next step you’ve selected. That may mean transferring a qualified caller, scheduling a consultation, or taking a detailed message and sending information to your team.

Ruby can also add data to connected systems, reducing the administrative work your team has to handle afterward.

Features of our client intake and lead capture services

When someone calls your business or starts a chat on your website, they don’t care whether your office is busy—they just want someone who can help. Ruby makes sure that’s exactly what happens by combining caring people with practical tools that keep new opportunities moving across phone and live chat.

Live receptionists supported by AI

AI helps receptionists quickly surface business-specific information, while a highly trained person leads every conversation, listens for nuance, and responds naturally.

Customized call handling

Ruby doesn’t rely on stiff, word-for-word scripts. Instead, receptionists follow customized call-handling instructions built around your business.

You determine how calls should be greeted, which questions receptionists should ask, what information they can share, and where different callers should go. Receptionists then use those instructions to have a natural conversation.

Lead qualification

Ruby’s lead qualification services collect the details your team needs to make informed follow-up decisions. Your intake can be simple or detailed, depending on your business.

For example, a law firm may ask about the practice area and deadlines, while an HVAC company may need the service address, equipment issue, and level of urgency.

Appointment scheduling

When a qualified lead is ready to talk, Ruby can schedule an appointment directly in your approved calendar. The caller gets a clear next step immediately, and your team avoids another round of phone tag.

CRM integrations

Ruby can connect with CRMs and other business tools through direct integrations. These connections can send intake details into your existing workflow, trigger notifications, and reduce repetitive data entry.

That gives you the benefits people expect from client intake software or lead capture software without forcing callers to navigate the process alone.

Zapier-powered lead capture and follow-up

Zapier expands lead capture beyond phone calls and website chat. A new submission from a web form, email inquiry, or social media message can trigger an automated request for Ruby to place an outbound call during business hours.

For example, when a prospective client completes a contact form, Zapier can automatically send their information to Ruby. A trained receptionist can then call while the person’s interest is still fresh, follow your intake instructions, and help them move toward an appointment or conversation with your team.

This gives you the practical benefits of client intake and lead capture software without relying on automation to handle the most important part: the conversation.

24/7 availability

People don’t always reach out during business hours. Ruby answers calls and chats 24/7, including nights, weekends, and holidays.

With Ruby on your side, a late-night inquiry can become tomorrow’s scheduled consultation instead of an unanswered voicemail.

First-call resolution

Rather than stopping at a message, Ruby receptionists help move conversations forward by answering approved questions, gathering intake information, scheduling appointments, transferring qualified callers, and documenting everything your team needs.

Benefits of professional client intake services

Professional intake support gives your team more time for billable, skilled, and revenue-generating work. It also helps you:

  • Capture more leads before they reach voicemail
  • Protect the money you’re already spending on marketing
  • Give callers immediate next steps
  • Free your team from repetitive administrative work
  • Keep intake information flowing directly into your existing systems

Unlike standalone lead capture software, Ruby can answer questions, adapt to the conversation, and help the caller feel genuinely cared for.

Industries that benefit from client intake and lead capture services

Ruby supports law firms, healthcare practices, home service providers, financial professionals, real estate teams, marketing agencies, and other growing businesses.

Healthcare organizations can explore Ruby’s HIPAA-focused receptionist services, while businesses across North America can review industry-specific communication solutions built around their callers’ needs.

Why choose Ruby for client intake and lead capture

Ruby isn’t just another piece of client intake software. Ruby is an extension of your team.

Receptionists answer quickly, represent your business professionally, and work toward resolving the caller’s immediate need whenever possible. Meanwhile, integrations offer the efficiency of lead-capture software by moving information into the systems your team already uses.

You get lead capture features, customized intake, appointment scheduling, bilingual English-Spanish support, and 24/7 availability in one customer communication solution.

Explore Ruby’s plans and pricing to see how live receptionists, managed live chat, appointment scheduling, and CRM integrations can help you capture more opportunities.

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