Case Intake & Onboarding

Q: Does the case manager still need to be involved?

Yes, the case manager reviews flagged gaps, approves the drafted plan, and handles client conversations that require judgment.

Q: Will this work with the CRM and document tools we already use?

The automation connects to common CRM, email, storage, and spreadsheet tools rather than requiring a new system.

Q: What happens to existing client records when this is set up?

Existing case records stay in place, and the automation builds on top of current CRM and document folders.

Q: How are missing or incomplete documents handled?

Missing items are flagged against the required checklist and a targeted reminder goes to the client automatically.

Every new debt case is captured, checked, and handed to a case manager in minutes, not days.

621 hrs

Manual time identified

Companies have mapped

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About This Automation

Case intake and onboarding gathers client information, verifies financial documents, and produces a proposed debt management plan. Manual handling means retyped data, chased paperwork, and delays between referral and a signed plan.

The automated version logs new referrals instantly, tracks document completeness, and drafts the budget snapshot and plan from verified figures. Clients move from referral to signed plan faster, with fewer gaps and less rework.

Key features:

Creates a case record automatically the moment a referral arrives

Sends a welcome message listing required documents without manual drafting

Checks uploaded documents against a required checklist and flags gaps

Sends targeted reminders only for missing items instead of generic follow-ups

Builds a budget snapshot from verified financial figures

Drafts the proposed plan and books the counseling session automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Missing document follow-up Case managers spend repeated time chasing clients for missing financial documents.	80%
2	Manual document completeness checks Each file is checked against the required list by hand, which is slow and error prone.	67%
3	Duplicate data entry Client and financial details are retyped across the CRM and budget spreadsheet.	53%
4	Delayed plan drafting Plans wait on manual budget entry before drafting can begin.	40%
5	Inconsistent case status updates CRM status updates are sometimes missed after signature.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.8/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.3/ 10

Hidden Overhead™

6.4/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Referral Receivedtrigger

A new referral email or web form submission lands in the intake inbox and starts the workflow.

2. Log Case & Send Welcome

The case is created automatically and a welcome email with the document checklist is sent.

3. Collect & Verify Documents

Uploaded files in the client's folder are checked against the required checklist and flagged as complete or incomplete.

4. Follow Up On Missing Documents

If documents are incomplete, a reminder email listing the exact missing items is sent.

5. Build Budget & Draft Plan

Once documents are complete, income and expense figures populate a budget snapshot and draft plan, and a counseling session is booked.

6. Human Review & Approve Plan

A case manager reviews the auto-populated budget and plan for accuracy before it goes to the client.

7. Send Plan For Signature

The approved plan is sent to the client for e-signature.

8. Update CRM & Notify Client

Once signed, the case record is updated to closed-intake and a confirmation is sent to the client.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What parts of case intake does this automation handle?

It handles case creation, welcome messaging, document checking, budget compilation, and plan drafting, while a person still reviews and finalizes the plan.

Does the case manager still need to be involved?

Will this work with the CRM and document tools we already use?

What happens to existing client records when this is set up?

How are missing or incomplete documents handled?

View more FAQs

Process pain:8.8/10

Mapped by:27 Companies

Map this to your business to get your exact numbers.

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Page updated 10 August 2026