How a paperless client intake process helps SMBs build a competitive edge
Summary
If you’re reading this, it sounds like you’re considering going digital with your client intake – you’re on the right path. But you might be asking yourself what switching to a paperless client intake process can do for your business. Let me break it down for you.
While paperless client intake is quickly becoming the standard for SMBs, many still rely on manual processes, which can hold them back.
Clients now expect easy, remote experiences, and with rules tightening up in many industries, businesses that don’t adapt are getting left behind.
On the other hand, your team is constantly dealing with compliance regulations, juggling manual paperwork, and trying to keep up – which slows down operations and increases the risk of costly mistakes.
A report from Gartner shows that by 2026, 85% of customer interactions will happen without a person involved. That means going digital isn’t just a nice idea anymore; it’s a must-have.
In this article, I’ll walk you through exactly what going paperless can mean for your business – from improving client experience and streamlining compliance, to saving your team time and reducing costly errors. I’ll also give you some simple tips to make the switch without a hitch. Let’s dive in.
TL;DR
– Using paper for intake can be a hassle. It leads to a lot of manual work, compliance issues, and it can get pretty pricey.
– Switching to a paperless client intake process makes things easier, cuts down on mistakes, and creates a better experience for clients.
– Some businesses went from taking 7 days to onboard new clients to just 48 hours, using a client intake tool.
– To get started with digital intake, figure out where the delays are, pick a tool that fits, automate what you can, and make sure your team knows how to use it.
Why sticking to paper for client intake can hold your business back
If you are still using outdated tools to manage your client intake process, you may experience the following challenges:
1) Manual and repetitive tasks
Lots of companies stick to paper-based client intake because they think switching to new processes will take too much time. Sticking with what they know feels easier.
But honestly, handling paperwork can be a real headache for any business. It often leads to delays, lost documents, and friction for both clients and staff.
Think about it: when your team is managing a new client, they might end up printing out the intake form, writing everything by hand, then scanning it to email or deliver. And that’s only one step of this tedious process.
Before you know it, they’ve spent hours on repetitive tasks, without adding any value to your bottom line.
2) Compliance at risk
When it comes to client intake, compliance isn’t just a box to check – it’s woven into every interaction and every piece of data you collect.
With data protection laws like GDPR, HIPAA, and KYC in place, safeguarding client information is non-negotiable. But with intake paper forms, it’s easy to miss a step or overlook a key detail, leading to gaps in records and potential legal matters. Paper forms are difficult to track, securing them is a constant challenge.
3) High cost process
On top of that, there’s the financial aspect. Paper, printing, and storage can be expensive, and all that time spent managing manual tasks that aren’t even billable.
Businesses that stick to outdated methods not only waste money, but they also risk frustrating their clients, which can hurt retention and harm their reputation.
What can a digital intake process do for your business?
So, what do you really get from introducing a paperless client intake process?
Streamlining team operations and reducing administrative burden
When your intake process is digital, your team spends less time chasing documents, correcting errors, or re-entering data from handwritten forms. Everything is centralized and accessible in real time, so your staff can focus on what they do best – serving your clients.
By using automation, your business can reduce repetitive admin tasks, minimize human error, and maintain a higher level of accuracy in client records.
Here are some of the most common administrative tasks your team can automate during intake:
- Sending and following up on intake forms
- Document collection and organization
- eSignature collection
- Appointment scheduling
- Internal notifications and task assignments
- Pre-qualification checks
Cost savings are also significant. Reducing reliance on paper not only saves money on printing and storage but also cuts administrative work. Employees no longer need to spend hours processing forms manually.
Working in a compliant way at every step
Digital intake tools often come with built-in compliance features, like data encryption and audit trails, that protect sensitive information and help you stay aligned with industry regulations. This not only builds trust with your clients but also reduces your exposure to legal and financial risks.
Paperless processes eliminate the need to store physical files, which can be lost, damaged, or misfiled. Instead, everything is stored securely in the cloud, where you can control access and track every action taken.
Providing a stress-free intake experience
Picture this: a new client is excited to start, but instead of facing a stack of forms to print and scan, they receive a sleek, digital intake link. In just a few clicks, they’ve filled out forms, uploaded documents, and signed everything – right from their phone.
Today’s clients expect convenience. A digital intake process meets them where they are, making onboarding fast, simple, and frictionless.
Automated reminders and dynamic intake forms keep things moving without manual follow-ups, letting your team focus on delivering value – not chasing paperwork.
It’s a small shift that makes a big impression and sets your business apart as modern, efficient, and client-focused.
What does a digital intake process look like?
What’s better than me telling you how powerful a digital intake process can be? Showing you what some of our clients at Clustdoc have actually achieved.
Many of the businesses we work with at Clustdoc started in the same place you might be right now – managing a messy, manual intake process that caused delays, errors, and frustration for both teams and clients. Switching to a digital system didn’t just improve operations; it completely transformed the way they deliver value.
Optimizing client onboarding for Financial Services:
OpenEden, a financial services firm struggling with compliance requirements and slow client onboarding implemented Clustdoc’s digital intake process. Previously, new clients had to fill out multiple paper forms, leading to frequent delays due to missing information or incorrect data. With Clustdoc, the team automated the entire process, reducing onboarding time from 7 days to just 48 hours.
Clients could now complete their intake forms from any device, and automated reminders ensured all required documents were submitted on time.
Managing legal cases remotely, without the paperwork:
Votre Avocat Virtuel, a growing law firm based in Canada also made the leap. They were drowning in printed documents, scanned signatures, and constant back-and-forth emails. Every new client meant more admin and more headaches.
By introducing Clustdoc’s digital intake solution, they streamlined every step of the intake process. Clients easily complete online forms, upload case files, and sign legal agreements from a single and secure intake portal.
Built-in eSignatures and automated workflows meant cases could be opened in minutes rather than days. The result? A smoother process for clients, and a huge time-saver for the law firm.
Think your own process is too complex to digitize? You’d be surprised how much of it can be automated. Once it’s set up, your team will work more efficiently – and your clients will thank you for it.
How to implement a paperless client intake process in no time
Transitioning to a digital client intake process requires careful planning, but the benefits far outweigh the effort required to make the switch.
So, where do you start? Here’s an easy-to-use checklist:
1. Identify bottlenecks in the current intake process. Get your team together to chart out how things work now and see where things get stuck. Are clients often forgetting to submit certain documents? Is your team spending too long on follow-ups?
Figuring out these trouble spots will help you set goals for your new digital system.
2. Start looking for a client intake tool that meets your requirements and your needs. Not all platforms offer the same level of features, security, or compliance support.
Clustdoc, for example, is designed specifically for businesses that need a secure, efficient, and fully customizable client intake solution. It provides document collection, electronic signatures, and automated workflows, all in a single platform.
3. Once you pick a digital tool, set up your intake process and automate it as much as possible. Create checklists, set up automated reminders for clients, and connect it with your existing CRM or systems.
A well-built workflow helps clients finish the intake process with less manual work.
4. After you get the system up and running, make sure to train your team on how to use it. When everyone knows their jobs and what’s expected, things get done quicker and communication is better.
Also, using a digital intake process gives you a straightforward way for approvals within your team. Clustdoc’s approval workflow system takes it a step further by automating internal approvals. Everyone knows exactly what they need to do and when, ensuring smoother operations and faster turnaround times.
Conclusion
Going paperless is the key to automating client intake tasks. An efficient and effective client intake workflow will pave the way to success for your organization. And with Clustdoc as your partner, achieving this is easier than ever. Our comprehensive client and case management software does the heavy lifting for you, so you can focus on what matters most – growing your business. Make the switch today, and let a smoother workflow help your business move forward.
Get to know Clustdoc
Clustdoc is a professional Client Onboarding and Verification Software.
Many teams use Clustdoc to orchestrate, run and manage repeated industry-specific onboarding workflows with clients or stakeholders:
– Automate routine workflows – no more paper documents
– Get rid of manual tasks and decrease approval lag time
– Stop chasing data and files across multiple tools
– Improve customer engagement and satisfaction
Marie
Marie is the voice of the customer at Clustdoc, she loves guiding businesses toward clarity in their processes and client interactions for better performance and peace of mind.
