Demonstration systems / ClientFlow
Demonstration system · Client Intake & Operations System
ClientFlow. A repeatable onboarding process where every new client reaches the correct next step.
Takes a new client request from form to project: classifies it, checks for missing information, writes the internal summary, creates the CRM and project records, generates the tasks, assigns the owner and prepares the welcome message for approval.
Every new client has a record, an owner, a task list and a clear next step within minutes of submitting.
Built with
- Forms
- AI Intake
- Classification
- Automation
- CRM
- Tasks
- Dashboard
A Dekundy Group demonstration build set in a fictional business, Harborline Systems, a professional services firm onboarding new clients. These examples use synthetic data and are not presented as client case studies. Every business, contact, figure and message shown is fictional, created by Dekundy Group to demonstrate what can be built.
Interactive demonstration
Try ClientFlow.
Open a record, approve a draft, run the agent. Everything is local to your browser and resets on reload.
The business problem
What this solves.
Onboarding lives in six places
Email threads, a form, a spreadsheet, a shared document, a task board and someone's memory. Each new client is assembled by hand.
The same questions get asked twice
Information the client already gave is missed, and information nobody asked for holds up the start date.
Tasks are created inconsistently
Whether the right tasks exist depends on who set the project up and how busy they were that day.
Clients do not know what happens next
After they submit, there is silence until someone gets to it.
From published research
50%
McKinsey Global Institute estimates that about half of the activities people are paid to do could be automated with technology that has already been demonstrated, with data collection and data processing among the most automatable.
Source: McKinsey Global Institute, A future that works: Automation, employment, and productivity (2017)
58%
Asana's 2023 survey of 9,615 knowledge workers found 58% of the day goes to coordinating work rather than doing it, and workers estimate better processes would save them almost five hours a week.
Source: Asana (research by GlobalWebIndex), Anatomy of Work Global Index 2023 (2023)
Industry findings, not results of this demonstration.
What the system does
Input to outcome, with a person in the loop.
Each stage names who does the work: the agent, business rules, automation, or a person.
Input
01Client submits
A structured request form captures the essentials.
AI agent
02AI intake
The agent classifies the service, summarises the request and checks completeness.
Business logic
03Missing information
Required fields per service type are checked; gaps become questions.
Automation
04Records
CRM record, project and stage are created from the classified request.
Automation
05Tasks and owner
The task template for that service is generated and an owner assigned.
AI agent
06Welcome message
A welcome and next-steps message is drafted, including any questions.
Human approval
07Approval
The owner reviews the summary, tasks and message before anything is sent.
Output
08Onboarding view
Progress, blockers and readiness are visible on one board.
- Input
- AI agent
- Business logic
- Automation
- Human approval
- Output
Who does what
What the AI does, what is automated, what you control.
The AI agent
What the AI actually does
- Classifies the request by service type
- Summarises the submission for the internal team
- Checks the submission against required information for that service
- Phrases the missing-information questions for the client
- Drafts the welcome and next-steps message
- Suggests the project stage and initial priority
Automation
What gets automated
- Creates the CRM record and links the contact
- Creates the project with the right stage
- Generates tasks from the service template
- Assigns the owner and notifies them
- Tracks blocked items and readiness
- Updates the onboarding board as tasks complete
Human control
What a person controls
- Approves the summary, task list and welcome message
- Changes the service classification or owner
- Decides what counts as required information per service
- Handles pricing, scope and anything contractual
- Owns the client relationship from the first call
Potential outcomes
Designed to help
- Remove the manual assembly of each new client
- Ask for missing information once, before it blocks work
- Make task creation consistent regardless of who sets up the project
- Give clients a clear next step immediately after submitting
- See every onboarding, its owner and its blockers in one place
No percentages are claimed for this demonstration. Where published research applies, it is cited above as industry evidence.
Components
The building blocks
- 01Intake Form
- 02AI Intake Agent
- 03Validation Rules
- 04CRM
- 05Project Records
- 06Task Templates
- 07Notifications
- 08Human Approval
Adam Dekundy
Founder, Dekundy Group
Built as a demonstration by Dekundy Group
This is not an off-the-shelf product. It is the kind of system built around a business’s actual workflow.
Not every situation needs something this size, and the CA$49 audit is the honest way to find out which one yours is. Where a build is warranted, every implementation begins with agreed success criteria and is covered by the Dekundy Group Build Guarantee.
Not sure yet
Not sure something like this is what you need?
That is exactly what the CA$49 Personalized AI & Efficiency Audit is for. It will show you whether something like this is worth building, whether a tool you already have could solve the problem, or whether something much smaller would do the job.
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