What it solves
A form is the first step of a process, not a message box. We design forms that ask the right questions in the right order, calculate and validate as they go, take payment where needed, and deliver a complete, structured submission to the system that needs it.
Typical problems
- Incomplete submissions that trigger a round of follow-up emails
- Quotes calculated by hand from form answers
- Files arriving with no naming or filing
- The same data re-entered into three systems
- One giant form that people abandon halfway
What changes
A new client, patient or lead enters their details once. The form asks only what applies, qualifies and routes the enquiry, requests the documents that matter, confirms next steps and creates the record in the system that needs it — with a person reviewing anything unusual before it becomes a matter, a booking or a deal.
Example workflows
Workflows we build regularly in this service. The “what changes” lines describe the process after the build, not measured results; measured results are published only in case studies, with permission.
Client onboarding intake
A PDF questionnaire emailed back and forth, then typed into the system.
A multi-step form with conditional sections, file upload, e-signature and automatic filing to Drive and the CRM.
What changes: onboarding done in one sitting, nothing chased.
Instant quote
Prospect fills a form; someone calculates a price and replies two days later.
Pricing rules run inside the form; the quote PDF is generated and sent on submit, with a deposit link.
What changes: quotes delivered in seconds, more of them accepted.
Event or course registration
Registrations in one tool, payments in another, attendee list in a spreadsheet.
One form takes registration and payment, updates the attendee sheet, sends the ticket and adds the calendar invite.
What changes: one source of truth for attendees.
What gets automated
- Multi-step intake with conditional logic
- Calculations, pricing and quotes inside the form
- Payments and deposits (Stripe, PayPal, Square)
- Prefilled and embedded forms
- Validation and routing rules
- Delivery to CRM, Sheets, PDF and email
Systems we work in
Tools describe the systems we connect; they do not imply partnership or certification.
- Jotform
- Typeform
- Gravity Forms
- Fillout
- WordPress
- HubSpot
- Clio
- Cliniko
- DocuSign
- Stripe
Human checkpoints and security
The rules that keep this service safe to run in a regulated firm. They are written into the scope, enforced in the build and described in more detail on the security and data page.
- Qualification rules are written with you and can be overridden by staff
- Unusual or high-risk submissions go to a review queue, not straight into the system
- Consent, retention and data-minimisation settings are configured per form
- Every submission is logged with what was routed where
What every build includes
The difference between an automation that works in a demo and one that still works in a year.
- Automatic retries when a connected app is briefly unavailable, so nothing is silently lost
- A run log for every execution — what came in, what was decided, what went out
- Failure alerts to Slack or email after repeated errors, with a pause switch you control
- Idempotent steps: running twice never creates duplicates
- Written handover: a one-page map of the workflow, its owners and how to change it
- Built in your own accounts — you keep every credential, licence and asset
How the work is delivered
Map
Current process documented with the people who run it.
Scope
Written proposal, diagram, deliverables, fixed price.
Build
Short stages in your accounts, demo at the end of each.
Launch
Monitoring, alerts and documentation before go-live.
Pricing and engagement
Written inventory, risk register and priced options in 5–8 working days. Fee credited against an option accepted within 30 days.
Intake forms with conditional logic, qualification rules, routing to CRM/case/PMS, confirmations, document requests and a review queue; three to four weeks. Fixed in writing before work starts; nothing outside scope without your written approval. Half on start, half on go-live.
Monitoring, fixes when an app changes its API, credential hygiene and a monthly health report. Cancel any month.
Deliverables
- The form, live in your account
- A logic map of every branch
- Delivery integrations tested with real submissions
- A short editing guide
Questions
Jotform, Typeform, Gravity Forms or WPForms?
Jotform for rich logic, payments and PDFs; Gravity or WPForms when the form must live inside WordPress; Typeform for conversational lead capture. We recommend after seeing the process.
Can you fix our existing form?
Yes. Most engagements start from a form that exists — we restructure it, add logic and connect the submission.
Are the forms accessible and mobile-friendly?
Yes — keyboard navigable, labelled and tested on phones, because that is where most people fill them in.
Can submissions create documents?
Yes: contracts, quotes, certificates and confirmations can be generated as PDFs on submit and sent for signature.
How does pricing work?
Most engagements start with a fixed-price Automation Reliability Review (from $900). You then get priced options in writing with one price and a delivery date each. Ongoing monitoring and improvements are a monthly retainer you can cancel any month. All prices are in USD.
How quickly can something be live?
A first workflow is usually live within two to three weeks of sign-off. Larger builds are staged so something useful ships early and the rest follows.
What happens when a workflow fails?
Every build ships with retries, a run log and alerts. Anything that does not run as scoped in the first 30 days is fixed at no charge; after that Automation Care covers fixes, or we quote a small fix and turn it around quickly.
Who owns the automations afterwards?
You do. Everything is built in your accounts and documented, and your team is walked through it at handover. You can maintain it yourself or keep us on retainer.