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Client Intake Conflict Checker

Example prompt: "When someone submits our client intake form on Typeform, check their company name and any related parties against our existing client list in HubSpot. If there's a potential conflict, flag it to #legal on Slack for review. If it's clear, create a new contact in HubSpot, send the person an acknowledgement email, and create a Google Calendar event for an initial 30-minute consultation next week."

The Problem

Professional services firms — law practices, consultancies, accounting firms — need to screen every new client enquiry for conflicts of interest before engaging. Doing this manually means someone receives the intake form, searches the CRM for the company name and related parties, makes a judgement call, and then either proceeds with onboarding or escalates. When the firm is busy, these steps get delayed, the prospective client waits days for a response, and occasionally a conflict slips through because the check was done hastily.

How GloriaMundo Solves It

We build a workflow triggered by a Typeform submission. An integration step pulls the form data — company name, contact details, and any related parties mentioned. A code step searches your existing client list in HubSpot for matching or similar company names, checking for partial matches and known affiliates. If a potential conflict is detected, the workflow posts a brief risk summary to Slack — record IDs, match reason, and a confidence score — with a secure link to the full details in the Glass Box preview, rather than embedding sensitive client data in a chat message. Authorised reviewers can follow the link to see the complete records. If the check is clear, integration steps create a new contact in HubSpot, send an acknowledgement email to the enquirer, and book a consultation slot on Google Calendar. Glass Box preview shows you exactly what was matched (or not) before any records are created.

Example Workflow Steps

  1. Trigger (webhook): Fires when a new submission arrives via Typeform.
  2. Step 1 (integration): Retrieve the form response — company name, contact name, email, matter description, and related parties.
  3. Step 2 (integration): Search HubSpot contacts and companies for matches against the submitted company name and related parties.
  4. Step 3 (code): Compare results using fuzzy matching to catch variations in company names (e.g., "Acme Corp" vs "Acme Corporation Ltd").
  5. Step 4 (conditional): If potential conflicts are found, route to the conflict escalation path; otherwise, proceed to onboarding.
  6. Step 5a (integration): Conflict path — Post to #legal on Slack with record IDs, match reason, confidence score, and a secure Glass Box preview link. No PII or full client details are included; authorised reviewers follow the link for complete records.
  7. Step 5b (integration): Clear path — Create a new contact in HubSpot with the submitted details.
  8. Step 6 (integration): Clear path — Send an acknowledgement email via Gmail confirming receipt and next steps.
  9. Step 7 (integration): Clear path — Create a 30-minute consultation event on Google Calendar for the next available slot.

Integrations Used

  • Typeform — client intake form
  • HubSpot — CRM for existing client records and new contact creation
  • Slack — conflict escalation notifications to the legal team
  • Gmail — acknowledgement emails to prospective clients
  • Google Calendar — scheduling initial consultations

Who This Is For

Managing partners, intake coordinators, or office managers at law firms, consultancies, or accounting practices that receive 5 or more new client enquiries per week and need to screen for conflicts before taking on new work.

Time & Cost Saved

A manual conflict check and intake process takes roughly 15-20 minutes per enquiry — checking the CRM, composing an email, booking a meeting. At 10 enquiries per week, that is 2-3 hours of administrative work. This workflow reduces the clear-path cases to a Glass Box review taking a couple of minutes, and ensures no conflict check is ever skipped. The faster response time also means fewer prospective clients lost to slow follow-up.