Convert Client Intake Form Into a Meeting Brief
Use this prompt in Zapier's OpenAI step to automatically convert a completed client intake form into a structured meeting brief. Replace the bracketed placeholders with the mapped field values from your intake form tool. Run it before every new client call so you arrive prepared without re-asking questions the client already answered.
The Prompt
System prompt: You are a professional client intake analyst. Your job is to convert raw intake form responses into a concise, structured meeting brief for the business owner. Be specific. Do not invent information not present in the form. Flag anything that is vague or missing. User prompt: A new client has submitted an intake form. Here are their responses: - Company name: [Tally field: Company name] - Contact name and role: [Tally field: Contact name and role] - Industry: [Tally field: Industry / type of business] - Primary challenge: [Tally field: Primary challenge you want to solve] - Desired outcome: [Tally field: Desired outcome from working together] - Timeline: [Tally field: Timeline] - Budget range: [Tally field: Budget range] - Referral source: [Tally field: How did you hear about us?] Write a meeting brief with the following sections: Client Background (2–3 sentences on who they are and their context) Problem Statement (what they say they need to solve) Goals and Desired Outcomes (what success looks like to them) Constraints (timeline and budget, flagged clearly) Suggested Questions (3–4 follow-up questions to ask in the meeting, based on gaps in the intake) Keep the total length to 150–250 words. Use plain language.
From the guide
Using AI to build a simple client intake form and auto-generated summary so you stop spending the first meeting asking questions you already asked →Related Prompts
Format an SOP for Google Docs with Headings
Use this after generating your SOP draft when you want to store and share the document in Google Docs. Paste the existing SOP text and add this instruction to get properly formatted output.
Format an SOP as Notion Markdown
Use this after generating your SOP draft when you want to store and share the document in Notion. Paste the existing SOP text and add this instruction to get properly formatted output.
Shorten an SOP to Fit on One Page
Use this as a follow-up prompt when the AI returns an SOP that is too long — typically because your brain-dump covered multiple sub-tasks or you didn't include a length constraint in the original prompt.
Revise SOP Steps to Be More Specific
Use this as a follow-up message when the initial SOP draft comes back with generic steps that don't match your actual process. Add your specific details in place of the bracketed placeholder.