Replace the discovery call with a chat that qualifies itself.
Share a branded link. Clients answer structured questions in a conversational flow. SyncHq generates a complete project brief automatically - before the first call.
The four stages
From first contact to signed brief, automated.
Intake Flow
Conversational question sequence
The intake is a structured conversational chat that guides a potential client through your qualifying questions. You design the question flow: project type, deliverables, timeline, budget, decision-making process. The AI presents each question naturally, handles clarifying follow-ups, and confirms answers before moving on. Clients complete it in under 5 minutes, on any device, without creating an account.
- Custom question flows per service type (design, dev, strategy)
- AI handles follow-up and clarification naturally
- Works on mobile without installation
- No client account or password required
- Progress auto-saved - clients can resume later
Brief Generation
Auto-structured project brief PDF
When the client completes the intake flow, SyncHq AI generates a structured project brief. Not a dump of raw answers - an organized, readable document covering project scope, objectives, deliverables, constraints, budget range, and timeline. The brief is sent to you and the client immediately, creating a shared reference point before the first real conversation.
- Structured sections: scope, objectives, deliverables, timeline
- Budget range captured and formatted
- Key constraints and risks identified by AI
- PDF sent to agency and client on completion
- Editable in SyncHq before sharing with client
Qualification
Budget, timeline, and decision-maker capture
The intake flow captures the three things that determine project fit: budget range, decision-making authority, and realistic timeline. These aren't collected in a form - they emerge from conversation. The AI flags when a client's budget and scope are misaligned and surfaces that in the brief before you invest time in a discovery call.
- Budget range captured in natural conversation
- Decision-maker identification (are they the approver?)
- Timeline reality-check built into the flow
- AI flags scope-budget misalignment in the brief
- Qualification score visible in your intake dashboard
Handoff to Project
Brief becomes the project template
Once you've reviewed the brief and decided to proceed, SyncHq converts the intake into a project with one click. The scope becomes the project description, the timeline populates milestones, and budget assumptions carry into billing settings. Your team starts with context already in place - no re-entry of information already captured in the intake.
- One click to convert brief into a live project
- Scope and objectives pre-populate project description
- Timeline maps to proposed milestones
- Budget assumption carried into billing configuration
- Client contact automatically invited to the portal
How it works
Three steps. No calls before you're ready.
Share your intake link
Each intake link is branded to your studio. Share it in your website contact form, by email, or anywhere a prospect reaches out. The client clicks and starts the conversation immediately - no account creation, no form to fill.
Client answers, AI builds the brief
The conversational flow guides the client through scope, timeline, budget, and constraints. When they finish, AI structures their answers into a clean project brief and emails it to both of you within seconds.
Review and convert to project
You review the brief in SyncHq, edit anything that needs refinement, and click 'Create project from brief'. The project is pre-populated with everything from the intake. Your first conversation with the client is strategy, not discovery.
Built for
Any service business that sells project work.
Design studios
Capture brand goals, visual references, and timeline before a single call. Arrive at discovery knowing scope, not starting there.
Development shops
Qualify tech stack, integration requirements, and budget in the intake flow. Filter low-fit leads before allocating any PM time.
Strategy consultancies
Understand the business problem, decision-maker, and budget authority before proposing. Intake replaces the unpaid first meeting.
Marketing agencies
Capture campaign goals, channels, past experience, and timeline. Brief is ready before the kickoff deck.
FAQ
Your questions,
answered
Still have questions? Reach out and we will help you figure out if SyncHq is the right fit for your agency.
It replaces the information-gathering part. Clients answer your qualifying questions in a conversational flow and SyncHq generates a structured brief, so your first live call is strategy rather than collecting basic scope, timeline, and budget details.
Start today
Your next client intake is already written.
Set up your question flow in under 10 minutes. Share the link. Let the AI do the qualification work before your first conversation.