How client intake works
How Tallify turns a client's guided fact find, a returned workbook, or a note or photo into checked facts on the client record, step by step.
Intake is the path from what a client tells the practice to a structured client record. There are two ways in, and both end on the same review form.
Channels
- The fact find (the main path). The client completes the guided fact find from their onboarding link, or their annual review from their review link. It is read by code. A fact find workbook a client still emails back is read by code too.
- Assisted intake. Photos, PDFs, Word files and typed notes uploaded in the console (see Assisted intake). A model on the practice's server reads them, with no accuracy promise: check every figure before you commit.
The pipeline
- Queued. The file is stored in the practice vault and a job is queued. A fact find from a client's link or from their own email address is linked to their record.
- Read. A fact find is read by code: each answer goes into its field (personal details, spouse or partner, dependants, income and other income, expenses, assets, liabilities, existing cover, retirement, goals, estate). Written answers that need interpreting are read by rules first; what the rules cannot read is read by Claude with identity already removed (a practice may choose rules only), and what stays uncertain is flagged. An assisted intake is read by a model running on the practice's server, and a second read compares the result with the source: disagreements and unsupported values are flagged.
- Derived figures. Totals, loan terms, projected asset values, expense calendars and a tax position are calculated on the server. See Review form.
- Pending review. The intake waits for a person. Commit stays disabled until every flag has been checked.
- Committed. The client is created or updated on the register with consent off, linked to a household where a spouse is present, and code builds their position document on the Advice tab. See The Advice tab.
Clients already on the book
A fact find or review from a client already on the book, sent from their own link or email address and carrying the record's ID number and name, skips the Intake step and goes straight onto the record. A figure that would change the record waits in Changes as "Which one?", and every flag becomes an office task due that day. A prospect's fact find, an assisted intake and anything that does not check out stay on Intake with the reason on the form.
Identity stays on the server
The file and the identity fields stay on the practice's server. Identity is removed by code before anything is sent to Claude, both for a fact find's written answers and for every draft, and a check stops any request that still carries it. The assisted channel's model runs on the server itself. See the Security page.