AI for professional services, South Africa
New-client intake for professional firms, answered and booked
IndunAI is an AI assistant for South African law firms, accounting practices, insurance brokers and financial advisers. It answers new-client enquiries on WhatsApp, your website chat and email, asks your intake questions one at a time, and then books a first consultation into the right person's calendar or hands the enquiry to your team.
What it would do for your firm. This page describes the assistant as it works today, applied to a firm like yours. We do not yet have a law, accounting, insurance or advice client to point to, so book a demo and judge it for yourself.
online, replies in seconds
Hi, I need help with my tax return. I'm a sole proprietor.20:41
Thanks for getting in touch. I can set up a first consultation for you. Before I do, are you registered for provisional tax?20:41
YesThank you. Our tax team has Thursday 10:00 or 11:30 free for a first consultation. Which suits you?20:42
An illustration of the pattern. The question and its tap answers are the firm's own, and the times come from the real calendar.
Intake
Intake and conflict questions.
Most first enquiries need the same handful of answers: who the client is, what the matter is about, who is on the other side, and whether it is work you do. An AI intake assistant can ask for them the moment the message arrives, at any hour, and hand your team an enquiry that is ready to act on.
Your questions, in your order
You write the intake questions, per type of work if you like, and they are asked one at a time. Where you give the answers as options, such as individual or company, they arrive as buttons the client taps. Each answer is kept in the client's own words and travels with the booking, the alert to your team and the calendar entry.
The names a conflict check needs
Add a question for the other party's name and it is asked and recorded like any other. The check itself stays with you: the assistant has no access to your client records, so it cannot tell you whether there is a conflict. It makes sure you have what you need before anyone meets.
Work you do not handle
Mark an answer that ends the enquiry, such as a type of matter you do not handle, and the assistant says your own sentence and offers no consultation. The server enforces it, not the AI. A softer rule adds a sentence you want said, such as a fee that applies, without ending anything.
Intake first, the meeting later
If a partner reads every new matter before anyone is booked, a scripted chat flow asks your questions and files the answers to your team as a hand-off, word for word. Leave consultations off the assistant and it tells clients the team will arrange the time.
The same machinery qualifies leads for businesses that sell through ads; that version is on the AI sales agent page.
Consultations
Consultation booking.
Once the intake questions are answered, the assistant can offer a first consultation from the calendar of the person who does that work, and book it while the client is still in the conversation. The diary stays closed until the answers are in.
The right person's calendar
Each attorney, accountant or adviser can have their own calendar, and each consultation type can be limited to the people who do it. A client who asks for a particular person gets that person or an honest answer that they are not free, never a quiet swap.
Times that are really free
Times come from Google Calendar, a CalDAV calendar or GoHighLevel, and the server checks the slot again at the moment of booking, so two clients never land in one meeting. Minimum notice, days you are away and South African public holidays are respected.
In person, by phone or by video
A consultation type can be marked as remote, so the diary shows it as one and the booking carries the number to ring. It does not create Teams or Zoom links for you.
A fee before the meeting
Where you charge for a first consultation, it can take a deposit or the whole fee before the booking is confirmed, through your own PayFast account or by EFT with a proof of payment you confirm. The slot is held for a set time and released if nothing arrives. The money goes straight to you.
Reminded, and asked to confirm
Reminders go out on WhatsApp before the meeting, at the times you choose. If you switch it on, the client is asked to confirm: a no frees the slot, and silence is raised with your team.
Moved or cancelled in the chat
A client can move or cancel their own consultation in the same conversation, and a cancelled meeting comes out of the calendar. How the booking side works in detail is on AI appointment booking.
Documents
Document requests.
Chasing documents is a large part of starting new work. The assistant can hand clients a form that collects their details and their files in one go, so your team is not piecing a new matter together from a dozen messages.
A form, as a button
The assistant can host a form you define, with fields for names, ID numbers, dates, choices, a signature and file uploads. The client gets it as a button in the chat, on a signed link that works once. The answers become one PDF your team opens from the dashboard.
Files with the form
An upload field takes up to ten files by default, images or PDFs, up to 10 MB each. They are kept beside the form's PDF, and the PDF lists what was attached.
Or straight into the chat
Where forms are set up, a PDF or photo the client sends in WhatsApp is kept on the conversation for your team, the six most recent per conversation. A Word document is not accepted, and the client is told what can be sent instead.
A signature on the form
A form can end with a signature field, drawn on the client's phone and placed in the PDF with its label and the date. It is a signed form, not an electronic signature service.
No AI reads the files or the form answers: they go from the client's phone to your firm's own records and stop there. Automatic deletion stays off until you switch it on, and then runs on the periods you set.
Your team
Hand-offs, confidentiality and the CRM.
A professional firm's name rests on what is said to a client, so the assistant is built to know when to stop and bring a person in.
A person when it matters
You list the topics it must hand to a person, and anyone who asks for a person gets one. Your team is alerted, the whole conversation is in the dashboard for anyone to reply from, and while they do, the assistant stays out of it.
It says what it is
Every new conversation can open with a short notice in your words, for example that the client is chatting to an AI assistant and how their information is handled.
Where client information is kept
Each firm gets its own isolated instance, hosted in Johannesburg, with its own database. The AI model that writes the replies runs outside South Africa. On our provider account, its API terms mean content sent through the API is not used to train its models.
On your own number
The assistant answers on your firm's WhatsApp number, in a chat bubble on your website and by email. With WhatsApp's coexistence option your team can keep using the WhatsApp Business app on the same number, and a reply from the app pauses the assistant in that chat.
GoHighLevel, if you use it
Enquiries, stages, tags, consultations and notes can be filed into your GoHighLevel sub-account as they happen. GoHighLevel is the one CRM built in; another is a custom build, scoped and priced as a project.
One honest limit: the hand-over list is an instruction the AI follows, not a rule the server enforces. The things that must be exact, such as who is free when and what a client answered, are checked by the software.
FAQ
Fair questions.
Can it collect documents from clients?
Yes. The assistant can hand the client a form as a button in the chat, with fields for their details, a signature and uploads of images or PDFs. Where forms are set up, a PDF or photo sent straight into the WhatsApp chat is also kept for your team. The AI does not read either.
Does it give legal, tax or financial advice?
It should not, and you tell it so. You list the topics it must hand to a person, such as anything that asks what the client should do, and it answers from the facts you give it about your firm. That list is an instruction the AI follows, not a check the software makes, so we set it up with you, and every conversation can be read in the dashboard.
Can it run a conflict check?
No. It can ask for the names a conflict check needs, such as the other party, and record them on the enquiry, but it has no access to your client records. Your team runs the check before anyone meets.
Where is client information kept?
In your own isolated instance, hosted in Johannesburg, with its own database. The AI model that writes the replies runs outside South Africa. On our provider account, the provider's API terms mean content sent through the API is not used to train its models; on your own AI key, your provider's terms apply instead.
Does it work with our practice or accounting software?
Not out of the box. It books into Google Calendar, a CalDAV calendar or GoHighLevel, and GoHighLevel is the one CRM built in. Outlook and Microsoft 365 calendars cannot be connected. Connecting your practice or accounting software would be a custom build, scoped and priced as a project.
What does it cost?
From R1 450 a month including VAT for up to 300 conversations (R2 250 a month for 300 to 500), plus a once-off R2 500 setup in which we connect and configure the assistant as it is, set up around your firm. Fully managed is R4 995 a month with setup included, 2,000 conversations and build items within reason. Bigger work is scoped in writing and priced once you have signed up, and Meta's WhatsApp fees are separate.
Does it answer the phone?
Not today. It answers WhatsApp messages, your website chat and email, and it transcribes and answers WhatsApp voice notes. It does not answer a phone line and it does not make calls. Answering WhatsApp voice calls is built and on its way, but it is not switched on for any business yet.
Talk to us about your intake.
Tell us how a new client reaches your firm today and what your team asks first. We will show you what the assistant would do with it, and what it would leave to you.
Written the same way: what it does, what it does not, and how to check it yourself.