Client Onboarding Intake: Tally Form → Airtable Records + Drive Filing + AI Systems Setup

Problem:

New client onboarding was a multi-hour manual job creating client and property records, building a Drive folder, downloading every document the client uploaded in the intake form, filing each one, and setting up the property's systems data.

Solution:

Built a Make.com scenario triggered by Tally form responses, splitting into two paths. The onboarding path runs AI-powered address extraction, creates the Client record, sleeps 30 seconds, creates the Properties record and the client's Google Drive folder, then routes into eight parallel branches that download every uploaded document from the form utility bills via an Iterator, property tax bill, home inspection report, mortgage statement, and multiple insurance pages and upload each into the Drive folder, before writing the folder link onto the Property record and emailing the client via Gmail. The second path re-extracts the address, searches for an existing Property, and branches on an If/Else updating the existing Client and Property or creating both fresh then merges, runs the Make AI Toolkit to derive the property's systems, parses the JSON, searches System Records, and routes to create or update each Systems record, with a Sleep → HTTP callback closing the loop.

Result:

A single form submission now produces the complete client setup records, filed documents, folder link, welcome email, and AI-derived systems data with duplicate detection preventing double-entry for returning clients