The problem: A new client fills in your intake form, sends a few emails, and maybe a document or two. Then you go into the first call trying to remember it all.

What you end up with: A one-page brief for every new client: who they are, what they want, key dates and budget they mentioned, open questions, and anything to clarify, ready before your first call.

What you'll need

Your intake form responses, the client's emails, and any files they've sent, plus a short brief template.

Getting set up

Want to walk into a new client's first meeting already up to speed? Let's walk through it, using what each tool's official docs say it does. First, pick a tool. Microsoft says Copilot in Outlook drafts emails and summarizes lengthy threads, and Copilot in Word can check for missing info or inconsistencies. Google says Gemini in Docs can create first drafts. Notion says its AI can generate docs from your pages. Next, write a simple brief template with the headings you always want. Then, keep each client's intake materials in one folder or page. And last, the agent drafts the brief. You read it before the call.

Step by step

Gather the client's form, emails, and files.
Have the agent fill in your brief template from them.
Ask it to list what's missing or unclear.
Have it draft five questions for the first call.
Check the brief against the originals, especially dates and budget.
Add your own notes.
Save it with the client's file.

A prompt to start with

Here's a starter prompt. Change the details to fit your business. "Using this client's intake form, emails, and files, fill in this brief: [template]. Include their goals, timeline, budget if mentioned, decision-makers, and any concerns. Then list anything missing or unclear, and suggest five questions for our first call. Only use what's in the materials. Mark guesses with [CHECK]."

What you'll get

A one-page client brief, a list of gaps, and five first-call questions.

If something goes wrong

If the brief is too long, cap each section at three bullets. If it fills gaps with guesses, remind it to mark them. If emails are scattered, forward them to one thread first.

Keep in mind

Keep client information private, and only use tools your client agreements allow. The brief helps you prepare. It doesn't replace listening on the call.

Sources

Where each fact came from

Recommended tools · checked Oct 28, 2026 · rechecked regularly — Microsoft Copilot for small business — product page and FAQ
Getting set up · checked Oct 28, 2026 · rechecked regularly — Microsoft Copilot for small business — product page and FAQ

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