Achieving Better Client Service with Gen AI

Gen AI is transforming the way independent contractors interact with their clients. From responding more quickly to requests, helping to maintain consistent communication throughout a project, and providing support outside of regular business hours, AI tools can help independents create more meaningful client interactions. 

According to our latest research, 68% of independents say Gen AI complements their work by helping them provide clients with deeper insights and analysis. When combining AI tools and client service, the key is to strike the right balance between automation and maintaining a personal touch. Below, we take a look at two key areas where AI tools can be of particular help with client service: communication and onboarding. 

Essential AI Tools for Client Communication 

Communication is one of the most important parts of the contractor/client relationship and is an area where AI tools can be particularly useful. Prospective clients perusing your website appreciate a quick response, but you might not be available to help them out. AI chatbots can be a helpful tool in this instance. Use chatbots to answer common questions or schedule an initial meeting. Think of a chatbot as giving clients 24/7 access to basic assistance. If you’re interested in chatbots, check out platforms like MobileMonkey or Tidio. 

Meanwhile, writing a client email or a project proposal can be a time-consuming endeavor. Test out tools like Copy.ai or Claude to help draft content. For example, you could customize a proposal to help reflect your client’s specific needs and history with your business or run a quick grammar check on a marketing campaign.  

If you struggle to stay on top of email, automation tools like Mixmax or Lemlist can help create personalized email sequences to nurture client relationships. These tools can automatically send onboarding materials, project updates, or renewal reminders at key moments. Smart email management platforms like Gmail’s AI features or Superhuman can prioritize messages from clients and suggest responses.  

Streamlining Client Onboarding Using AI 

Onboarding is another important part of client interaction where AI tools can lend a hand. Rather than manually drafting welcome emails, use platforms like HubSpot or Mailchimp that have AI features to create personalized welcome sequences based on client type and interests. You may also consider using AI tools to help generate customized onboarding guides, contracts, or service agreements that fit the voice and style of your brand.  

As your relationship with your client progresses, you might create an FAQ system with a tool like Intercom’s Answer Bot that can respond to common questions and learn from client interactions to improve responses over time. AI workflow tools like Zapier can help with onboarding workflow by automatically scheduling a kick-off call when a contract is signed or certain paperwork is completed. Depending on where you need help, these tools can help you craft a consistent, personalized, and professional onboarding experience while reducing your manual workload. 

Understanding the Role of AI in Client Service 

Think of AI tools as a team of assistants that can help you with client-focused tasks that you might not otherwise have the time to do. But when using AI tools, don’t lose focus on the human touch of client service. If you use a chatbot on your website, make it clear to clients that they are interacting with a bot. If they need more detailed information let them know how they can contact you directly.  

Also, when using AI-generated content, don’t copy/paste what a platform generates—instead, use it as an outline or starting point for your own ideas. By finding a way to genuinely incorporate AI tools into your business, you can gain more time to dedicate to building better relationships with your clients and delivering the value they expect.